Temporary Events Assistant

Job Description

This role is suitable for QM GRADUATES



Job context



Queen Mary University of London is one of the UK’s leading research universities, committed to improving social justice and achieving the previously unthinkable. The External Relations Directorate is responsible for raising the awareness and reputation of Queen Mary among its target audiences, and for increasing the quality and quantity of Queen Mary applicants. This role sits within the Communications team.



Job purpose



This role is responsible for supporting the delivery of Queen Mary’s events and ceremonies and for supporting the planning and delivery of the most high-profile events, including Graduations, Open Days and strategic events.



Insight



• Gather a range of information within the External Relations directorate, Queen Mary as a whole and the wider environment to inform your work



• Develop a range of contacts outside of your team to help deliver your work



• Demonstrate an understanding of events objectives and how these support Queen Mary’s priorities



Ideas



• Help deliver communitications activity 



• Develop your knowledge of the events landscape to develop innovative ideas in support of these strategies



Implementation



• Demonstrate excellent written communications skills



• Deliver key events within the University’s programme of events



• Understand the strategic importance of our reputational events portfolio and how this role contributes



Impact



• Support the evaluation of the effectiveness of events activities



Other duties and responsibilities



• Act as an ambassador for the University’s brand (both verbal and visual identity), championing its use across the institution as well as your own area of work



 



Qualifications

Essential



Educated to NVQ level 3 



Desirable



Educated to degree level or equivalent experience



Skills

Essential



Experience




  • Experience of supporting events in a commercial or organisational context

  • Experience of working effectively in a team



Skills




  • Good oral, written and verbal communication skills

  • Good client / customer management skills

  • Ability to work to tight deadlines and under pressure

  • Excellent IT skills, including proficiency in the use of Microsoft Word and Excel

  • Ability to create and deliver communications, including the use of CMS and CRM systems



Desirable



Experience




  • Experience of working in an administrative function in an educational or public sector context

  • Knowledge in the field of event management



 

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Job Context 



The Centre for Public Engagement (CPE) at Queen Mary University of London sits within the Office of the Principal, and is an established team working across the institution to offer support and guidance to colleagues developing public engagement activities. The CPE works across Queen Mary’s three faculties and professional services to support a culture of high quality, mutually beneficial engagement.  



The Festival of Communities is an annual event organised by Queen Mary in collaboration and partnership with local community organisations in Tower Hamlets. The festival is designed to celebrate life in Tower Hamlets, and bring local residents together with staff and students at Queen Mary. It features interactive, hands-on activities linked to research taking place across the university, community activities and stalls, and family friendly activities such as face painting. More information can be found at www.qmul.ac.uk/festival 



 



Job Purpose



The Festival of Communities Assistant will work in the Centre for Public Engagement (CPE), supporting the delivery of the Festival of Communities taking place on the 8th June 2024. The Festival operations are run each year by the CPE along with a local event production company. This role will support the CPE team in the planning and run-up to the Festival as well as taking on an operational role during the event itself. 



The role will primarily be based in the CPE office in Mile End and Dept W, with flexibility to work remotely when needed.  



We anticipate this role being 0.2 FTE in the first instance (from April), with the potential to increase the number of hours closer to the Festival (May - June) if the candidate has this flexibility.



 



Main Duties & Responsibilities 





  • Respond to queries from Queen Mary staff and students, and local organisations about taking part in the Festival. 




  • Support the wider promotion of the Festival of Communities internally and locally, liaising with local organisations and schools, arranging the distribution of leaflets and posters and online presence. This includes dropping off Festival packs to each school. 




  • Arrange for railing banners to be put up with support from a local event management company.  




  • Support the Festival of Communities social media platforms and create new content. 




  • Respond to communications queries in the shared Festival email inbox. 




  • With support from the CEM, liaise with exhibitors (both internal and external), providing event information and coordinating the drop-off of equipment. 




  • Prepare logistics for the Festival, including but not limited to, signage, exhibitor lists and other equipment needed. 




  • Work as part of the Festival of Communities delivery team, ensuring exhibitors and Festival Crew are supported and using initiative to solve problems as they arise. 




  • As part of the delivery team, ensure a positive experience for all visitors and exhibitors during the Festival of Communities weekend (8th June). 




  • Support the set up and pack down of the Festival, in Stepney Green Park. 




  • Create and share post-Festival communications internally and externally. 




  • Undertake other duties to support the Centre for Public Engagement within the scope of this role, as determined by the Community Engagement Manager and Public Engagement Manager. 




  • Demonstrate a commitment to QMUL’s ideals of equity and diversity. 





The above list of responsibilities is not exhaustive and the jobholder may be required to undertake other duties commensurate with the level of the role, as reasonably requested by their line manager. 



This job description sets out the duties of the post at the time it was drawn up. Such duties may vary from time to time without changing the general character of the duties or level of the responsibility entailed. Such variations are a common occurrence and cannot in themselves justify a reconsideration of the grading of the post.  



 



 



For any enquiries please contact: 



Ife Akinroyeje  - Community Engagement Manager 



Email – i.akinroyeje@qmul.ac.uk 



Or email - festival@qmul.ac.uk  



Qualifications

Essential




  • Appropriate relevant academic/vocational qualifications (A Levels, NVQ Level 3, BTEC Level 3) or considerable relevant experience, or equivalent vocational experience in a similar environment  



Desirable




  • Degree or equivalent qualification, or significant relevant experience in a similar environment 



Skills

Below lists the essential and desirable requirements needed in order to perform the job effectively. Candidates will be shortlisted based on the extent to which they meet these requirements.



Essential




  • Experience supporting event logistics and operations 

  • Excellent interpersonal skills - able to interact with a diverse range of contacts from multiple disciplinary backgrounds 

  • Ability to adapt to competing priorities and use own initiative to find solutions 

  • Excellent communication skills – written and verbal 

  • Excellent IT skills, including effective use of spreadsheets, email, word processing and databases (Microsoft Office) 

  • Proven analytical and problem-solving capability  

  • Able to demonstrate excellent attention to detail 

  • Required to be flexible in working hours and work across different sites as necessary. 



Desirable




  • Experience in creating posts for social media 

  • Experience of public engagement, outreach or related activities 

  • Experience in a customer or visitor-focussed environment 



 



Essential: Requirements without which the job could not be done. 



Desirable: Requirements that would enable the candidate to perform the job well. 

The Queen Mary Venues Team produces a large number of events at the College which are attended by members of the public, politicians, external stakeholders, business leaders, partner organisations, alumni, students and staff.



You will be tasked to work in a variety of roles as part of a high profile front-of-house team to ensure event attendees receive a high quality experience and to project a positive image of Queen Mary, University of London to these visitors.



Depending on the nature of the individual event, you will be deployed into a range of roles to assist with the successful delivery of the function and to ensure all attendees are afforded excellent levels of customer service.



 



Roles might include:




  • Welcoming visitors to a venue

  • Controlling entry into a space

  • Supervising an audience during an event

  • Staffing a cloakroom/registration point

  • Assisting with the set-up/break-down of an event.

  • There may also be a requirement to undertake office-based duties to assist the Events Office with any tasks/administration in the lead-up to an event.

  • You will also fulfil critical roles such as stewarding events in Queen Mary’s licensed venues (e.g. The Great Hall) to ensure compliance with relevant legislation, local authority rules for theatre management and fire safety procedures.



 



You will be required to:




  • Understand the complexities of each type of event depending on size, client needs, timing and collaboration with other departments.

  • To prepare the venue for the arrival of event attendees by assisting with seating arrangements, distribution of programmes/materials, inspecting areas for cleanliness/hazards and participating in pre-event briefings.

  • Be present in the area required for that role at the requested times and to undertake the specific duties of that role as per the pre-event briefing and instruction issued by the Duty Manager / Events Office

  • To check tickets or registration lists as required with high degree of accuracy, ensuring event attendees are admitted in accordance with any controls or admission policies in operation.

  • To assist in maintaining the general appearance and tidiness of the areas being used for the event and to report any issues relating to cleanliness which cannot be easily resolved to the Duty Event Manager or other relevant staff present from the Events Office.

  • To assist the Duty Event Manager or other relevant staff present from the Events Office with the set-up or break-down of event equipment, displays, decorations or other materials relating to the event.

  • To use equipment (e.g. 2-way radios, cloakroom printer) as necessary in accordance with any instructions given.

  • To ensure the security of any equipment, cash or cloakroom items left in custody by not leaving such areas unattended.

  • To wear any EST uniform provided, or to dress smartly in accordance with guidance issued by the Events Office depending on the nature of the event.

  • To behave accordingly when working at events to ensure a professional and positive image is conveyed at all times. Eating, drinking, smoking and the use of mobile phones when on duty is not permitted

  • To welcome attendees in a polite and enthusiastic manner, paying attention at all times to their needs, whilst providing excellent customer services

  • To respond quickly and positively to questions, requests, problems or complaints raised by event attendees and to resolve them effectively



Qualifications

These positions will suit a current QM Student 



Skills

Competency Based Skills




  • Communication Skills the ability to pass on information to others, both verbally and written, and to write engaging material and posts. Proactive willingness to learn and work “hands-on” in marketing/communications within professional services/consulting arena.

  • An interest in Events, Arts, a genuine interest in working with and for a wide variety of professionals visiting QM for reasons such as conferences, arts and culture projects and student events.

  • Proactivity and use of Initiative the ability to act in advance, plan ahead and carry out duties in a forward thinking manner. Ability to work unsupervised.

  • Problem solving the ability to be flexible and respond to any challenges that arise.

  • Attention to detail ensuring written accuracy when producing documents and materials.

  • Motivation – the ability to achieve key goals.

  • Time management skills ability to prioritise work in order to meet deadlines.

  • Enthusiasm – a genuine interest in promoting crosscultural communication

  • Team working skills – ability to collaborate, work well with others, lead and follow.





You will receive a wide range of training in:




  • Technical training in Lecture Theatres and classrooms for events.

  • Front of house skills, including ticketing, box office and ushering.

  • Fire marshall and health and safety training.



 

Event ambassador for the King's India Institute's 2024 Nehru Memorial Lecture on 20 March 2024 from 16:30-18:30 GMT.



Events details: https://www.kcl.ac.uk/events/nehrus-other-indias-nehru-memorial-lecture-priya-satia



 Tasks include:

- On the day of the event, helping at the registration desk to check-in attendees

- Helping with roving mics for the Q&A session



Qualifications

Must have completed Right to Work check. 



Skills

Communication skills



Preference for students from the School of Global Affairs.

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