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Membership Events Coordinator - Midlands region


  • £26000 per annum
  • West Midlands, West Midlands
  • Posted: 05/08/2022
  • Permanent
  • Job Ref: 176MMBEVTS

Job Details

Membership Events Coordinator (Midlands Region) required for an international membership body. The postholder will assist with the organisation’s activities in East Midlands and West Midlands through effective daily administration and support for both volunteer members and the Regional Support Team (RST).

This is a full time, permanent role – paying £26,000 per annum plus benefits – this role is fully remote working with some travel required across the Midlands region in accordance with duties.

Duties:

  • Act as the first point of contact for both regions for a wide range of enquiries from stakeholders, members, prospective members and wider public. Respond directly or channeling enquiries to other members, wider regions or HQ teams to ensure excellent customer service.
  • Provide administrative support to the Regional Support Team, regional committees, officers and branches to support them in their contribution to delivery of the projects.
  • Support member volunteers in the coordination and delivery of the regional programme of learned society events - seminars, workshops, conferences, breakfast meetings and other events to assist delivery of continuing professional development for members. This includes liaising with members and speakers, venue/catering booking and events administration (managing database of events, completion of marketing templates, advertising on the website, monitoring and recording delegate sign ups/attendance, providing technical support, etc.,). This will involve occasional in person event support across the two regions to ensure positive delegate experience and smooth operations.
  • Train and support members and speakers in delivering using online platforms and systems.
  • Help support and maintain information on regional web pages of the website to ensure members and other interested parties have access to accurate and informative programme of events and regional information.
  • Support the committees, liaise with member volunteers and third parties (e.g., employers and schools) for delivery of collaborative STEM activity. STEM Ambassador liaison and recruitment.
  • Maintain good working relationships with other Regional Coordinators and teams within HQ to share information and good practice to maximise effective working practices.
  • Maintain regional membership data, through access to the membership database, to produce accurate distribution mailing lists, reports and individual queries to assist in targeted and appropriate membership communications.
  • Provide administrative support to the Graduate and Student Committees in their delivery of their member events, including the annual awards ceremony, so that their events are delivered in a professional manner.
  • Support the Regional Director and officers with coordination and production of reports, including monthly dashboard progress reports on the delivery of the Plan against budget, so that progress against objectives can be assessed.
  • Maintain good office management practices by providing general administrative support to ensure smooth running of the two regions, including post, filing, copying, coordination of catering, stationery and literature supplies to ensure effective and efficient operations and associated expenditure is within the regional budget.
  • Distribute marketing materials to use in raising the profile of the organisation with members and prospective members.
  • Review and develop capability by the region to maintain accurate current committee and other key contact data (e.g., employers and influencers) to ensure effective and relevant communications directed appropriately.
  • Perform any other reasonable duties that may be required for the delivery of the organisation in the regions and success of the group.

Key requirements:

  • Previous experience in events administration and organisation.
  • Strong supporting ICT capabilities with knowledge and skills in Microsoft Office applications (Word, Excel, PowerPoint), Microsoft Outlook Microsoft Teams, Zoom and SharePoint. Strong foundations across a variety of software packages that enable the quick-uptake of new ICT systems.
  • Strong financial acumen, understanding of standard office management and financial procedures (budget lines, processing invoices, etc,.) to enable the smooth running of regional finances.
  • Strong oral and written communications skills are essential, in dealing with ICE stakeholders with diplomacy and professionalism, whilst presenting a customer friendly and welcoming face for the region.
  • Attention to detail to ensure high quality outputs.
  • Proof reading skills.


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