Event Coordinator - Conferences and Events - 107438 - Grade 5 in Birmingham

Location: University of Birmingham, Edgbaston, Birmingham UK

Full time starting salary is normally in the range £30,062 to £31,900, with potential progression once in post to £35,883.

Grade: 5

Full Time, Permanent

Closing date: 21st May 2026

The University of Birmingham is proud to have been a part of the City of Birmingham and the wider region for over 100 years, and we are equally proud to be recognised as a leading global university. We want to attract talented people from across the city and beyond, support them to succeed, and celebrate their success.

We are committed to helping the people who work here to develop through our sector-leading Birmingham Professional programme which provides all professional services staff with development opportunities and the encouragement to reach their full potential. With almost 5,000 professional services jobs in a wide range of functions in Edgbaston and in our campus in Dubai, there are plenty of opportunities for you to be able to develop your career at the University.

We believe there is no such thing as a typical member of staff and that diversity is a source of strength that underpins the exchange of ideas, innovation, and debate. We warmly welcome people from all backgrounds and are committed to fostering an inclusive environment where diversity is at the heart of who and what we are, and how we work.

Supporting our people to achieve a healthy work/life balance is important both to our employees and to the success of the University and, depending on the role, we offer a variety of flexible working arrangements. We therefore welcome discussions on all forms of flexible working. In addition, you will receive a generous package of benefits including 40 days paid holiday a year, one paid day a year for volunteering, occupational sick pay, and a pension scheme. We also have three high quality subsidised day nurseries.

The University is situated in leafy Edgbaston and there are excellent transport links to our beautiful campus, including main bus routes and a train station on site. On campus we have a state-of-the-art sports centre with pool, shops, places to eat and drink, our own art gallery, museum and botanical gardens.

The Event Co-ordinator post is part of the Event Management team that sits within Conferences & Events (C&E). C&E sells and delivers a vast number of conferences and events to underpin academic work, support the student experience and drive additional income. As with any commercial revenue generating department within a university, C&E seeks to strike a balance between enhancing the student and staff experience and ensuring a financial return to the University.

Role Summary

The Event Co-ordinator is responsible for managing and coordinating a wide range of events. Responsibilities may include:

• Booking locations, liaising with service providers, host client meetings, lining up sponsors and securing food and drinks.
• Covering a wide variety of tasks essential to delivering events and covering a range of residential conferences, social functions, day events and exhibitions.
• Liaising with clients across the University and externally, as well as service providers to manage and ensure all the customers’ requirements are delivered to the highest possible standard.
• Documenting all client details accurately on the booking system.
• Maximising income generated through the allocation of facilities and services.
• Providing excellent customer service.

Main Duties

• Acting as first point of contact for a high volume and diverse range of enquiries.
• Working with clients to understand the objectives for the event, making recommendations, and identifying appropriate services and venues.
• Being present on the day of the event, managing logistics, and ensuring the smooth running of the event.
• Ensuring bookings are accurately recorded on the booking system.
• Processing financial requirements for each booking.
• Following up post-event with the customer to gather feedback.
• Proficient use of event management systems to maintain event data.
• Arranging audio visual, exhibition, staging and decoration requirements.
• Providing advice regarding national and international events.
• Supporting the Event Manager with larger scale conferences and events.
• Achieving monthly and annual financial targets.
• Analysing customer/delegate data to produce operational reports.
• Ensuring the Continuous Professional Development (CPD) centre runs smoothly.

Other

• Providing support for manager(s) in promoting sustainability across the University.
• Ensuring compliance with health and safety regulations.
• Liaising with colleagues at all levels for effective management of activities.
• Supporting equality and valuing diversity.

Required Knowledge, Skills, Qualifications, Experience

• Educated to A Level standard or equivalent level 3 qualification.
• Professional experience in an Events and/or Marketing role.
• Ability to analyse numerical and financial data.
• Highly proficient IT skills, including MS Office.
• Excellent communication and interpersonal skills.
• A high degree of professionalism, tact, and diplomacy.
• Ability to work effectively in a large, complex organisation.
• Understanding of policy and procedures.
• Ability to identify and respond to equality and diversity issues.