Job details
Posted 19 February 2025 Salary Grade 6, £33,232 - £36,924 per annum End date 19 March 2025 Location: Glasgow Job Type: Management Professional & Administrative Reference: 167218
Job Description
Job Purpose
To primarily deliver events for the strategically important Executive Education business stream within the College of Social Sciences. Additionally, this role will assist the Events Manager in delivering key strategic events for the College of Social Sciences. Working with a range of internal and external partners, you will take lead responsibility for events from inception to delivery and will also provide post-event evaluation. You will be highly organised with strong attention to detail, able to balance competing deadlines in a dynamic and demanding environment and will also be familiar with best practice events organisation.
Main Duties & Responsibilities
1. Lead the development and operational implementation of all Executive Education events, workshops and retreats.
2. Work with Executive Education leads across the College to ensure that innovative event formats are identified, ensuring the best method of delivery for events; physical, virtual or hybrid, and ensuring the best venues or platforms are identified and utilised appropriately. Ensuring delivery of a world-class experience for all attendees.
3. Provide advice to academics and other stakeholders on area of specialism to ensure compliance with University procedures, regulations, legislation and/or to influence operational decision-making, as appropriate.
4. Deliver a range of specialist services, resolving issues independently and, where appropriate, recommending alternative courses of action to maximise service quality, efficiency and continuity.
5. Support the Events Manager to develop a College of Social Sciences specific events tool kit.
6. Be responsible for organisation, including on-the-day delivery of events within remit, including technical, venue, catering and risk assessment requirements, liaising with various University departments and external suppliers, through to feedback and follow up.
7. Be responsible for maintaining up to date attendee and event information, in line with GDPR compliance and using approved systems. Maintaining high-quality event management information including, but not limited to, updating participant information, compiling guest and registration lists, producing table plans and name badges.
8. Record expenditure and income and maintain event budgets and ensure accurate records are kept of all aspects of the event and that the database is up to date and, where appropriate, to deploy assigned resources and devolved budget responsibility to ensure operational and cost efficiency.
9. When required, deputise for the Events Manager and/or Executive Education Operations Manager on the delivery of events to ensure business continuity.
10. Undertake training and ongoing mentoring of events support assistance. Engaging colleagues through training and development opportunities, encouraging a culture of teamwork and support. Motivate colleagues and share knowledge to deepen knowledge base and skills levels across the team.
11. Cultivate strong professional relationships with colleagues in the College Research Support Office and across the College of Social Sciences, actively participating in and contributing to relevant meetings.
12. Any other reasonable duties required by the Events or Executive Education Operations Manager.
Knowledge/Qualifications
Knowledge/Qualifications, Skills & Experience
Essential:
1. A1 Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills through personal development and progression in a similar related role(s). Or: Scottish Credit and Qualification Framework level 8 (Scottish Vocational Qualification level 4, Higher National Diploma) or equivalent, and experience of personal development in a similar role.
2. A2 Knowledge of privacy and data protection issues and understanding of the requirements of working with personal and confidential information.
3. A3 Extensive and in-depth knowledge and experience of events management processes and procedures, and experience of specialised equipment, software, policies and procedures relevant to the role.
4. A4 Overview of technical requirements for face-to-face, hybrid and virtual events to aid effective communications with in-house AV team and external suppliers, and ensure properly resourced events.
5. A5 Understanding of relevant health and safety policies and procedures relative to the role, and the quality outputs and standards required.
Desirable:
1. B1 Demonstrable links with industry contacts.
2. B2 Knowledge of University or Higher Education, such as policies, processes and procedures.
Skills
Essential:
1. C1 Excellent oral and written communication and interpersonal skills, including tact, diplomacy and discretion. Including the ability to act positively with staff, and a wide range of external contacts at all levels.
2. C2 Excellent time management and organisational abilities with demonstrable high level of administration skill and exceptional attention to detail.
3. C3 Ability to work under pressure, sticking to strict deadlines and juggling multiple priorities.
4. C4 Experience of working independently, resolving unforeseen issues and challenges, and propose innovative solutions.
5. C5 Highly developed eye for detail and accuracy.
6. C6 Ability to negotiate with external suppliers/performers/outside agencies.
7. C7 Excellent IT skills including Microsoft Packages.
8. C8 Ability to plan and organise complex projects and events.
Desirable:
1. D1 Knowledge of multiple virtual event delivery platforms.
2. D2 Knowledge of paid event registration platforms.
3. D3 Knowledge of event technical production.
Experience
Essential:
1. E1 Significant experience in an Events, Marketing/Public relations role within Higher Education Sector.
2. E2 Experience of working in a team environment.
3. E3 Experience of organising high-profile events with or for corporate partners/clients.
4. E4 Experience of negotiating with external agencies and suppliers internationally.
5. E5 Staff management or supervising experience.
6. E6 Proven experience of problem solving, planning, organising and setting priorities.
Desirable:
1. F1 Experience of setting up and managing sponsorship arrangements.
Informal enquiries can be sent to Robert Davies, Events Manager (Robert.davies.2@glasgow.ac.uk).
Terms and Conditions
Salary will be Grade 6, £33,232 - £36,924 per annum. This post is full time (35 hours per week - however a reduction to 28 hours per week would be considered) and fixed term for up to 18 months in the first instance. Please note that there may be a requirement to work occasionally on evenings and weekends depending on the events schedule.
The University of Glasgow has a responsibility to ensure that all employees are eligible to live and work in the UK. If you require a Skilled Worker visa to work in the UK, you will be required to meet the eligibility requirements of the visa route to be assigned a Certificate of Sponsorship. Please note that this post may be eligible to be sponsored under the Skilled Worker visa route if tradeable points can be used under the Skilled Worker visa rules. For more information please visit: https://www.gov.uk/skilled-worker-visa.
Closing Date: 19 March 2025 at 23:45. #J-18808-Ljbffr