Events Coordinator

The Scout Association

Hours
35 hours per week

About the Organisation

Scouts and everyone are welcome here - all genders, races, and backgrounds. We give over 400,000 4–25-year-olds the skills they need for school, college, university, and the job interview: the skills they need for life. Right across the UK, we’re helping young people gain skills for life and find their place in the world. We help them speak up, play their part, and shine bright. Scouts is the place to be yourself and find yourself.

These are young people who are not afraid to stand up for what they believe in, to do the right thing, and to think of others before themselves. At a time when communities sometimes feel divided, Scouts brings people together. We’re building stronger communities and contributing to a stronger society. All this is made possible by the generosity of our adult volunteers.

Now’s a challenging time for us all, but Scouts has never been more important - giving young people purpose, hope, and a place to belong. With the launch of Squirrels for 4–6-year-olds and opening more units in even more areas of deprivation, we’re making more of a difference

About the role

Scout Adventures at Gilwell Park delivers exciting events for thousands of young people each year. We’re looking for an Events Co-ordinator to help plan, organise, and deliver unforgettable events, from first booking to final delivery. This is a hands-on role for someone who enjoys organising details, working with people, and bringing events to life.

Responsibilities

Event Coordination:

• Lead the customer booking journey for our growing calendar of events with an eye for detail and a focus on customer excellence. Be the complete event experience owner in cooperation with the Gilwell Park operations and customer service teams.
• Be the key point of contact for the organisation when planning events at Gilwell Park. This includes liaising with internal stakeholders and departments within Scout Adventures and the broader Scout
• Association, as well as suppliers, contractors, and external stakeholders.
• You will have the ability to design and deliver a quality customer event experience whilst working within an agreed budget.
• Be responsible for all event technology systems that assist with the booking, planning, and delivery of our events. You will proficiently use a wide range of IT systems and technology platforms, including the ability to learn event-specific systems such as Events Air and Cinolla.
• Collaborate with the wider Scout Adventures team to assist with the marketing, merchandising, and branding of all events.
• Collaborate with relevant internal and external stakeholders to create a sector-leading events experience.
• Creation and coordination of event logistics, providing a seamless customer journey

Event Delivery:

• Be a key point of onsite contact during the delivery of events. The range and scale of events at Gilwell Park vary throughout the year. We deliver youth events to all age ranges, from Squirrels to Network ages, and are developing our adult training offer for members and the wider public. The size of events ranges from 100 people to 2500 people across the year. The successful candidate will ideally have a range of experience working at this scale and breadth.
• Be responsible for the quality assurance of all events, collating and analysing feedback, and striving for the continual improvement of our events.
• Collaborating with the operational team to deliver events as per event plans and customer expectations.
• Ensure the safety and well-being of all visitors by understanding event safety management processes.

Other Duties:

• Assist the wider customer bookings team with taking bookings and responding to enquiries.
• Assisting with checking in/out groups and liaising with guests.
• Act as duty manager/on call, during core periods of event delivery

Skills, Competencies, Experience & Attributes

Skills and Abilities:

• Ability to build personable and effective relationships with customers, staff, and all volunteers
• A methodical approach to project planning and the ability to coordinate multiple events.
• Competent IT skills, especially in Microsoft Office applications and cloud-based business systems (booking systems, Teams, etc.)

Knowledge & Experience:

• Understanding of working within an operational events business, with the ability to work dynamically in a fast-paced customer-facing environment.
• Previous involvement and experience in the events industry, delivering events, is essential
• Experience working with guests or customers to build a programme, timetable or similar bespoke product that meets their needs.
• Evidence of managing multiple lines of communication in a team structure and internal/ external stakeholders.

Personal Qualities:

• A professional, systematic, organised, and efficient person who can prioritise their workload to defined deadlines.
• Ability to adapt to changing situations, cooperate with and respect others in the team, and consistently communicate calmly.
• A robust awareness of keeping young people and volunteers safe, noticing safeguarding and welfare concerns, and understanding how and when to take appropriate action
• An excellent role model who promotes exacting standards, integrity and commands trust and confidence from others.
• A team player who can work collaboratively as well as using own initiative

Other Essential Criteria:

• Willing to travel to other UK Scout Adventure locations as required
• Willingness to undertake training
• Comfortable working on a rota basis, including weekends and evening shifts, on a 5-day basis.

Compensation & Benefits

• 28-day holiday plus 3 days extra off  Christmas and New Year, 2 years of service, 32 days of Holiday
• Personal Leave per year: 4 days, volunteer leave per year: 5 days
• Sickness absence 3 months sick pay, simply health scheme
• Season ticket loan, scout store 25% discount
• Free car parking and minibus service
• Cycle to work scheme
• Perkbox discount scheme
• Personal Pension scheme 3% contribution, Scouts 6% contribution, and contribution 10% Gross salary.
• Family-friendly employer and pay Maternity and Adoption leave (13 weeks full pay, 13 weeks’ half pay, 13 weeks’ SMP)
• Paternity leave 4 weeks full pay
• Death Scheme pays four times the salary pay

Working locations

• Gilwell Park, Essex, United Kingdom

How to apply

• Before making an application, please make sure that you’ve read the Recruitment and Selection Policy.
• Please submit your online application, including a CV and supporting statement outlining your suitability for the role by 23:59 pm Sunday, 8th February 2026.
• To help us monitor the application of our Equality, Diversity & Inclusion Policy, we’d be grateful if you'd also complete the Recruitment Monitoring questions on the Application Form.
• If you'd like to find out more to see if this role suits you, we'd be very happy to have an informal chat; please contact [email protected] to set up a call or virtual meeting.

Interviews

• Interviews will be held in person at Gilwell Park on Monday, 16th February 2025

Policies

The Scouts is an equal opportunity employer, and we are committed to fostering an inclusive environment where everyone feels valued and empowered to contribute. We offer flexible working arrangements to support diverse needs and lifestyles, ensuring that our teams can thrive both professionally and personally.

We welcome and encourage applicants from all walks of life, believing that varied perspectives strengthen our innovation and community. Your unique experiences and ideas are essential to our success, and we look forward to hearing from all voices.

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