Job Title: Events Assistant

Reference No: MLR19

Reports to: Events Officer

Grade: Grade B

Working Hours: 37

Faculty / Service: Marketing and Recruitment

Location: Edinburgh Building, City Campus

Main Purpose of Role: This role reports directly to the Events Officer, and the main purpose is to support the Client Relationship team in organising and delivering high profile events towards recruiting students

Key Tasks and Responsibilities:

Assist and support key recruitment events such as Open Days and Clearing, as directed by the Events Officer

Organise room bookings, venues, equipment and materials required for recruitment events

Produce and work to clear event schedules working closely the Events Officer and student facing teams particularly with Client Relationship Officers, and Marketing Client Officers

Liaise with faculties through Marketing Client Officers to arrange and monitor booking for scheduled student interviews, with input from the Events Officer

Liaise with Client Relationship Officers to arrange and monitor bookings for on-campus recruitment activity, with input from the Events Officer

Provide administrative support to the Events Officer including as required: writing letters, emails, answering queries, making outbound telephone calls and making appointments and bookings

Arrange UK travel for the Client Relationship Team, liaising with Marketing and Recruitment colleagues with relevant experience as appropriate

Provide administrative support to the Client Relationship Team to

ensure the smooth running of recruitment events

Administration of documentation as necessary to engage suppliers and contractors

Provide support to the Events Officer to meet requirements relating to health and safety assessments and insurance provision

Undertake and support staff development as appropriate.

All staff across the Service are required to be flexible to support the focus on student recruitment.

All teams will be required to assist and support key recruitment events such as Open Days and Clearing. To support the Client Relationship team by attending key recruitment events such as when key subject area knowledge is required or additional personnel will benefit the customer experience and deliver the key brand and subject selling points

Special Circumstances: N/A

Part 2A

Qualifications and Professional Memberships:

Experience:

Key Knowledge and Expertise:

ESSENTIAL:

Qualifications and Professional Memberships:

Educated to A-Level or equivalent, or possess significant relevant professional experience within a similar role.

Experience:

Experience of office administration Good telephone manner

Key Knowledge and Expertise:

Ability to communicate with key student recruitment age-groups Excellent communication skills Management of competing priorities for delivery under pressure Excellent organisational and administrative skills Excellent MS office skills, including use of Excel and MS Word Good numeracy skills Good writing skills

DESIRABLE:

Qualifications and Professional Memberships:

Educated to degree level or equivalent, or possess significant relevant professional experience within a similar role.

Experience:

Experience of working in Higher Education

Key Knowledge and Expertise:

Understanding of Events organisation

Part 2B Competencies Communication

Routine information is provided clearly and concisely

Messages are conveyed accurately Notice is taken when information is being given Responds appropriately to requests for information Information and messages are conveyed accurately and promptly

Service Delivery

Provides accurate and timely information

Correctly refers customers elsewhere

Has accurate knowledge of services available in own and related areas of work

Learns from complaints and takes action to resolve them

Work Environment

Follows good practice guidance and complies with health, safety and welfare policies

Accepts responsibility for the effect actions may have on others

Decision Making

Makes timely and considered decisions by gathering sufficient data Considers the impact of decisions on own area of work, that of others

and the Institution as a whole Knows when a decision is beyond the role’s level of responsibility and

when to refer to others

Planning and Organising

Prioritises work to achieve objectives to the standards expected

Proactively works with others achieve their and the team’s objectives

Takes steps to reduce the waste of resources

Teamwork and Motivation

Contributes to the work of the team Provides support, assistance and cover to other members of the

team

Date Completed: May 2016