Vacancy Type/Job category
Management & Professional
£24,715 - £28,131 per annum.
University of Warwick, Coventry
Permanent, full-time position. 36.5 hours per week.
The Department of Statistics has a fantastic opportunity for an Events Officer (Research) to join our team to manage a portfolio of events in the Department of Statistics primarily through the Centre for Research in Statistical Methodology (CRiSM).
You should be educated to at least A-level standard with excellent communication, administration and IT skills, and a strong customer service ethos. You will be a highly organised team player and have the ability to juggle a varied and demanding workload, proactively working to deadlines. You will also need to have a head for figures and great attention to detail, as the role will involve planning, budget management to operational delivery.
You will enjoy interacting with a wide variety of people and take pride in providing high quality support. If you are passionate and committed and would love to work in an exciting and diverse university environment – come and join us!
For further information about this role contact the Executive Officer, Amanda Dougill at [email protected].
Interview Date: TBC.
To manage a portfolio of events in the Department of Statistics primarily through the Centre for Research in Statistical Methodology (CRiSM), but also supporting other grant funded events. This post supports a key component of the research strategy of the department, with responsibility for an extensive visitor and conference programme.
The post-holder, under the broad direction of the academic contact for an event, is responsible for the full cycle of the events, from initial consultation, planning, budget management to operational delivery. Excellent working relationships with academic contacts, participants, visitors and colleagues within the University are essential. under the supervision of the Executive Officer for the full cycle of the events, from initial consultation, planning, budget management to operational delivery.
DUTIES AND RESPONSIBILITIES
1. Conferences and Events
• To be responsible for the management of all externally facing conferences and events hosted by the department. These will primarily be related to specific research areas but will also include for example wider alumni events and public lectures.
• To establish excellent professional relationships with the academic leads, speakers and other delegates, prioritising and responding to the enquiries received.
• To establish the event objectives in liaison with the academic lead/s, and be responsible for the scheduling, designing and planning of the event programme delivery with the relevant constraints (e.g. budgetary, speaker availability, facilities and accommodation.
• Budget management: to manage conference registrations to ensure that best use is made of all available funding whilst avoiding overspends by iteratively forecasting, monitoring and adjusting expected expenditure, taking into account individual delegates ability to fund themselves (fully or partially) from their own sources. To use the conference management database (in Access) together with SAP and Excel to analyse information and achieve optimal outcomes.
• To provide budgetary and scheduling advice to the academic lead/s on conference options and on relevant funder and University financial regulations, abiding by the regulations were possible and otherwise, making the case for dispensation from the regulations.
• To ensure the travel and subsistence claims of delegates and visitors are appropriately coded and dealt with in accordance with any previously agreed guidelines; sensitively managing situations with delegates where required to avoid individual budget overspends.
• To create internal trading journals related to conferences and to ensure that credit/charge transactions are dealt with in a timely manner and that charged are posted (via journals) to the correct cost codes.
• To be responsible for database records for operational and marketing purposes and the production of other marketing material for each event (e.g. delegate packs and electronic media).
• To be responsible for the booking of accommodation for delegates and delivered or other catering. To liaise with relevant providers such as Warwick Conferences, Food and Drink and external restaurants.
• To advise academic hosts and visitors on relevant HR procedures for visitors, liaising with HR/immigration as required.
• To provide advice and information for all current and prospective visitors, arranging accommodation when required and allocating office desks and IT accounts where required, optimizing the available space to maximize usage.
• To ensure continuous improvement in system and procedures by assessing and creating new routines of work. This includes for example definition of local conference management database development needs and providing expert-users information to IT contractors to implement solutions.
• To undertake other tasks commensurate with the post's grade as required by the line manager, Senior Project Manager or Head of Administration.
• To undertake some out of hours work as required to meet related business needs and to be on call for out of our emergencies.
The Person Specification focuses on the knowledge, skills, experience and qualifications required to undertake the role effectively. This is measured by (a) Application Form, (b) Test/Exercise, (c) Interview, (d) Presentation.
Essential Criteria 1
Good standard of general education to at least A-level or equivalent including GCSEs or equivalent at grades A-C in Maths and English. (a,c)
Essential Criteria 2
Experience of working as part of a team in a busy, customer-focused service environment. (a,c)
Essential Criteria 3
Significant previous experience in an administrative role. (a,c)
Essential Criteria 4
Significant event organisation experience. (a,c)
Essential Criteria 5
Strong IT skills including word-processing, spreadsheets, databases and email. Aptitude to learn bespoke systems used by the University, for example SAP (finance system). (a,c)
Essential Criteria 6
Excellent communication skills, both spoken and written. (a,c)
Essential Criteria 7
Good interpersonal skills and the ability to communicate with sensitivity, tact and discretion with different types of students and staff at all levels with the University. (a,c)
Essential Criteria 8
Ability to work on own initiative, management multiple tasks and priorities with minimum supervision and working accurately under pressure. (a,c)
Essential Criteria 9
Excellent prioritisation skills and ability to see the big picture while maintaining attention to detail. Able to manage a varied and busy workload, juggling tasks in order to ensure that the programme as a whole is delivered effectively. (a,c)
Essential Criteria 10
Ability to understand and learn procedures rapidly and then apply them accurately and appropriately with strong attention to detail. (a,c)
Desirable Criteria 1
Experience of maintaining web content. (a,c)
For further information about the University of Warwick, please read our University Further Particulars.
For further information about the department, please visit the departmental website.
Warwick is committed to building an organisation of mutual respect and dignity, promoting a welcoming, diverse, and inclusive working and learning environment. We recognise that everyone is different in a variety of visible and non-visible ways, and that those differences are to be recognised, respected, and valued. Where possible, we go beyond legislation to provide a place where everyone can thrive, supporting all staff to achieve their full potential. We aspire to remove economic, social and cultural barriers that may otherwise prevent people from succeeding.
We therefore welcome and encourage applications from all communities regardless of culture, background, age, disability, sex/gender, gender identity or expression, ethnicity, religion/belief, or sexual or romantic orientation. To find out more about our social inclusion work at Warwick visit our webpages here.
The University of Warwick holds an Athena SWAN Silver award; a national initiative to promote gender equality for all staff and students. Further information about the work of the University in relation to Athena SWAN can be found at the following link: Athena Swan (warwick.ac.uk)
The University of Warwick is one of the six founder institutions of the EUTOPIA European University alliance, whose aim is to become by 2025 an open, multicultural, confederated operation of connected campuses.
Right to work in the UK
We wish to advise applicants that this role is not eligible for sponsorship for a Skilled Worker visa. If you do not yet have the right to work in the UK you will need to check the UK Government website page Apply for a UK visa to see if you are eligible to obtain right to work in the UK through one of the other UK immigration routes before you make your application.
Benefits and Rewards
Please refer to this link for a full list of our employee benefits here at Warwick here.
Recruitment of Ex-Offenders Policy
As an organisation using the (DBS) Disclosure and Barring Service to assess applicants' suitability for positions of trust, the University of Warwick complies with the DBS Code of Practice and undertakes not to discriminate unfairly against any subject of a Disclosure on the basis of a conviction or other information revealed. More information is available on the University's Vacancy pages and applicants may request a copy of the DBS Code of Practice.
9 Jun 2023