Events and Engagement Coordinator

£21,016pa pro-rata

5 days per week (35 hours per week), including some evenings and weekends.

Location: Epsom, KT18 5BE (frequent travel required)

Responsible to: Commercial & Campus Life Manager

Responsible for: n/a

Application Deadline: Ongoing

Interview: Ongoing

Application process is through the application form found at the bottom of this page. Should you wish to discuss the role prior to application please contact Hadley Keenan, Commercial & Campus Life Manager, on 07780 464 401 or hkeenan.su@uca.ac.uk.

 

About us

University for the Creative Arts Students’ Union (UCASU) provides support, enrichment, and representation for over 6,000 students. The Students’ Union is split between four separate campuses across Surrey and Kent, each one offering a range of courses to study. This means that every campus is different, bringing its own set of unique personalities, opportunities and expectations. Students are at the heart of everything we do.

About the role

The Coronavirus pandemic has rocked the event industry like nothing else in recent history. At UCASU, we have always championed the importance of social events and activities being of huge importance to a student’s time in higher education. Our social events enable students to break down barriers, build and maintain friendships and acquire new experiences. These experiences play a crucial part in our Mental Health Strategy. In response to the current restrictions around large gatherings, we are having to overhaul our previous format for Freshers’ Month and beyond.

While we are not able to host large events seen in the past such as Summer Balls and Clubnights, we will continue to provide entertainment and enrichment for our membership. We are proactively responding to the crisis with creativity, pragmatism and a collective desire for the welfare of our students.

To help us succeed, we are looking to take on an Events and Engagement Coordinator. The purpose of the role is to develop a number of events and activities that will improve students’ ‘non-academic’ experience, tailored to stay compliant to guidelines and safety procedures. The scale will vary from event to event – for example, in a single week, you could be a running a badge making session, followed by booking artists for a socially distanced concert. The main objective of every event remains for it to be relevant and exciting to students, whilst maintaining meticulous Health and Safety standards.

The main location of the events you would be contributing to and running would be the Epsom campus, although the role will sometimes require you to work Farnham, Rochester or Canterbury.

Working with the Commercial and Campus Life Manager and working additionally with the wider SU team, you will perform a number of key tasks and responsibilities

 

Your Key Responsibilities

 

Engagement, research and planning

  • To understand and further develop knowledge of what types of events work on each campus, enabling you to make informed decisions.
  • To recognise and honour the value of talking to students.
  • To independently devise and plan your own small to medium scale events.
  • To work with your line manager to assist with the planning of larger events.
  • To communicate with student staff and volunteers.
  • To research and develop relationships with new talent and suppliers, such as musicians and cabaret performers.
  • To keep up to date with the government guidelines regarding coronavirus-related restrictions; applying these to your ideas
  • To purchase event materials in line with UCASU budgets.

 

Operational

  • To run your own small events, unassisted. This may involve setting up any props, liaising with building managers and generally being the point of contact for the event.
  • To maintain professionalism both personally and through your output.
  • To supervise and take responsibility for your events, including those involving external suppliers and contractors.
  • To supervise and take responsibility for your events, including those involving external suppliers and contractors.
  • To assist the Commercial and Campus Life Manager on location when required.
  • To take initiative, quickly ascertaining how to solve problems with the resources you have.
  • To distribute promotional and relevant event materials to students.

 

Union-wide projects and more

  • To contribute to large union wide projects such as elections.
  • To undertake any other duties deemed commensurate to the role.

 

Person Specification

CRITERIA Requirement Application Interview
EXPERIENCE AND KNOWLEDGE      
The ability to take a positive and proactive approach to interacting with students, staff and suppliers. Essential
An interest in the current trends, technologies and values among the areas of study offered at UCA. Essential
Previous experience of operational responsibility on location. This can be for any kind of event, project or entity Essential
Experience of working within an agreed budget Essential
Experience of managing volunteer staff, or people in a supporting role during a project. Desirable
Experience of devising and running your own event of any kind. Desirable
A knowledge of and interest in the issues facing the events industry, both pre and post Covid-19. Essential
Experience of working or studying in a University environment. Desirable
A knowledge of the values of Students’ Unions and our members’ expectations of us. Desirable
A knowledge of any aspect of ‘Promoter and Talent’ relationship, such as fair pricing for artists, agent dynamics and performer etiquette. Desirable
An interest in the branding of events and entertainment. Desirable
ATTRIBUTES AND SKILLS      
A resourceful, adaptable and creative approach to problem solving. Essential
Good communication skills, both verbal and written. Essential
The ability to work on multiple projects at the same time, prioritising in order of importance to the overall output of UCASU. Essential
An appreciation of the importance of good quality aesthetic and why that would be more important for UCA as opposed to other universities. Essential
VALUES AND ETHICS      
Desire to work within a democratic, student-led environment. Essential
Understanding and commitment to equal opportunities. Essential
Desire to work within organisation servicing a culturally diverse membership. Essential
Committed, positive, outgoing and approachable with a ‘can do’ attitude. Essential
Demonstrably high standards of personal integrity. Essential

 

GENERAL DUTIES

In addition, all staff are expected to contribute to the team in the following ways:

  • To deliver and develop targets outlined in the Union’s strategic plan.
  • To contribute and assist in the Union’s planning processes and the review of its performance and systems.
  • Contribute to the positive and professional image of the Union and not act in such a manner as to bring the Union into disrepute.
  • To observe and uphold the requirements of the Union Constitution and act at all times in accordance with policies including equality of opportunity.
  • Undertake any other duties appropriate for the grade and responsibilities of the post that may from time to time be reasonably requested.
  • Environmental consideration and environmental best practice is the responsibility of all Students’ Union staff.
  • Any other tasks that would be deemed suitable within this role as directed by line manager.

APPLY

Applications for this position have now closed. For further enquiries, please contact sjackson.su@uca.ac.uk

 

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