Event Operations Supervisor

To support a film screening event and other duties assigned by Prof Jayati Das-Munshi.

None

Patient Public Involvement

Knowledge about mental health research

Knowledge of the UK's health care system, in particular about the experience of minoritised ethnic groups with several mental health conditions

POST/JOB TITLE:            Student Assistant

SCHOOL/DEPT:             Careers, Employability & Skills

NO. OF HOURS:     19 hours during term time, specific to event dates as below

Autumn Careers Fair - Monday 14th October for briefing/Set Up (1.00pm until 4.00pm) and Tuesday 15th/Wednesday 16th October (9.00am until  5.00pm) on both days.

To support the successful delivery of our Autumn Careers Fair on campus, undertaking promotional and logistical event tasks, with focus on providing an excellent Fair experience for students and employers. 

MAJOR DUTIES: 

Fair Event Delivery 

• Work as part of a team to ensure the successful and smooth set up and delivery of our Autumn Careers Fair on 14/15/16 October  
• Provide consistent and high level of customer service at our Autumn Careers Fair 
• Welcoming exhibitors (including employers), staff and students on campus 
• Acting as a point of contact and a source of information and guidance 
• Registering students 
• Guiding exhibitors according to designated seating or floorplans 
• Providing directional support as required 
• Accurately capture required Fair information, e.g. scanning student attendance, recording feedback and providing update to supervisors as required
• Undertake event set up and tear down tasks as allocated
• Event staging, dressing of exhibitor stalls and positioning of branding collateral at Fair venues 
• Recording and storing of Fair collateral post event 
• Undertake any administrative duties in support of the careers fair 
• Preparing exhibitor welcome packs and other fair papers 

Event Briefing and Training 

• Undertake and fully participate in all relevant event training, as required. 
• Attend fair briefing session, set-up and tear-down for Fairs, as directed. Key dates where availability is required are ? 14 October, 15 October, and 16 October 2024 
• Act as an ambassador and representative of the University at all times when undertaking duties. 
• Carry out any other duties which are appropriate to the post as may be reasonably requested by a Supervisor. 

N/A

• Previous experience of working in a customer facing environment (face-to-face contact) e.g. could include event venues, bars, clubs or restaurants, this is preferred but not essential 
• Proven ability to work as part of a team and make a positive and constructive contribution  
• Excellent interpersonal skills, including the ability to proactively engage others in promotion of key messages and deal with face-to-face enquiries in a confident, courteous, patient, and professional manner
• Ability to use initiative and be proactive 
• Provide a high level of customer care 

This is a zero hours contract, events are on an ad hoc basis, we cannot guarantee hours every week. 

Student Event Assistant with QM Venues

QM Venues manages all internal and external events in QMUL spaces. As event assistants, you would be supporting our team in managing events, supporting our clients and ensuring all our events are run safely and smoothly. 

You will be managed by members of the operational team for QM Venues, with a clear manager for each event you work.

Roles might include: 

• Welcoming visitors to a venue and controlling entry into a space.
• Acting as an usher during an event in the Great Hall to ensure compliance with relevant legislation, local authority rules for theatre management and fire safety procedures
• Clear communication with the duty manager and other team members via the use of 2-way Radios.
• Staffing a cloakroom/registration point.
• Assisting with the set-up/break-down of an event. 
• Supporting our clients during an event that a Venues team member cannot attend.
• Supporting hospitality team at large scale events serving food and beverage when required.

.

Skills you will need:

• Communication Skills - the ability to verbally pass on information to others. Being able to efficiently communicate tasks that need to be completed and any issues that may arise. 
• 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 ? being vigilant during events to ensure event managers and clients are supported and events are run safely. 
• Motivation ? the ability to achieve key goals.
• Time management skills - Ability to work at the required time given by managers and time keep during events. 
• Enthusiasm ? a genuine interest in event management and hospitality. 
• Team working skills ? ability to collaborate, work well with others, lead and follow.

You will be expected to: 

• Understand the complexities of each type of event depending on size, client needs, timing and collaboration with other departments. 
• Confidently communicate with external guests for events, including welcoming guests, assisting with seating arrangements, distribution of programmes/materials and safely clearing venues when needed. 
• Present yourself in a smart manner and wear uniform provided or follow a dress code where required.
• To behave accordingly when working at events to ensure a professional and positive image is always conveyed. Eating, drinking, smoking and the use of mobile phones when on duty is not permitted.

You will receive training in:

• Fire Marshalling for events and other emergency situations. 
• Basic technical training for lecture theatres, radios and other equipment. 
• Front of house skills, including ticketing, box office and ushering.

Application Process

• Once your application is received, you may be invited to a group interview for the Venues team to meet you and assess necessary skills.
• Upon appointment, you will be expected to attend the mandatory training before you are able to work any events.
• After this, you will be able to put yourself forward for shifts and events.