Hospitality, Catering & Events

King's Foundations are looking for a Student Ambassador to assist with an Event.

The event is an Awards Ceremony on Thursday 25 April from 6pm - 8pm in the Great Hall.

N/A

Any relevant work experience.

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

Essential

Educated to NVQ level 3 

Desirable

Educated to degree level or equivalent experience

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

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

Must have completed Right to Work check. 

Communication skills

Preference for students from the School of Global Affairs.

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

These positions will suit a current QM Student 

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.