Events Officer in Aberystwyth

The post holder will support the organisation of a range of student recruitment and corporate events as part of the Events team within Global Marketing and Student Recruitment. We are looking for a team member who has practical experience of planning and delivering events and can demonstrate excellent organisational skills. You’ll help to review and develop processes and systems, bring creative ideas and ensure excellent customer service, both in the lead up to, and during events. You’ll enjoy working across a variety of projects, and be skilled in managing your time efficiently.

In addition to the planning and preparatory elements of the role, the post holder will enjoy the varied work of event days, from practical set up and problem solving, to meeting and greeting visitors, and contributing as part of a team to the smooth running of a successful event.

What you’ll do:

• Support the range of recruitment and corporate events managed by the Events Team, including, but not limited to: Open Days (both on campus and online), Applicant Visiting Days, Postgraduate Study Fairs, Graduation, the Urdd Eisteddfod, the National Eisteddfod of Wales and the Royal Welsh Agricultural Show.
• Take a coordinating role in the planning, development and execution of specific events within the portfolio, with support from senior colleagues.
• Coordinate project logistics, drawing on the guidance and support of other team members as appropriate.
• Work closely with other teams in GMSR to ensure compliance with processes and systems.
• Communicate effectively with all parties involved in delivery of the event project and provide regular project updates to the designated manager.
• Act as the initial point of contact within the team for general event-related enquiries, undertaking daily administration of the team email accounts, responding to queries as appropriate, sharing information with the team as required and escalating queries as necessary.
• Monitor bookings in the lead up to events to inform planning and logistics.
• Responsible for updating booking information in the Customer Relationship Management [CRM] system - Microsoft Dynamics - based on visitor requests.
• Extract information from PowerBI dashboards / CRM records to respond to queries raised by academic departments or professional services in relation to events.
• Update webpages managed by the Event Team using the University’s Content Management System (CMS).
• Maintain the online Events Toolkit, a web-based resource to support Aberystwyth University staff in delivering events and activities.
• Assist with updating content for Online Event Platforms.
• Assist Event Leads in the preparation of event programmes.
• Coordinate the administration of the Student Ambassador scheme.
• Work with the Operations Officer to prepare, audit and pack equipment and materials for events.
• Coordinate central hospitality bookings for activities managed by the Events Team.
• In conjunction with the Events Manager, develop specifications for service provision and liaise with external companies to request quotations for event services.
• Assist the Event Lead with the preparation of staffing rotas and briefing information.
• Support working group meetings and regular project meetings led by colleagues from the Events Team.
• Create links to members of other teams within GMSR and departments in the University.
• Act as a representative of the University at the range of external and internal events coordinated by GMSR.

It is essential that the post holder is willing and has the ability to work flexibly: weekend and evening work will be required. Undertake other duties as assigned by your line manager, commensurate with the role's grade. Engage in university-level projects and initiatives as directed, and undertake any additional duties commensurate with the role, as assigned by the line manager.

Who you are – Qualifications, Experience, Knowledge and Skills required:

• Educated to degree level or equivalent relevant experience.
• A good understanding of the events run by universities in support of student recruitment and/or corporate objectives.
• Experience of successfully coordinating/organising events.
• Project management experience and excellent organisational skills.
• Attention to detail, high degree of accuracy and methodical working manner.
• Self-motivated and reliable.
• A team player willing to contribute to the demands of a busy team.
• Capacity to work effectively, independently and to tight deadlines.
• Proven ability to take the initiative, lead and be led by others.
• A commitment to excellent customer service.
• Excellent IT literacy (Microsoft Office, particularly Outlook, Word, Excel and PowerPoint, MS Teams).
• Clean driving license.
• Willingness and ability to work flexibly: weekend and evening work will be required.
• Oral (spoken) and Written Welsh Level A2, with a willingness to demonstrate an ongoing commitment to learn Welsh to B1 level.

Desirable:

• Experience of working in an events role or in a customer service environment in the Higher Education Sector.
• Experience of using the University’s Content Management System; Customer Relationship Management System [Microsoft Dynamics]; PowerBI Dashboards.
• Familiarity with themes in student recruitment marketing.
• Oral (spoken) and Written Welsh Level C1.

How to apply:

To promote a flexible workforce, the University will consider applications from individuals seeking full time, part time, job share, or term time only working arrangements. Applications for this role must be made through jobs.aber.ac.uk.

Benefits:

• Flexible working policy.
• 36.5 – hour week for full-time roles.
• Generous leave entitlements – 27 days annual leave plus bank holidays and university closed days.
• Commitment to Professional Development.
• Enhanced contribution to our workplace pension schemes.
• Staff recognition and reward schemes.
• Opportunity to learn the Welsh language for free.
• Staff relocation bursary.
• Maternity, Paternity, Parental and Adoption Leave.
• Staff discount for gym facilities, hospitality, and retail on campus.

We welcome applicants from all backgrounds and communities, and those that are currently underrepresented in our workforce. This includes but is not limited to Black, Asian and Minority Ethnic candidates, candidates with disabilities, and female candidates. We are a Bilingual Institution which complies with the Welsh Language Standards and is committed to Equal Opportunities.

Employment Visa: Under the UK Government’s points-based system scheme, this role does not meet the criteria to be sponsored by Aberystwyth University (AU) for a Skilled Worker Route (SWR) application.