The role:
We have an opportunity for a short term (6-8 week) assignment working with the University’s events team during the period September –November 2021.
The postholder will be responsible for the project-management and delivery of University events. They will be part of a specialist professional team of event managers with responsibility for planning and project-managing a range of events concurrently on behalf of the University. This short-term post has been created to help the team deliver a particularly heavy workload this autumn.
The post-holder will be a highly organised individual with substantial event management experience and a proven ability to deliver outstanding events. S/he will have outstanding communications skills, high levels of tact and diplomacy and excellent interpersonal skills. They will thrive in a complex and fast-moving professional environment that is committed to excellence.
The majority of our events are held at iconic University buildings in Oxford, although we also deliver online and hybrid events. The post-holder will need to be confident working across all scenarios.
Responsibilities
The work of the Events Office covers a wide range of activities and priorities which will inevitably change from day to day. All staff operate as a team and, while each has his or her own responsibilities, they often assist each other in peak periods.
· Project-manage University events, including planning, coordination and delivery to the highest professional standard
· Manage all the logistical and technical aspects of University events, working closely with service providers, stakeholders, and internal and external clients
· Oversee the production of 3D and 2D materials for an event, including audio-visual, web and printed formats
· Set and control the budget for an event and ensure each event is delivered to budget
· Agree the overall plan of an event with the Head of Events and lead the project team through the planning phase of each event
· Brief senior staff and external stakeholders about an event’s purpose, scope and format
· Liaise with the Chancellor, Vice-Chancellor and other senior staff and VIPs in the lead-up to, and on the day of, an event
· Conduct formal evaluations of each event and provide written reports to the Head of Events and other stakeholders as appropriate
· Work closely with the Head of Events, colleagues in the Public Affairs Directorate, the Vice-Chancellor’s Office and clients across the collegiate University to ensure effective strategic focus and delivery of events for the University
· Work closely with all members of the Events team and assist with other events as required
Selection criteria
· Significant and proven expertise in events management
· Proven ability to plan, co-ordinate and deliver high profile events that provide an outstanding guest experience.
· Proven experience of event software (Cvent, Eventbrite etc,) and online platforms to deliver digital events (Microsoft Teams, Zoom, etc)
· Outstanding planning and organisational skills with the ability to multi-task and to prioritise workload.
· Excellent personal presentation communication skills, both oral and written, and the ability to proof read all his/her own work.
· Ability to assimilate, understand and retain detailed information at speed and from written and oral sources
· Well organised and clear thinking, with the ability to solve problems and deal with crises
· Ability to work calmly under pressure and meet deadlines
· Well-developed interpersonal and advocacy skills, employing tact, discretion and diplomacy
· Ability to liaise effectively with a wide range of stakeholders
· Confident use of the Microsoft Office™ toolset, including Excel, and broad competence in a range of software applications including email, web browsers etc
· Knowledge of the regulatory framework to ensure that all events in the UK and overseas are fully compliant with relevant legislation. This will include Data Protection legislation; Health and Safety legislation; IOSH best practice; First Aid training; relevant guidance from the Fundraising Regulator; and a detailed understanding of risk assessments.
Desirable selection criteria
· Proven experience of delivering high-profile events
· Experience delivering hybrid events
· Experience working in a complex organisation
· Knowledge and experience of protocol
· Knowledge of the University of Oxford
· First aider
Circumstances
Willingness and availability to work flexibly, including outside normal office hours.
About the Events Office
The University of Oxford is renowned for its diverse and exciting events. The organisation and delivery of University events is a significant activity which bears directly upon both the public reputation and the stakeholder understanding of the University. The Events Office oversees more than 50 events each year. These include traditional University ceremonies, visits by Heads of State, lectures and seminars, openings of new University buildings, and other events hosted by the Chancellor and Vice-Chancellor.
The Events Office operates very much as a team and, whilst each team member has his or her own responsibilities, they often assist each other during peak periods.
For more information, visit https://communications.admin.ox.ac.uk/university-events-office
University Administration & Services
University Administration & Services (UAS) is the collective term for the central administrative departments of the University. The offices of the UAS sections are spread across the city centre, with the main University Offices located in Wellington Square. For more information, visit www.admin.ox.ac.uk.
How to apply If you would like to apply, please email your CV and a supporting statement to Rebecca.hedges@admin.ox.ac.uk. The supporting statement must explain how you meet each of the selection criteria for the post using examples of your skills and experience. This may include experience gained in employment, education, or during career breaks (such as time out to care for dependants).
Your application will be judged solely on the basis of how you demonstrate that you meet the selection criteria stated in the job description.
All applications must be received by midday on the closing date stated in the online advertisement.
Important information for candidates
Pre-employment screening
Please note that the appointment of the successful candidate will be subject to standard pre-employment screening, as applicable to the post. This will include right-to-work, proof of identity and references. We advise all applicants to read the candidate notes on the University’s pre-employment screening procedures, found at: www.ox.ac.uk/about/jobs/preemploymentscreening/.
