Support Assistant - Sponsorship and Events

Northern Ireland
01 Jun 2018
End of advertisement period
17 Jun 2018
Contract Type
Full Time

The post holder will support a wide range of sponsorship and events activities designed to engage with and influence targe

Ref: 1730207

Responsible to: Sponsorships and Events Coordinator 
Reports to: Sponsorships and Events Coordinator

Job Purpose

The post holder will support a wide range of sponsorship and events activities designed to engage with and influence target markets.
Main Duties

1.    Book and co-ordinate school visits and talks as part of the University's Schools and Colleges Engagement Strategy both on and off-campus.
2.    Attend recruitment events, both on and off campus, to provide information on Ulster's portfolio of courses.
3.    Liaise with schools' careers teachers and other careers professionals on requests for Careers Consultants to attend events, deliver presentations and provide careers guidance in school and colleges.
4.    Be responsible for the delivery and recording of all communications with schools and NI enquirers through the effective management of the CRM system, To include regular reporting on the delivery of the communication plan and performance reports on staff communications and follow-up.
5.    Be responsible for maintaining and developing an up-to-date database of school and other stakeholder contact information as part of the CRM system.
6.    Provide management reports to the Student Outreach and Recruitment Manager on numbers of school visits, communication with schools and visit feedback.
7.    Control all bookings and costs related to careers fairs and conventions, raise purchase orders, negotiate rates including ROI fairs, UCAS NI and UCAS GB Fairs.
8.    Liaise with Faculty Business Partners on the co-ordination and management of career fairs and school visits.
9.        Assist with the planning, booking and delivery of advice days during the 'A' level results period.
10.    Support the Student Outreach & Recruitment Manager, Events & Sponsorship   Coordinator and wider team in the organisation of Open Days through the provision of administrative support including the management of all invitations and acceptances, booking of rooms, coordination of signage and collection of information for the 'Guide' and open day web pages.
11.    Be responsible for the coordination of Open Day campus activities by faculties and external stakeholders.
12.    Be responsible for the management of the all student guides at Open Days and NI UCAS Fair including their recruitment, training, briefing, supervision and payment.
13.    Be responsible for selecting, ordering and managing stock of promotional materials to support school & college recruitment activities.
14.    Manage use of purchase card for ordering of consumables and other items and providing spend reports.
15.    Provide administrative support for a wide range of events, including Work Experience Week, Careers Fairs, conventions and employer events both on and off campus.
16.    Deal with mail and respond to routine enquires both oral and written in a timely and effective way.
17.    Use Microsoft office for a wide range of documents, letters, mail merge, spreadsheets, minutes, papers and memoranda.
18.    Carry out general office duties e.g. sorting/distribution and circulating mail, other documents and information, booking rooms, photocopying, arranging for printing, and reserving car parking.
19.    Participate in effective liaison with relevant internal departments and external organisations, in order to facilitate the exchange of information to support the business of the Marketing & Communications Department.
20.    Undertake appropriate staff development to ensure knowledge and experience are developed and updated to meet the requirements of the post.
21.    Undertake other duties commensurate with the grade and scope of the post.

The University is committed to developing all employees and operates a Developmental Appraisal Review (DAR) which is mandatory.  You will be required to meet with your manager at least once every two years as part of the DAR process.  If you have line management responsibility for other staff you will be required to conduct a DAR meeting with your staff at least once every two years. 

All staff in the University have a responsibility to comply with the University’s Equal Opportunities Policy and Health and Safety Policy.  Line Managers have particular responsibility for ensuring compliance with these Policies within their own area.