ABOUT US Founded in 1807, we are the oldest geological society in the world. Today, we are a world-leading communicator of Earth science – through publishing, library and information services, cutting-edge scientific conferences, education activities and outreach to the general public. We also provide impartial scientific information and evidence to support policy-making and public debate about the challenges facing humanity. We aim to be an inclusive and thriving Earth science community advancing knowledge, addressing global challenges, and inspiring future generations. We exist to support Earth scientists, grow interest in the natural world, and connect science, the profession and society. We do this to advance and share knowledge of planet Earth and beyond for the benefit of humanity. We have a membership (Fellowship) of c. 11,600, more than 2,000 of whom are based outside the UK. Approximately 3,000 are Chartered Geologists or Chartered Scientists - professionals who have demonstrated a high level of technical competence in their field and a commitment to professional ethics. We are licensed by the European Federation of Geologists to award the title of European Geologist and work with partner bodies in the UK to maintain specialist professional registers. We also accredit undergraduate and MSc degree programmes, and in-house professional training schemes provided by employers. We are a registered charity, with a team of around staff 50 located in London and Bath. OUR STRATEGY We seek to: 1) Advance multidisciplinary Earth science to inform global issues Provide a high-profile and varied science program across five strategic scientific themes Be active in policy development, build close connections to policymakers and act as a gateway to Earth science expertise 2) Be the inclusive and collaborative home for UK Earth scientists and increase our international orientation Provide a clear commitment and path to better diversity, equality and inclusion across the organisation Deploy an equitable, accessible membership model which targets under-represented demographics Commit to collaborating with peer organisations in UK and internationally, and develop a strategy for partner engagement 3) Support professional development, careers and education in Earth science Support the professional development of Earth scientists including professional training and support for pathways towards Chartership Invest in our relationships with academic institutions Foster future generations of Earth scientists by communicating the importance and societal relevance of Earth science 4) Become a dynamic and responsive organisation with a strong digital identity Use technology, combined with a dynamic and responsive operating approach, to improve processes Efficiently adopt digital solutions to improve our members’ experience and to support UK-wide participation in Society activities and business Improve the consistency and focus of our branding and adopt a cleaner design for our website OUR VALUES Throughout everything we do, we strive to: Be collaborative Lead and embrace change Be equitable, inclusive and diverse Pursue excellence in all we do Deliver the highest standards of service OUR PEOPLE The Society employs c. 50 staff at its offices in London and Bath. It is governed by a 23-strong Council of trustees. Volunteers play an essential role in running the Society and delivering its activities, working in partnership with the staff, participating in committees and working groups, convening conferences, editing publications and taking part in communication and outreach work. JOB DESCRIPTION Role: Events Coordinator (Hybrid, Conferences & Training Courses) Salary: £28,000 per annum Reports to: Head of Events, dotted line to Senior Training Courses Manager Direct reports: None Contract: FT Permanent Location: Burlington House, London with opportunity for some remote work Purpose of the role : You will assist the Head of Events in delivering our exciting new conference strategy and support the Senior Training Courses Manager on the development and coordination of a portion of training courses with a 50:50 split. You will be an integral link between the various activities occurring within the Department and will support the team in setting high standards of professionalism and service. You will also be a key point of liaison with groups of the Society as well as kindred organisations to ensure the success of our events and Training courses. Responsibilities Overall To develop effective working relationships with society stakeholders, conference convenors training course committee and course speakers. To develop effective working relationships with Geological Society specialist group committees To coordinate Committee meetings with the Chair of the Science Committee and produce the meeting papers and minutes from these meetings on occasion. To produce and meet budgets for own events in consultation with the Head of Events, Senior Training Course Manager and related convenors. To negotiate speaker fees and delegate fees for training courses and events. To prepare and execute detailed marketing plans and high-quality designed materials for promoting assigned conferences to delegates. To liaise with convenors with regards to sponsorship of events. To create content for and update the conference pages on the website. To undertake speaker liaison and administration. To make any other logistical arrangements that are necessary for the smooth running of events, including processing delegate registrations. To ensure that all events are accessible and organised within the disability discrimination legislation. To process received invoices and raise external invoices relating to sponsorship, group registrations, catering, and other expenses To assist with venue hire activities when needed as requested by the Head of Events To create content for and update the training course pages on the society’s website To undertake adhoc administration when required by Senior Training Courses Manager and the Head of Events Event Coordinator (Hybrid Events) To succeed in this role the candidate will be highly organised, with excellent written and verbal communication skills, have experience managing virtual and hybrid events and the ability to work with senior professionals. You will have meticulous attention to detail and great customer service skills. You will also support on other events also run by the society’s venue hire team. A candidate with an understanding of membership organisations/charities and confidence in presenting is also desirable. Event Coordinator responsibilities and expectations Type and word-process various documents and electronic information Create financial and statistical tools and reports using spreadsheets (we will provide initial training/guidance) Manage, organise, and update relevant data using database applications (as above) Analyse and interpret statistics and other data and produce relevant reports (as above) Interpret instructions and issues arising, and then implement actions according to administrative policies and procedures Research and investigate information to enable strategic decision-making by others Arrange and participate in meetings, courses, and project team activities Adhere to policies and procedures relating to health and safety, and quality management Adhere to procedures relating to the proper use and care of equipment and materials for which the role has responsibility Be proactive in identifying areas for potential improvement in existing systems Communicate and provide information by relevant methods internally and externally to assist and enable organisational operations and effective service to connecting groups To ensure that positive working relationships are created with other departments at the Geological Society Undertake other tasks consistent with the role as reasonably required by the Head of Events and Senior Training Courses Manager Person Specification Good standard of written and spoken English Excellent interpersonal skills, with the ability to be diplomatically assertive Excellent forward planning and organising skills Keen to work in a team environment with a positive attitude Keen to learn and develop in a range of areas, including event/training organisation, marketing, and sponsor liaison. Able to juggle multiple projects and areas of work Flexible. On occasions, there may be courses and events that run outside typical working hours that need to be covered by the wider team Strong eye for detail REQUIREMENT DESIRABILITY E – Essential, D – Desirable Qualifications, education, training Good general level of education ( GCSE’s/A-Levels) E Degree educated D Experience Holding in person events E Holding hybrid events E Customer service skills E Zoom proficiency D YouTube proficiency D Knowledge General administration E Understanding of the importance of high quality E customer service CRM D Invoicing D Skills and competence Competent IT skills including the full range of E commonly used Microsoft office software (Excel, E Word, Outlook, SharePoint) E Numerate E High standard of written and spoken English E Strong communication and interpersonal skills E Microsoft Dynamics 365 (CRM systems) D Personal attributes Self-motivated, with the confidence to act pro-actively E and independently E Positive, can do attitude E Confidence to work with a wide range of clients E internally and externally How to apply Please let us know if you will require any special provisions to be made should you be called for an interview. As part of our inclusive recruitment initiative, we have introduced the concept of blind recruiting in order to evaluate applicants solely on their skills and experience. Ensure that you have included your contact number, as well as dates when you will not be available or might have difficulty with the indicative timetable. All applicants must have the right to work in the UK. The Society is an equal opportunities employer. The post-holder will be expected to adhere to and support the Society’s commitment to diversity, equality and inclusion. RECRUITMENT TIMETABLE Closing date for applications: 14 April 23 Interviews: wc 17 April 23 Job starts: ASAP These dates may be subject to change. The Geological Society will only consider candidates who send a cover letter with their CV Job Types: Full-time, Permanent Salary: £28,000.00 per year Benefits: Cycle to work scheme Schedule: 8 hour shift Monday to Friday Supplemental pay types: Performance bonus Ability to commute/relocate: London: reliably commute or plan to relocate before starting work (required) Experience: Events: 1 year (required) Work Location: Hybrid remote in London The deadline for Applicants is Friday 14 April 12:00 BST
Last updated on Mar 26, 2023