Senior Conference Assistant (74953 - 1021)

Vacancy Type/Job category
Hospitality/Catering
Department
Warwick Conferences
Salary
£20,092 - £22,254 per annum
Location
University of Warwick Coventry
Vacancy Overview
Permanent Position 36.5 hours per week
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 a Senior Conference Assistant to join our multi-skilled team that gives advice to clients and the wider business whilst providing technical and client liaison support as part of our events services. The job offers a wide variety of experience with modern equipment as well as the opportunity to develop skills in a growing business.
The job role is physically demanding and in addition to AV duties, the operational aspect of the role requires manual handling in setting up meeting rooms including tables chairs and staging, delivery and erecting of exhibition materials such poster boards. The role requires flexibility in working hours which includes evening and weekend working.
Interview date w/c 25 October 2021
Job Description
Job Purpose
• To provide operational and technical support to conferences ensuring all requirements are delivered and customer expectations exceeded.
• To monitor and supervise a team of Conference Assistants on a day-to-day basis, being responsible for service delivery and client liaison.
• To plan and manage a varied amount of equipment hire deliveries around campus on a year-round basis.
Duties & 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 SOP’s.
• 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 30 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 .
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 standard or equivalent work experience (a)
Essential Criteria 2
Demonstrable experience in working within a large conference organisation or other customer facing role (a,c)
Essential Criteria 3
Experience of working with a range of audio-visual equipment as used for the provision of conference/events (a,c)
Essential Criteria 4
Meticulous attention to detail (a,c)
Essential Criteria 5
Excellent organisational skills (a,c)
Essential Criteria 6
Excellent customer care skills (a,c)
Essential Criteria 7
Good understanding of IT and communications technologies including Microsoft Office (a,c)
Essential Criteria 8
Good knowledge of health & safety legislation (a,c)
Essential Criteria 9
Excellent communication skills – both written and verbal (a,c)
Essential Criteria 10
Able to work independently as well as part of a team (a,c)
Essential Criteria 11
Ability to use own initiative and work under pressure to tight deadlines (a,c)
Essential Criteria 12
Good understanding of audio-visual equipment software systems (a,c)
Desirable Criteria 1
Experience of training and coaching on a one to one basis (a,c)
Desirable Criteria 2
Experience of supervision of a team of employees (up to 20 in number)(a,c)
Desirable Criteria 3
First Aid training (a)
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 .

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.

Other Information
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.
Closing Date
18 Oct 2021