Events Officer

Job Description

Reports To: Communications and Membership ManagerLocation: Cardiff - agile working from home or in the office with monthly face to face meetings in Cardiff as a minimum.Hours of Work: 28 hours per weekAnnual Leave: 25 days per annum pro rataMethod of Pay: Salaries are paid directly into staff member’s nominated bank account on the 15th of each monthPension: Children in Wales’ employees are automatically enrolled to the Workplace Pension Scheme, but you may choose to opt out.A Place of work: Agile working from home or in our Cardiff officeThe deadline for applications is 9AM on Monday 15th April 2024Interviews will take place on Monday 22nd April 2024Background to the Role:This role is to develop, manage and implement an events calendar for Children in Wales, which delivers engaging events for our members, as well as supporting the delivery of events for our young volunteers.You will work within the Communications and Membership Team and work closely with colleagues across the organisation, including our Young Wales and Training departments to coordinate and organise a variety of events.You will help us to develop a series of new events to bring our members together, as well as overseeing the delivery of existing core events such as the Young Wales Annual Festival and our AGM. There will also be a role in scheduled events such as in-personand online training, and supporting the development of a presence at national events that link to our strategic objectives and mission.You will work closely with colleagues across the organisation, as well as with external suppliers and partners, providing administrative assistance and taking specific responsibility for the smooth running and successful delivery of our events.This role requires the ability to manage budgets, logistics and arrangements to ensure the smooth and professional execution of the events programme throughout the year. The ability to be flexible around events, to be present at them and to be availableimmediately following the events for any post-event activity (e.g. debriefing, liaison with the venue about collection of goods), is crucial and we operate a time-off-in-lieu system to enable any overtime to be claimed back at a later date.Main duties and responsibilities

• Develop and maintain a calendar of events for Children in Wales members that engages current members and helps attract new ones (with the Communications and Membership Manager and input from the Senior Leadership Team). These to include the delivery ofexisting events such as our Policy Council meetings (when run in-person), alongside the establishment of a series of new, member-focussed events (seminars, conferences, networking events).
• Oversee the delivery of our Annual Young Wales Festival, a key opportunity for young people to have their voice heard by Ministers and a fundamental element of the aforementioned events calendar.
• Lead on the delivery of events for the organisation as the principle point of contact for queries for both external and internal stakeholders.
• To negotiate partnerships and/or sponsorship for events, with external parties, working in collaboration with internal colleagues.
• Oversee staff resourcing at events and during the lead-up (ensuring colleagues know their roles and are appropriately briefed) and ensure that there is effective internal communications to staff, Managers and the Senior Leadership Team.
• Project manage individual events from concept to completion, including development, production and delivery. This includes, but not limited to: agenda (with input from appropriate colleagues), venue search and negotiation, speakers/entertainment sourcing(with input from appropriate colleagues), branding & design, event logistics, overseeing registration & delegate services, and ensuring that invitations are sent and RSVPs recorded.
• Deliver events on time and within budget.
• Collate regular Event Reports to include attendee numbers, feedback and performance against KPIs and budget, and considerations for improvement for the future.
• Working with the Communications and Membership Manager, produce compelling marketing and engagement content that promotes, engages and supports members with the aim to improve event registrations.
• Create and manage a record of venues, caterers and providers and develop relationships with venue managers to enable smooth planning of events.
• Market events directly to members and on social media channels ensuring collateral is prepared and delivered on time, accurately and in line with Children in Wales’ brand specification.

• Monitoring and maintaining an events inbox and answering any queries;
• Responding to external information requests;
• Working according to all organisational policies and procedures;
• Updating and maintaining internal procedural documentation;
• Assist the Communications and Membership Manager with any ad hoc duties and projects
• To participate fully in the activities of the organisation, and undertake any other tasks requested by the relevant manager