Events and Internal Communications Officer - #66729

18587BR

School of Modern Languages

Administrative Support

Advert

Events and Internal Communications Officer

School of Modern Languages

Cardiff University's School of Modern Languages is looking to recruit an Events and Internal Communications Officer who will act as the primary school liaison point for academic staff for event organisation and delivery, as well as the externally facing point of contact for all event enquiries. The post holder will also be a key representative for the School at events, at College and university communications meetings, and as a member of internal and external networks.

In support of internal school communications and information, the post holder will also be the responsible for sourcing and drafting content for internal communications such as newsletters, handbooks and guides, and the school intranet pages, developing individual capacity through professional experience and development.

There is also an opportunity to work with colleagues from the College to contribute to, and facilitate, communications & marketing plans in accordance with a prepared cycle of activity.

With a support culture for continuous professional development, the School of Modern Languages has an excellent track record of helping people develop in their areas of interest, with many progressing within the school and the wider university.

The role will require a flexible approach to working hours as it will include some out of hours working and occasional Saturday working for some events. At other times, the role is eligible to be offered on a blended working basis, meaning that as well as spending time working on campus you can also choose to spend some time working from another location, e.g. your home.

The post is full time (35 hours per week), fixed term to cover a leave of absence and is available until 31 January 2025.

Salary: £26,444 - £29,605 per annum (Grade 4)

Date advert posted: Friday, 3 May 2024

Closing date: Friday, 17 May 2024

Please be aware that Cardiff University reserves the right to close this vacancy early should sufficient applications be received.

Cardiff University is committed to supporting and promoting equality and diversity and to creating an inclusive working environment. We believe this can be achieved through attracting, developing, and retaining a diverse range of staff from many different backgrounds who have the ambition to create a University which seeks to fulfil our social, cultural and economic obligation to Cardiff, Wales, and the world. In supporting our employees to achieve a balance between their work and their personal lives, we will also consider proposals for flexible working or job share arrangements.

Applications may be submitted in Welsh, and an application submitted in Welsh will not be treated less favourably than an application submitted in English.

Job Description

PLEASE ENSURE THAT YOU READ THE TEXT RELATING TO THE COMPLETION OF A SUPPORTING STATEMENT DETAILED WITHIN THE PERSON SPECIFICATION SECTION

Key Duties

• To act as the primary school liaison point for academic staff for event organisation and operations, and externally facing point of contact for all event enquiries. This will include providing advice and guidance on the planning and delivery of a wide range of events (both face to face and virtual), such as public lectures, cultural events, VIP visits and larger conferences, and resolving any issues relating to events using own judgement and creativity to suggest the most appropriate course of action where appropriate.
• To act as a key representative for the School within the College, and at events, communications meetings, and inernal and external networks. To also establish working relationships with key contacts across the School, College and University, assimilating information to put into practice in the School and sharing best practice across the College.
• To take responsibility for sourcing and drafting content for internal communications such as newsletters staff hand book, and intranet pages, developing individual capacity through professional experience and development.
• To work with colleagues from the College to contribute to, and facilitate, communications / marketing plans in accordance to a prepared cycle of activity.
• To provide operational support for multiple events and projects with over-lapping timescales, working unsupervised to deadlines. This will include undertaking a range of tasks including planning, maintaining the School’s events database, booking of venues, hotels and catering, co-ordinating RSVP lists, and managing ticket purchases / reservations online using Eventbrite and Microsoft forms, producing and assembling conference and promotional materials, and communicating with and supporting delegates and speakers.
• Produce and distribute the School’s monthly event listings, liaising with colleagues across the School to ensure a comprehensive list of activity, adapting information and style for each audience type and authoring and /or editing information. Upload information onto the School / University webpages, using Squiz.
• Managing / hosting online events using Zoom and Teams and offering support to hybrid events. Editing recorded events using LearnPlus for the School’s YouTube channel.
• Provide bespoke evaluation, such as surveys, after events, and to analyse data to inform decision making.
• To work with members of the team to ensure that agreed standards and levels of services are met at all times.
• Under the guidance of the Engagement & International Manager, to monitor events budgets and provide costings, ensuring best value is achieved, and reporting on budgets as required.
• To contribute to the review and improvement of School processes, systems, and procedures to suggest actions for improvements.
• To support the work of the team, contributing to team meetings, developing good practice within the team and assisting colleagues in their work.
• Supervising temporary/seasonal staff during peak times of activity, providing routine training or guidance using standard information
• To service such committees and ad hoc working groups as may be necessary.
  
  

General Duties

• Undergo personal and professional develpoment that is appropriate to the role and which will enhance performance.
• Abide by University policies on Health, Safety and Environment, and Equality and Diversity.
• Perform other duties as required, which will be consistent with the role.
  
  

Person Specification

It is the School's policy to use the person specification as a key tool for short-listing. Candidates should evidence that they meet ALL of the essential criteria as well as, where relevant, the desirable. As part of the application process you will be asked to provide this evidence via a supporting statement.

Please ensure when submitting the supporting statement document, attaching it to your application profile you name it with the vacancy reference number, e.g. Supporting Statement for xxxxBR

If candidates do not provide written evidence of meeting all of the essential criteria then their application will not be progressed.

Essential Criteria

• Experience of working on events and communications, preferably within a Higher Education setting, including the production and design of promotion materials and online marketing / social media, and the requirement to provide advice and guidance to others.
• Proven ability to communicate information effectively and professionally to a range of service users/customers who have varying levels of understanding, including experience of authoring and posting relevant social media content.
• Ability to explore customers’ needs and adapt the service you provide accordingly to ensure a quality service is delivered.
• Proficient in using common office IT packages (e.g. MS office).
• Experience in setting up standard office systems and procedures and making improvements as appropriate.
• Evidence of working well as an effective team member, providing advice, guidance and feedback to other team members where necessary.
• Proven ability to deal with customer queries face-to-face, over the telephone or via email promptly, effectively and courteously.
• Proven ability to solve problems, that may arise during events, using initiative and creativity, identifying and proposing practical solutions as necessary.
• Proven ability to work unsupervised to deadlines, planning and setting out priorities for own work and that of others and monitoring progress.
• A flexible approach to achieving agreed objectives, with the ability to work outside designated office hours on occasion.
  
  

Desirable Criteria

• Experience of working with design packages to produce promotional material.
• Experience of proofing communications content.
• Experience of editing web pages.
• Fluency in Welsh, written and oral.
  
  

Salary Range Min.

26,444

Salary Range Max.

29,605

Job Category

Admin / Clerical

Grade

Grade 4