Events Manager (Maternity Cover)
Post Details
Job Title
Events Manager (Maternity Cover)
Post Number
1004241
Closing Date
5 Jun 2022
Grade
SC7
Starting Salary
£25,568 - £31,384
Hours per week
37
Expected/Ideal Start Date
27 Jun 2022
Months Duration
13

Job Description

Main Purpose of the Job

Join the Advanced Scientific Training Group at the Earlham Institute (EI) in Norwich. The Advanced Scientific Training Group is responsible for delivering EI’s National Capability in Advanced Training (NC4). The role responsibilities include:
• To manage the training programme portfolio and other events.
• Setting planning meetings with teaching faculty and facilitating discussions to advise on programme structure and timings
• Planning, setting and smooth operational running of the logistics and administrative aspects of organising events of various sizes and formats, including setting up registration, coordinating and drafting content for event webpages, invoicing and managing queries.
• To coordinate the collection of statistics, monitoring of the events and ensuring evaluations and feedback are collected following an agreed format to allow for comparison across events.
• To coordinate the post-course evaluation meetings with teaching faculty, including sharing and summary of delegate feedback and facilitate discussions for redevelopment of courses for future iterations.
• To attend and oversee the smooth running of the events on-site and host/manage virtual delegates as applicable.
• To produce budget forecasts and keep the budget monitored and up to date for the individual events.
• Welcoming faculty and participants, act as host at the registration desk for onsite events, and/or organising and running pre-course welcome meetings as appropriate for virtual events.
• To support the training programme with IT and platform requirements necessary for the delivery of its portfolio of hands-on courses, whether on-site using the training suite facilities and/or managing virtual attendees via Zoom.
• To provide troubleshooting and support during training events for both trainers and delegates whether on-site or virtual.

Key Relationships

Internal: Reporting to the Head of Advanced Training (HoAT), the Events Manager will be a member of the Training Group with a key role to play in the management and implementation of the Training Programme, including courses, workshops, visiting workers under the Immersive Visitors Training Programme (IVTP) and other work experience and internship opportunities. They will interact with all staff at EI.
External: Norwich Research Park (NRP) admin and logistics teams, NBI Partnership (NBIP) including systems and NBI Research Computing teams, external IT experts as necessary, external catering providers, hotels and accommodation suppliers, and event organisers from Universities and trainers and collaborators around the globe.
Other: Health and Safety officers, facility managers, and suppliers.

Main Activities & Responsibilities

Percentage
Coordinating the processes for events: registration system and procedures, gathering content for events webpages, handling general enquiries (e.g. phone, e-mail), coordinating onsite logistics such as catering, transportation, hosting external trainers and liaising on travel and accommodation requirements, checking payments, raising invoices, proof reading and generating printed material such as programmes and delegate name badges.
45
Drafting budgets for each event, monitoring of registrations and identifying profit/loss margin based on budget, informing Head of Advanced Training in a timely manner of any deviations from budget. Periodic assessment of funding model suitability together with the HoAT.
10
Coordination of materials to produce event materials packages where appropriate e.g. via GitHub and interact (by e-mail, phone, MS Teams) with faculty in order to clarify and obtain the required materials on time.
5
Assist with collation of requirements for development and maintenance of virtual image(s), or online training materials used throughout courses. Troubleshoot during courses and work with NBIP computing to oversee security.
5
Assist in the maintenance of the training materials repository.
5
Proactively carry out checks on the IT equipment within the training facilities prior to events.
5
To be proactive and troubleshoot where necessary to ensure that events run as smoothly and effectively as possible, including basic knowledge and support for IT/AV and familiarity with Zoom functions as the event host.
5
Liaise with members of the communications team to ensure events are accurately described and published in a timely manner, allowing implementation of marketing for the events programme and assisting with targeted marketing approach as appropriate.
5
Together with the HoAT plan and support the scientific programmes drafts, faculty invitation and confirmation. The EM is responsible for setting up the debriefings following events between training faculty and the Training Group.
5
Networking and fostering relationships between and across faculty, participants and EI staff involved in training, networking events and conferences.
5
As agreed with line manager, any other duties commensurate with the nature of the role.
5

Person Profile

Education & Qualifications

Requirement
Importance
Educated to degree level, or equivalent experience
Essential
Project management qualification
Desirable

Specialist Knowledge & Skills

Requirement
Importance
Excellent computer literacy including MS Office programmes and familiarity with Zoom as a host role
Essential
Excellent time management skills with the ability to perform under pressure
Essential
Ability to prioritise a heavy and diverse workload
Essential
Familiarity and competence in event management software
Desirable
Ability to effectively use databases and content management systems
Desirable

Relevant Experience

Requirement
Importance
Significant experience of organising events in a professional environment
Essential
Experience in events management
Essential
Experience of undertaking budgetary control, demonstrable experience in budget monitoring and reporting
Essential
Experience of working with academics or in a scientific environment
Desirable

Interpersonal & Communication Skills

Requirement
Importance
Able to work independently and use initiative
Essential
Excellent communication skills, both written and verbal
Essential
Excellent interpersonal skills, with the ability to work well as part of a team
Essential
Excellent spoken and written English skills
Essential
Strong customer focus
Essential
Professional attitude
Essential

Additional Requirements

Requirement
Importance
Values diversity and promotes equality, inclusivity and accessibility
Essential
Very occasional work outside of hours required during an event
Essential
Willingness to embrace the expected values and behaviours of all staff at the Institute, ensuring it is a great place to work
Essential
Able to present a positive image of self and the Institute, promoting both the international reputation and public engagement aims of the Institute
Essential
Attention to detail
Essential
Promotes equality and values diversity
Essential

Who We Are

Earlham Institute

Earlham Institute is a vibrant, contemporary research institute and registered charity, working in an area of rapid technological development and innovation.

Earlham Institute is strategically funded by the BBSRC to lead the development of a skill base in bioinformatics and a genomics technology platform for UK bioscience. The Institute is located on the Norwich Research Park, together with its partners: the John Innes Centre, the Institute of Food Research, The Sainsbury Laboratory, the University of East Anglia and the Norfolk and Norwich University Hospital. The research park has an excellent reputation for research in plant and microbial sciences, interdisciplinary environmental science and food, diet and health, to which Earlham Institute contributes strengths in genomics and bioinformatics. Close links exist between the NRP partners and new opportunities for collaboration in exciting new initiatives are under development. The NRP recently received £26M of government investment to facilitate innovation and further develop infrastructure to attract science and technology companies to the Park to enhance the vibrant environment and realise economic impact from research investment.

Earlham Institute is a UK hub for innovative Bioinformatics through research, analysis and interpretation of multiple, complex data sets. It hosts one of the largest computing hardware facilities dedicated to life science research in Europe. This has been boosted recently by an e-Infrastructure grant to expand the data storage capacity to a multi-petabyte unit, deploying a high performance cluster and large-memory server enabling the allocation of processes requiring several terabytes of computing memory.

Earlham Institute’s state of the art DNA sequencing facility operates multiple complementary technologies for data generation that provide the foundation for analyses furthering our fundamental understanding of genomes and how they function. We aim to be at the forefront of technological advances and are developing and implementing technologies to generate and analyse new types of data. We also develop novel platforms to provide access to computational tools and processing capacity for multiple academic and industrial users and promoting applications of computational bioscience. Earlham Institute has one fully owned subsidiary, Genome Enterprise Ltd (GEL) via which it offers genomic and bioinformatics services on a trading basis and works with commercial providers on a partnership basis. Earlham Institute also receives specific funding to enable knowledge exchange programmes which are supported across the institute teams.

Department

Scientific Training, Education and Learning

Living in Norfolk

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Events Manager (Maternity Cover)

Applications are invited for an Events Manager (Maternity Cover) to join the Advanced Scientific Training Group at the Earlham Institute, based in Norwich, UK.

Background:

The Advanced Scientific Training Group is responsible for delivering EI’s National Capability in Advanced Training (NC4)

The role:

The Events Manager will:
• Manage the training programme portfolio and other events.
• Set planning meetings with teaching faculty and facilitate discussions to advise on programme structure and timings.
• Plan, set up and oversee the smooth operation of the logistics and administrative aspects of organising events of various sizes including setting up registration, coordinating and drafting content for event webpages, invoicing and managing queries.
• Coordinate the collection of statistics, monitoring of the events and ensure evaluations and feedback are collected following an agreed format to allow for comparison across events.
• Coordinate the post-course evaluation meetings with teaching faculty, including sharing and summary of delegate feedback, and facilitate discussions for redevelopment of courses for future iterations.
• Attend and oversee the smooth running of the events on-site and host/manage virtual delegates as applicable.
• Produce budget forecasts and keep the budget monitored and up to date for the individual events.
• Welcome faculty and participants, acting as host at the registration desk onsite, and/or organising and running pre-course welcome meetings as appropriate for virtual events. 
• Support the training programme with IT requirements necessary for the delivery of its portfolio of hands-on courses, whether on-site using the training suite facilities and/or managing virtual attendees via Zoom.
• Provide on-site troubleshooting and support during training events for both trainers and delegates whether on-site or virtual.

The ideal candidate:

Earlham Institute are looking for an experienced, self-motivated individual with qualifications or relevant experience in events management to assist in the delivery of our training programme. You will be a proactive person with a high attention to detail, enjoy meeting people, have a strong customer focus and professional attitude. The successful candidate will be competent with computers, quick to learn, ideally with experience in events management software and have the ability to think on their feet providing solutions to any issues arising. You will be highly organised, approachable and clear in your communication, both written and orally. Due to the nature of the role, you will be able to work independently as well as part of a team and some out of hours work will be required.

Additional information:

Salary on appointment will be within the range £25,568 to £31,384 per annum depending on qualifications and experience. 

This is a full-time maternity cover post expected to last for 13 months, this could be shorter or longer depending on when the absent employee returns to work.

Interview will be held w/c 13 and 20 June.  

As a Disability Confident employer, we guarantee to offer an interview to all disabled applicants who meet the essential criteria for this vacancy.

The closing date for applications will be 5 June 2022.