Job Description Job Title: Internal Events Coordinator Department: Conference Reporting to: Head of Conference & Events Background Homerton College was founded in the 18th Century, moved to its current location in 1894 and was granted a Royal Charter as a self-governing College of the University of Cambridge in 2010. Located within easy reach of the historic city centre and within 5 minutes of Cambridge mainline station, the College has over 1,000 students and a Fellowship of over 70. Over 700 students live on the site. The College is set within 26 acres, much of which is landscaped gardens and park land and its conference and event facilities comprise a dedicated modern Conference Centre. Ample free on-site parking and fabulous location close to the railway station and proximity to London is also an attraction for conference organisers. The College has a thriving Conference business which represents a vital source of income to the College. As well as the purpose-built conference centre with 6 meeting rooms, there are a further 22 flexible meeting rooms, 5 versatile dining rooms and over 500 en-suite bedrooms available for letting during the vacation periods. The conference department is the central booking resource in college for all departments and so staff must be able to multitask to facilitate many differing demands seamlessly. The Catering Department, with whom a close working relationship is required, provides all onsite operational food and beverage delivery for events booked. They provide refreshments for a wide variety of events and meetings, both College Formals, daily catering and private college bookings as well as all external events. Homerton is the largest college in the city with a real focus on diversity, equality and wellbeing as well as excellence in education. Internal Events Coordinator January 2025 Page 1 of 3 Job Summary Day to day management of internal meeting, bedroom and catering enquiries from students, Fellows, Management and College staff, ensuring that these are booked and delivered according to agreed College policies. Daily administration of Customer Hub, the online internal booking system. Building and maintaining good working relationships with all internal customers, students and staff, both in support and academic roles and working closely with Key stakeholders. Key Responsibilities - Internal Bookings • • • • Manage college internal diary to ensure optimal use of meeting room spaces available for internal events, allowing space for size and scale, when required, of external as well as large college events Respond to and manage enquiries received through the Customer HUB system in Kinetics Respond to emails, phone calls and in person enquiries relating to all college business and attend any subsequent departmental meetings to fine tune details with the relevant department Heads and/or organisers Support all aspects of the enquiry process and respond to internal clients, including issue of enquiry form through to preparation of event proposals and all subsequent administration, including invoicing & risk assessments where required Ensure booking forms and all subsequential details required are completed accurately by students, Fellows and staff including budget approvals and PREVENT details Highlight any events potentially of concern to the Head of Conference and Events Management of all QW Guest Room bookings, as well as responding to Fellowship/alumni or other internal management requests for the Fellows Guest Rooms Liaise with college internal departments including Tutorial, HUS, Senior Tutors office, Wellbeing, Changemakers, Alumni & Finance for termly organisation and administration- related meeting space requirements and college dinners • Attendance at weekly catering meeting, representing internal business as needed • Weekly meetings with Senior Internal Executive to discuss relevant issues with complex • • • • queries Deal with all Faculty booking requests Liaise with Catering Management and Executive Chef re menus, timings & delivery details, as necessary Support the Senior Executive with coordination and organisation of annual college events – inclusive of charter, graduation, matriculation, start of year - Alumni relations weekend events - Congregation, internal Christmas events & Changemakers. This will include confirming capacity, meeting attendance, negotiating menus & delivery with catering, finalising numbers & keeping Kinetics current and accurately updated when necessary. Coordinate internal summer schools, as well as school’s liaison residential bookings and visits. Assist wider Events team with group check in/check out annually during high season Reception desk coverage as part of a scheduled rota alongside other Event team members • • • • • • Internal Events Coordinator January 2025 Page 2 of 3 Person Specification Essential Knowledge, skills and experience • • • • • • • • • Excellent standard of written English and good verbal communication skills Good computer skills, including Microsoft Office Strong organisational and administrative skills Ability to build relationships Ability to problem solve and use own initiative Accurate with a focus on attention to detail A customer-focused attitude Previous experience in an event or conference environment Some flexibility in working hours is required Desirable • • • • • Ability to prioritise and to work to deadlines Self-motivated and able to work independently Previous collegiate experience Team player Friendly and professional Health and Safety All staff members are expected to observe all Health and Safety at Work regulations as set out by Homerton College, in accordance with its statutory obligations. Internal Events Coordinator January 2025 Page 3 of 3