Event Manager (104561-0322)

Updated: about 2 years ago
Location: Warwick, ENGLAND
Deadline: 23 Mar 2022

Vacancy Type/Job category
Management & Professional
Department
Warwick Conferences
Sub Department
Sales
Salary
£13,457.83 - £15,515.93 per annum
Location
University of Warwick, Coventry
Vacancy Overview
Previous candidates need not apply.
Permanent job share role, 0.6 FTE (Wed/Thurs/Fri).
Warwick Conferences offers a range of world-class meeting and conferences facilities in a lively and attractive destination. We’re proud to be part of the University of Warwick and located on its leafy green campus. An organisation that invests all its profits into social benefit – education for students, or world-leading research to improve lives globally.
Our mission is to ensure that every Warwick Conferences customer is entirely delighted by their experience with us. The role of our dedicated team is to create lasting, memorable events that achieve everything our customers hope for and more. We have endless stories of how our people go the extra mile every day for our customers. Constantly on the look-out for any improvement to make, taking personal pride in their work and supporting each other to deliver their very best. Our entire team works together to develop clever ideas to deliver a unique experience for delegates, for every client.
Want to be part of our team? A fantastic opportunity has arisen to join our team. We are looking to recruit an experienced Event Manager to join our Sales & Events team.
Interview Date: 4 April 2022.
The Role
Your will be responsible for events from confirmation stage to operational delivery. You will ensure that objectives are met for each event, whilst maximising revenue opportunities and deliver a seamless handover to the operational teams. Working with the Sales and Operational teams you will ensure effective communication and processes are working efficiently to enable the client to experience the high standard of service Warwick Conferences is recognised for.
Skills & Experience
You will have experience within an event management environment, with strong customer relationship skills. You will have outstanding time management, planning, organisation and communication skills. You will also demonstrate flexibility to meet the changing needs of the role/business.
Benefits
As a member of staff at Warwick you can enjoy a wide range of competitive benefits, along with excellent learning and development opportunities including a competitive salary, a generous annual leave entitlement along with exclusive discounts from partner companies and campus retailers. For a full list of benefits please refer to this link: Reward and Benefits (warwick.ac.uk) .
Job Description
JOB PURPOSE
To establish and maintain exceptional working relationships with conference clients and ensure smooth delivery of all events. To ensure through skilled consultation, negotiation, planning and organisation that objectives of each event are satisfied. To maintain and enhance the reputation of the University of Warwick as a Conference venue.
DUTIES & RESPONSIBILITIES
Operational
To manage assigned events across Warwick Conferences ensuring the highest levels of customer service, with duties that may include:
• Establishing close professional working relationships with key clients.
• To manage the handover of information and initial enquiry from the Sales Team and liaise with client to plan the event, ensuring all information is captured and submitted onto the booking system to create the final event schedule for the customer.
• To manage the event, which includes delegate registration, payments, sponsorship, exhibition requirements, and speaker liaison in addition to the usual event details ensuring clear communication between all stakeholders.
• To arrange and attend client meeting to ascertain the organiser’s requirements.
• To liaise with conference assistants and the Duty Management Team within the venues to ensure smooth transition between event management and service delivery.
• To manage and coordinate communications with clients and suppliers (internal & external) for each event ensuring continuity for the client and confidence in the management for the event.
• To occasionally represent the University at high profile functions, exhibitions and events, and targeting appropriate clients to generate new business.
• To ensure continuous improvements in system and procedures by constantly assessing and creating new routines of work which result in the highest quality of client information both screen and paper based.
• As business dictates, fully manage the different aspects of services available on the Event Management Service package offered to clients.
• To communicate effectively and regularly with the Sales Managers and Business Development Managers to ensure all opportunities for business development are highlighted and managed appropriately.
Financial
• To ensure maximum revenue from conference through upselling where possible.
• Uphold the T and C’s of the booking and pass on accurate information to the customer.
• To utilise skills through resource planning, product knowledge and upselling to maximise revenue and profit contribution for the University.
• Responsible for identifying and verifying all expenditure at the point of handover to the operational teams to ensure that all costs are charged including cancellation charges.
To undertake any other duties as from time to time maybe required commensurate with the grade of the post.

Person Specification

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
Educated to GCSE level or equivalent. (a)
Essential Criteria 2
Hospitality qualification and/or experience in hotel/conference reservation/sales. (c)
Essential Criteria 3
Experience of a customer facing role in a similar environment. (a, c)
Essential Criteria 4
Experience of managing delegate registration, speaker liaison, exhibition planning, sponsorship and payment processes. (a, c)
Essential Criteria 5
Experience of a customer facing role in a similar environment. (a, c)
Essential Criteria 6
High standard of communication skills, verbal and written. (a, c)
Essential Criteria 7
Excellent attention to detail. (a, c)
Essential Criteria 8
Effective listening skills, assertive and confident manner. (c)
Essential Criteria 9
Able to deal tactfully and diplomatically with clients and suppliers. (c)
Essential Criteria 10
Ability to promote and enhance the reputation, professionalism and credibility of Warwick Conferences and the University of Warwick. (c)
Essential Criteria 11
Knowledge of MS Office, internet, databases and a conference / events booking system. (c)
Essential Criteria 12
Effective time management skills to enable efficient management of workload. (c)
Essential Criteria 13
Multi-tasking between events whilst maintaining efficiency & accuracy. (c)
Essential Criteria 14
Ability to work as part of a team and on own initiative. (c)
Further Particulars
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 .
Right to work in the UK
If you do not yet have the right to work in the UK and/or are seeking sponsorship for a Skilled Worker visa in the UK points-based immigration system please click on this link which contains further information about obtaining right to work in the UK and details about eligibility for sponsorship for a Skilled Worker Visa.
The University of Warwick provides an inclusive working and learning environment, recognising and respecting every individual’s differences. We welcome applications from individuals who identify with any of the protected characteristics defined by the Equality Act 2010.

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.


Closing Date
23 Mar 2022

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