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- Tasks: Support conferences by managing teams and ensuring top-notch service delivery.
- Company: Join the University of Warwick, a leading institution known for innovation and excellence.
- Benefits: Enjoy flexible working hours, training opportunities, and a vibrant campus culture.
- Why this job: Gain hands-on experience in event management while making a real impact on client satisfaction.
- Qualifications: GCSE level education or equivalent experience; team management and customer service skills required.
- Other info: Opportunity to work with cutting-edge audio-visual technology and develop leadership skills.
The predicted salary is between 28800 - 43200 £ per year.
The University of Warwick have an exciting opportunity for a Senior Conference Assistant to join their team. Reporting to the Conference Manager, your role will be to provide operational and technical support to conferences ensuring all requirements are delivered and customer expectations exceeded.
You will monitor and supervise a team of Conference Assistants on a day-to-day basis, being responsible for service delivery and client liaison. During term time, supervision will include 4/5 conference assistants, but out of term, supervision will include casual workers which will be up to 20 staff.
Duties and Responsibilities- Operational
- Coordinate, set up and operate audio visual equipment and furniture within meeting rooms, lecture theatres and building foyer spaces as specified by the client, using both in-built systems and additional equipment to enhance the customer experience.
- Provide technical support to speakers & delegates presenting at a conference and the conference client during the event.
- Service all meeting space as per Conference team’s SOPs.
- Check & monitor that Conference team’s standards are being followed.
- Deputise for all conference operational services in the absence of the Conference Manager/Assistant Manager, responding to any additional client requests as required.
- This includes liaison with all University stakeholders including Security, Sports Centre, Arts Centre.
- Carry out the lock-up procedures on as and when required for Warwick Conferences and University Buildings.
- Ensure the security of other meeting areas on campus by managing master key access to buildings when necessary.
- Give advice and guidance to Sales and Event Managers as required in operational aspects of conferences by way of drawing up scaled plans for exhibitions, dining options, meetings and general enquiries.
- To take part in site visits by clients to discuss operational requirements of events.
- Carry out meet and greet as required with conference organisers.
- Maintain communication with the client during their event, identifying and actioning any last-minute changes in requirements.
- Manage the delivery of equipment around campus as required by internal customers.
- Support the Event Production team as when required.
- Supervisory
- Assisting the Conference management team in the recruitment of Unitemps staff, including shortlisting, interviewing and decision making regarding appointing up to 20 agency members of staff on an annual basis.
- Support in the development of training programmes and assist in the delivery of the training of Conference Assistants in the setting up meeting spaces, customer service and health and safety.
- Supervise conference staff on a day-to-day basis, ensuring wage costs are controlled in conjunction with the Conference Manager.
- Health and Safety
- Responsibility for health and safety of all staff and customers whilst on duty.
- Observe Health & Safety, and Fire Safety in line with University policy, and ensure all staff are complying.
- Ensure all accidents and incidents are reported using the SHE system.
- Ensure all cleaning duties are completed and maintain accurate records for due diligence.
- Carry out risk assessments and report to line manager.
- Ensure all staff ensure and adhere to safe working practices whilst carrying out their tasks in line with current Health & Safety Regulations.
- Educated to GCSE level standard or equivalent work experience.
- Demonstrable experience in working within a large conference organisation or other customer facing role.
- Experience of managing a team of employees.
- Experience of working with a range of audio visual equipment as used for the provision of conference/events.
- Meticulous attention to detail.
- Excellent organisational skills.
- Excellent customer care skills.
- Good understanding of IT and communications technologies including Microsoft Office.
- Good knowledge of health & safety legislation.
- Excellent communication skills – both written and verbal.
- Able to work independently as well as part of a team.
- Ability to use own initiative and work under pressure to tight deadlines.
- Good technical understanding of audio visual equipment & software.
- Full UK Driving licence.
Contact Detail:
University of Warwick Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Data Assistant
✨Tip Number 1
Familiarise yourself with the specific audio-visual equipment commonly used in conferences. Understanding how to set up and troubleshoot these systems will give you a significant edge during interviews and practical assessments.
✨Tip Number 2
Highlight any previous experience you have in managing teams, especially in a customer-facing environment. Be ready to discuss specific examples of how you've successfully led a team and ensured high standards of service delivery.
✨Tip Number 3
Demonstrate your knowledge of health and safety regulations relevant to event management. Being able to articulate how you would ensure compliance and safety for both staff and clients can set you apart from other candidates.
✨Tip Number 4
Prepare to showcase your organisational skills by discussing how you manage multiple tasks under pressure. Think of examples where you successfully coordinated events or projects, as this will resonate well with the responsibilities of the role.
We think you need these skills to ace Data Assistant
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience in conference management and customer service. Emphasise any roles where you've supervised teams or worked with audio-visual equipment.
Craft a Strong Cover Letter: In your cover letter, express your enthusiasm for the role and the University of Warwick. Mention specific skills that align with the job description, such as your organisational skills and attention to detail.
Showcase Relevant Experience: When detailing your work history, focus on experiences that demonstrate your ability to manage teams and handle operational tasks in a conference setting. Use specific examples to illustrate your achievements.
Proofread Your Application: Before submitting, carefully proofread your application for any spelling or grammatical errors. A polished application reflects your attention to detail, which is crucial for this role.
How to prepare for a job interview at University of Warwick
✨Showcase Your Technical Skills
Since the role involves operating audio-visual equipment, be prepared to discuss your experience with such technology. Bring examples of how you've successfully set up and managed AV systems in previous roles.
✨Demonstrate Leadership Experience
Highlight your experience in managing teams, especially in a customer-facing environment. Be ready to share specific instances where you supervised staff and ensured high service delivery standards.
✨Emphasise Customer Care
This position requires excellent customer care skills. Prepare to discuss how you've exceeded client expectations in past roles and how you handle last-minute changes during events.
✨Know Your Health & Safety Regulations
Familiarise yourself with health and safety legislation relevant to the role. Be prepared to discuss how you've implemented safety protocols in previous positions and how you ensure compliance among team members.
