Conference and Events Administrator

Edinburgh, United Kingdom
Nov 25, 2019
End of advertisement period
Dec 25, 2019
Contract Type
Fixed Term
Full Time

Application closing date: 08/12/2019
Salary: £21,814-£25,941
Package: plus excellent benefits

Job description

We are currently looking for 2 administrators to fulfil a 1 year Fixed term Contract which will be based, mainly in our Craiglockhart Campus with travel throughout the University Estate. The conference and events team market University facilities as a venue for meetings and conferences, as well as selling student accommodation to summer visitors and language schools.

The role

As part of the Conference, Events and Catering Department, you will provide administrative support in a professional way and will be a proactive first line of contact, both to internal and external stakeholders.

A consistent customer focused approach with excellent service delivery is a key aim of this role. This role requires discretion and the ability to handle sensitive information in a professional way.

Part of this role will be to support financial procedures for the department such as: raising and receipting purchase orders, summer accommodation credit card payments, using department credit cards and web requisitioning and raising customer invoices utilising the Aggresso system. Also, keeping accurate and up to date records on our systems, such as Saffron and, and appropriate bookings spreadsheets for the Summer Schools, management of internal bookings for our Rivers Suite in the Conference and Events booking system (CABS) issuing the appropriate contracts and finalising all requirements with relevant service departments.

You will also provide clerical support to the Sales and Marketing Executives in relation to our summer accommodation bookings, commercial lettings and language school business.

At times there may be need to work an evening or weekend day over busy periods so we need people with the flexibility to enable these times to be worked on occasion.

Who we are looking for

We are looking for people to demonstrate the University's values and behaviours and contribute actively to the development of an environment where colleagues feel proud, confident, challenged and supported; acting with respect and integrity at all times. Pro active in their approach to problem solving with the ability to prioritise and multi task. People who show a dedication to providing exceptional customer service to colleagues, students and visitors at all times.

Applicants must demonstrate:

  • The ability to engage with internal and external stakeholders, 
  • Excellent organisational skills
  • Previous work experience in a busy office environment and the ability to proactively take steps to support the enhancement of processes and procedures within the department to meet the needs of all customers
  • Excellent interpersonal and communication skills
  • Demonstrable customer service skills

To know more about this exciting opportunity please click here to view the role profile.

Benefits We Offer

In return, we offer a great working environment where we support ambition, recognise achievement and offer an attractive benefits package. This includes a minimum of 36 days annual leave (includes bank holidays), a generous pension scheme, professional development opportunities, discounted access to onsite sports facilities and a wide range of other staff discounts

Salary: Grade 3

Additional Information

Closing date: Sunday 8th December 2019 (midnight GMT)
Interviews to be held: Monday 16th December 2019

The University is committed to inclusion, demonstrated through our work in respect of our diversity awards and accreditations (Advance HE's Athena SWAN Charter) and holds Disability Confident, Carer Positive and Stonewall Scotland Diversity Champion status. More details can be found here.

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