Event Administrator

Merrifield Consultants; Guildford; On-site; GBP 60,000 - 80,000; Full time

Job summary

An established industry player is seeking a passionate Event Coordinator to join their team. This role involves planning and executing a diverse annual event program aimed at supporting families, including those dealing with bereavement. You will work closely with various stakeholders, ensuring events are accessible and engaging for all participants. If you have a knack for organization and a heart for community support, this is a fantastic opportunity to make a meaningful impact. Join a dedicated team and help create memorable experiences for families in need.

Qualifications

• Experience in managing multiple events simultaneously.
• Knowledge of safeguarding children and young people.

Responsibilities

• Plan and coordinate events for families, ensuring accessibility and engagement.
• Research venues, manage RSVPs, and facilitate event logistics.

Skills

Event Management

Safeguarding Knowledge

Relationship Building

Proofreading

Software Proficiency (Eventbrite, Excel, Teams)

Tools

Eventbrite

Microsoft Excel

Microsoft Teams

Firetext

Job description

£14/hour

Must be able to travel to Guildford and Hampton

Immediate Start

Mostly onsite

Job Description:

• Planning the Annual Event Programme
• Working with the Events Manager and Psychosocial Leads to design the Annual Event
• Programme, considering successes, areas for improvement and new opportunities.
• Ensuring a varied programme that engages both life-limited children and their families, and those who are bereaved.
• Ensuring events for families from diverse backgrounds, celebrating various festivals and considering different ways to engage families.
• Ensuring events are accessible to families, with opportunities local to them.
• Supporting bereaved families with “safe firsts”, for example, attending a grotto for the first time at the hospice, after one of their children has died.
• Facilitating “Look and Feel” meetings with those leading events
• Event research regarding venues, providers and engaging opportunities
• Researching and purchasing materials for events
• Co-ordinating with the admin/facilities team to arrange catering and equipment/spaces.
• Creating outlook appointments for events, with key event information
• Calling venues and service providers to book and confirm details
• Making Eventbrite pages and proof-reading text created by others.
• Updating social media with posts around events and important information
• Sending monthly texts via Firetext, notifying families of events
• Identifying key families to invite/remind.
• Ensuring RSVPs are processed and recorded
• Ensuring media consent is in place for families
• Ensuring staffing is in place
• Seeking approval for risk assessments
• Managing waiting lists of popular events
• Working with the PR & Comms team to publicise low take-up events
• Setting up text notifications to remind families of events
• Organising and assisting with food prep/collection for events
• Event set-up / facilitation/ take down
• Welcoming families and helping them to feel settled
• Supporting children, young people (and adults) to engage with activities, including those with profound and multiple learning disabilities
• Collecting feedback, using interactive and creative methods for children and young people.

Essential Requirements:

• Able to manage the organisation of multiple events simultaneously and ensure consistency in quality of events.
• Knowledge of how to effectively safeguard children and young people. Ability to proof-read work to ensure accuracy and correct grammar.
• Good working knowledge of software such as Eventbrite, Microsoft Excel and Teams, or the ability to quickly learn how to use new software.
• Knowledge of or ability to learn to use Firetext and other communication apps.
• Strong relationship building skills- with families under our care and event contacts. Ability to form positive relationships and provide support to children and family members

If you are immediately available and have experience in supporting Events within the Charity/NFP space, please email [e-mail] if you are interested in hearing more.