Community Events Assistant

Coeliac UK

Hours
35 hours per week

Length of contract
12-14 months

About the Organisation

Coeliac UK is the charity for people who need to live without gluten. For over 50 years, we’ve been supporting those with coeliac disease and related conditions by providing trusted advice, funding vital research, and campaigning for better access to safe gluten-free food. Our work ensures that no one’s life is limited by gluten.

About the role

The Community Events Assistant will play a vital role in supporting the charity to meet our strategic aim to provide support and connection for people affected by coeliac disease when and where needed. You will play a key part in making sure that Coeliac UK’s public events, whether run by the charity’s staff or our volunteers, and participation in larger events are successful by supporting their planning, management, and delivery.

This role sits within the Audience Engagement Department and will involve working with teams from across the department and the wider charity. This is an excellent role for an individual looking to start a career in the charity sector or in events management, with or without prior events experience.

Responsibilities

Supporting the charity with the administration and planning of events:

• Event ticketing: Set up and manage the ticket platform for Coeliac UK and volunteer-led events, including event emails and tracking links for monitoring marketing success
• Event promotion: Coordination of our printed events supplement with our marketing team, agreeingon promotion for volunteer events and actioning accordingly, ensuring volunteer events are listed on the website.
• Event logistics: Support with venue selection, liaison with event organisers, booking of hotels, hiring cars, and other event logistics, ensuring best value for money while maintaining flexibility
• Event queries: Answer queries from volunteers, members, and the public with professionalism and empathy. Responding to telephone, web, and email enquiries.
• Events Data Management: Ensure that event bookings are loaded onto CRM from the ticketing platform
• Events Feedback: Support feedback through event surveys and record information on CRM
• Event Hardware: Manage requests and bookings for event hardware. Ensure hardware is in good condition, packed, and stored safely for future events
• Event Collateral: Manage printed collateral for events, ensuring numbers used at events are known and that supplies are ready for the next event. Collate and send out relevant event collateral to volunteers. appropriate shop merchandise at any events
• Event staffing: Running a board of staff and volunteers supporting events and raising any concerns with numbers, in good time.
• Event Set up and Participation: Set up and represent the charity at events where necessary around the UK – this will require some weekend and out-of-hours working. And may require an occasional overnight stay.

Skills, Competencies, Experience & Attributes

Knowledge, Skills & Experience:

• Customer Care Experience: Previous experience working on events and with volunteers would be an advantage
• Organisational Skills: Ability to plan and prioritise workload effectively.
• Communication Skills: Good written and oral communication skills, with the ability to engage confidently with volunteers, staff, other organisations and the public.
• Interpersonal Skills: Strong interpersonal abilities to connect with volunteers, suppliers and our community face-to-face, over the phone, and online.
• Attention to Detail: High level of accuracy in all tasks, particularly in data entry and communication.
• Self-Motivation: Ability to work independently and manage time efficiently.
• Technical Skills: Proficient in Microsoft Office (Outlook, Excel, Word). A clean UK driving licence would be an advantage to drive a hire vehicle to transport equipment and collateral to events. Experience with databases, ticketing platforms, wordpress and social media would be an advantage.
• Enthusiastic Team Player: Willingness to collaborate within a lively and friendly team environment.

Compensation & Benefits

• Pension: New recruits are automatically enrolled on our Group Personal Pension Plan. We are proud to share that as an employer, we match contributions of up to 6%.
• Holiday entitlement: The basic holiday entitlement is 33 days leave per year, inclusive of 8 bank holiday days. The holiday year runs from January to December. Team members also benefit from our three-day closure over the Christmas period.
• Family-friendly policies: We have a range of flexible family-friendly policies to support our employees with a healthy work-life balance, including enhanced maternity and paternity pay.
• Wellbeing: Coeliac UK supports our team’s wellbeing, offering access to a free counselling service provided by Zurich Insurance. We have a private wellbeing room at our head office, and mental health first aiders are ready to support any team member in need. We conduct a mental health survey each year, but all team members also have the option to complete a private mental health survey through the platform WeThrive at any time, which will offer personalised recommendations. We also actively participate in Mental Health Awareness Week, through organised activities and sharing resources.
• Development: Coeliac UK is committed to the training and development of its employees. We have a performance review and development scheme designed to help all staff to develop in their roles. Financial support may be offered to individuals who are studying for professional qualifications related to their roles, with time off for study periods.
• Our office environment: In 2024, we moved into our office, which provides team members with an open and comfortable space to collaborate, connect, and work. We are located in a central, easily accessible location, with a staff restaurant and on-site parking available.

Working locations

• Hybrid model, working in the High Wycombe office and remotely
• Some travel around the UK & occasional weekend work required.

How to apply

• Please apply with your CV and a covering letter to [email protected]. Applications without a covering letter will not be considered.

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