Event Coordinator

Description

Main Purpose(s)

The purpose of this role is to co-ordinate and deliver a successful programme of events across the BUCS sporting programme. Ensuring effective relationship management with volunteers, suppliers, national governing bodies (NGBs) of sport, and other key stakeholders to deliver high quality events to our member institutions and their students.

Main duties and responsibilities

Event Planning & Delivery

• Plan and deliver an array of individual and team sporting events - including supporting some which are part of the BUCS flagship series including but not limited to ‘Big Wednesday’ and ‘Nationals’ events.
• Coordinate the operations of event delivery - including but not limited to, all pre-event planning, on the day event delivery, and post-event review and future development.
• Create and maintain relationships with external suppliers - including venue contacts, sub-contractors, professional services, and any other providers.

Undertake all event administration, including:

• Creating, monitoring, and progressing event delivery plans to ensure timely decision making and delivery of excellent events for BUCS members.
• Timely preparation and publication of all event information on the website.
• Ensure entries are received and processed efficiently through the Competition Management System, BUCS Play, ensuring that sufficient time is allowed for all pre-event draws/seeding in undertaken prior to information being published.
• Develop and implement individual event planning and risk management documents.
• Ensure the accurate preparation and management of individual event budgets.

Event Review & Partnerships

• Actively work to increase the quality of events by seeking feedback on student experience and identifying areas for improvement using the event matrix and development plans.
• Recruit, deploy and support all volunteers and officials for events.
• Work with 3rd party organisations to coordinate and deliver 3rd party events.
• Work with the relevant staff from National Governing Bodies (NGBs) and Event Management Groups (EMGs) to improve and sustain the sporting experience for all events.
• Work with NGBs and EMGs to annually review regulations and entry requirements.
• Work with the Digital and Engagement and Commercial Departments to ensure all sponsor, marketing and media/broadcast activities and internal and external communications are delivered effectively.
• Work with the BUCS CMO and Chief Physio to appoint Doctors, Physios and Paramedics to events.
• Work with Data and Insight Team to support the review of events and increase understanding of participant database.

Collaboration

• Provide support to the Event Team with on the day event delivery as and when required
• Support with the review and development of the sports events through the Sport Review Cycle, in working collaboratively with the competitions staff team
• Work with colleagues and the National Competitions Group to support sports through necessary programme changes and adjustments.
• Undertake duties as can be reasonably expected to ensure the smooth running of BUCS and in compliance with BUCS policies and governance processes.
• Work with members to collect and receive feedback on your events.

Other

• This role will involve weekend and evening work and overnight stays at BUCS events.
• Frequent travel to the London Office is required, please be ensure you are comfortable with this.
• The post holder must have a clean driving license and be a confident driver.
• Professionally represent BUCS at all times.
• Undertake any other relevant tasks that are commensurate with the role as required.

PERSON SPECIFICATION

BUCS is a Disability Confident Committed and Equal Opportunity Employer. We value diversity and are committed to fostering an inclusive and supportive work environment. We make all employment decisions without regard to age, national origin, race, ethnicity, religion, belief, gender, sexual orientation, disability, or any other characteristic protected by law.

Research shows that some people don’t apply for a role if they feel they do not meet 100% of the person specification. We encourage you to apply for this role if you feel you meet the key skills and knowledge listed below, even if you feel you do not have all of them. We are passionate about identifying the right people to help us develop and thrive.

The ideal candidate will have strong attention to detail, possess great planning and organisational skills and have a passion for delivery high end sporting events to the student population. They must have the desire to be part of an exciting, fast-paced and customer focused environment.

Essential knowledge or experience

• Knowledge and experience in administrative tasks and data management.
• Experience coordinating projects and ability to meet deadlines.
• Practical experience of professional event delivery.
• Understanding of the HE sport sector and event delivery.
• Experience of event services, such as media, catering, accommodation and volunteering.
• Competent user of Microsoft Office, in particular Excel.

Essential skills and abilities

• The ability to analyse and solve problems.
• The ability to work well in a team and independently.
• Good written and verbal communication skills.
• Flexible and conscientious approach to work.
• Excellent planning and organisational skills.
• Evidenced experience of delivering excellent customer service.
• Excellent people skills to work with stakeholders to deliver successful events.
• Ability to develop and implement event planning documents.

Desirable knowledge or experience

• Effectively managing budgets with the support of senior staff.
• Previous experience in a Coordinator or Officer role.
• Experience of commercial relationships.
• Experience of working with Media and Broadcast teams.
• Understanding of BUCS sport and Higher Education structures, competitions and event schedules.
• Experience of working in a membership organisation.
• Knowledge of managing event budgets.
• Knowledge of multiple different sports.
• First Aid qualification.