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

Position Details

Location: University of Birmingham, Edgbaston, Birmingham UK

Full time, starting salary 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

Job Summary

As an Event Co‑ordinator in the Conferences & Events team, you will plan, organise and deliver a wide variety of events, from residential conferences to social functions and exhibitions, ensuring the highest level of customer service, quality and financial outcomes.

Responsibilities

• Act as first point of contact for a high volume of enquiries, developing event specifications and recommending suitable services and venues.
• Coordinate on many events at once, managing logistics, resolving issues and ensuring smooth running.
• Accurately record bookings on the booking system and circulate details to stakeholders.
• Chair customer planning meetings and host familiarisation visits of university venues.
• Process financial requirements for each booking, request purchase orders, deposits, and reconcile items before forwarding to the Financial Administrator for final billing.
• Follow up with customers after events for feedback, identify repeat booking opportunities and use feedback to improve service.
• Use event management systems to maintain event data, ensuring adherence to hand‑over processes.
• Arrange audio‑visual, exhibition, staging and decoration requirements.
• Advise clients on national and international events and encourage use of the university’s event management service.
• Support the Event Manager with the organisation of larger scale conferences, both commercial and non‑commercial.
• Achieve monthly and annual financial targets set by the business areas.
• Analyse customer and delegate data to produce operational reports.
• Test the customer journey and ensure promotional materials match customer needs.
• Manage the Continuous Professional Development (CPD) centre, maintaining operational procedures.
• Provide support for managers in promoting sustainability across the University and supporting the ISO 20121 event management standard.
• Ensure all activities comply with health and safety regulations, issuing risk assessments.
• Liaise with colleagues at all levels to manage activity related to conferences and events.
• Support equality and diversity, moderating own behaviour to avoid bias.
• Perform any other duties reasonably expected by the manager.

Required Knowledge, Skills, Qualifications, Experience

• Educated to A Level standard or equivalent level 3 qualification.
• Minimum of grade C in Mathematics and English at GCSE or equivalent level 2 qualifications.
• Professional experience in an events and/or marketing role.
• Ability to analyse numerical and financial data.
• Highly proficient IT skills, including MS Office and website editing software; willingness to learn new IT skills.
• Proven ability to plan ahead, anticipate requirements and manage concurrent workloads.
• Excellent communication skills, able to write for different audiences and meet deadlines.
• Excellent interpersonal skills, inspiring confidence and providing outstanding customer service.
• High degree of professionalism, tact, diplomacy and discretion with sensitive information.
• High initiative, judgment, resourcefulness, flexibility, and self‑motivation.
• Effective working in a large, complex organisation and understanding of university operations.
• Understanding of policy and procedures and ability to apply them.
• Knowledge of and commitment to equality and diversity in the workplace.
• Ability to identify and respond to equality and diversity issues in line with relevant policies.

Contact

Informal enquiries to Ryan Adams‑McGlasson, email: r.j.adams@bham.ac.uk

Use of AI in applications

We want to understand your genuine interest in the role. Applications that rely too heavily on AI tools can appear generic and lack the detail we need to assess your skills and experience. Such applications will unlikely be progressed to interview.

Equality, Diversity, and Inclusion

We believe there is no such thing as a 'typical' member of University of Birmingham staff and that diversity in its many forms is a strength. We are committed to proactively addressing barriers for under‑represented groups and hold Athena SWAN, Race Equality Charter, and Disability Confident accreditation. Our Equality, Diversity and Inclusion Centre continuously improves the University as a fair and inclusive place to work for all. We are also committed to sustainability, integral to our strategy.