Events Manager (Maternity Cover)
Post Details
Job Title
Events Manager (Maternity Cover)
Post Number
1004643
Closing Date
21 Jul 2024
Grade
SC7
Starting Salary
£27,750 - £30,500  Salary will be pro-rata, based on a full time 37 hour week
Hours per week
30
Months Duration
14

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 impact from EI’s Institute Strategic Research Programmes and National Biosciences Resources Infrastructures. 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 operational running of logistics and administrative aspects of organising events of various sizes and formats, including identifying questions to be included in the registration, coordinating and drafting content for event webpages and managing queries through the shared inbox as appropriate.
• 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.
• Other administrative tasks to ensure training team cover is provided throughout the week and timely responses to both teaching staff and delegates is achieved.

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 closely with the HoAT and with the Training Events Administrator (TEA), and across various group activities 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, accessibility requirements, transportation, hosting external trainers and liaising on travel and accommodation requirements, proof reading and generating printed material such as programmes and delegate name badges.
50
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.
10
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

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

Additional Requirements

Requirement
Importance
Attention to detail
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
Promotes equality and values diversity
Essential
Very occasional work outside of hours required during an event
Essential

Who We Are

Earlham Institute

About the Earlham Institute
The Earlham Institute is a hub of life science research, training, and innovation focused on understanding the natural world through the lens of genomics.

We are building a future where the biology of any organism can be understood by analysing its genome. Our mission is to decode the scale and complexity of living systems so we can understand, benefit from, and protect life on Earth.

The Earlham Institute is based on the Norwich Research Park and is one of eight institutes that receive strategic funding from the UKRI Biotechnology and Biological Science Research Council (BBSRC).

Our Science
Earlham Institute scientists specialise in developing and testing the latest tools and approaches needed to decode living systems and make predictions about biology.

We are home to state-of-the-art facilities and technology, creating a unique combination of expertise and infrastructure. We have dedicated laboratories for genome sequencing, single-cell analysis, engineering biology, and large-scale automation; as well as one of the largest supercomputing facilities for life science research in Europe. Our Advanced Training team also provides access to specialised scientific training to upskill the next generation of research and technical staff.

Our Culture
The Earlham Institute champions 'team science'. Our collegiate and innovative research environment comes with significant support, including a commitment to your professional development, research and administrative assistance, and opportunities to build collaborations with scientists and industry on the Norwich Research Park, across the UK, and internationally.

The Institute is also home to talented technical and operational staff, whose invaluable contributions enable our science to have the maximum impact. We aim to recognise, reward, and develop all staff and students so that every individual feels able to achieve their best with us.

We work hard to nurture an engaged and positive workplace, centred on core values that include openness, technical excellence, and collaboration. We attract staff from around the world who contribute to - and benefit from - an environment that enables them to deliver world-class science alongside a supportive and social community.

For more information about working at the Earlham Institute, please click here.

Further Information:

  • Our Vision and Mission
  • Our Strategy
  • Our Culture
  • Life at Earlham Institute
  • 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 impact from EI’s Institute Strategic Programmes of research through a programme of training and events.

    The role:

    The Events Manager will carry out the follow responsibilities:

    • Manage the training programme portfolio and other events.
    • Set planning meetings with teaching faculty and facilitate discussions to advise on programme structure and timings.
    • Planning operational running of the logistics and administrative aspects of organising events of various sizes including identifying questions to be included in the registration, coordinating and drafting content for event webpages, and managing queries through the shared inbox as appropriate.
    • 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 £27,750 to £30,500 pro-rata, per annum depending on qualifications and experience. This is a part-time maternity cover post expected to last for 14 months, this could be shorter or longer depending on when the absent employee returns to work. The position is offered as 30 hours, with the normal working days expected to be Tuesday-Friday. There is some possibility of an uplift in the hours to full-time.

    This role meets the criteria for a visa application, and we encourage all qualified candidates to apply.  Please contact the Human Resources Team if you have any questions regarding your application or visa options.

    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 21 July 2024. We encourage early applications as we reserve the right to close this advertisement early depending on the volume of applications received.