Events & admin assistant
Salary: £18,000-22,000 pro rata, part time 2.5 to 3 days per week
Location: Huddersfield (central, by the railway station)
Type: Temporary to 31 March 2020, possibly with potential to transfer into permanent role from then
We are seeking an efficient, organised and enthusiastic events and admin assistant. This position will help ensure the smooth running of our national and regional events, training, as well as our wider work. You’ll be joining a small, passionate team dedicated to helping our members, made up of community groups around Britain, working to make a difference to sustainability, wellbeing and social inclusion.
The Association of Community Rail Partnerships is a national not-for-profit organisation. We support the fast-growing ‘community rail’ movement across Britain, which promotes sustainable travel, helps communities get the most from their railways, and brings people together.
We represent 61 ‘community rail partnerships’, plus 1,000 station ‘friends’ groups, social enterprises, and other community groups. Their activities range from promoting green tourism, to station-based arts projects for young people, to advising train operators on service improvements, to helping groups with disabilities access rail travel.
Our friendly team of 15 is based partly in our Huddersfield office, and partly from home. We run services, events and training around the country to help our members make a difference. We believe in developing our staff and helping every member of the team reach their potential.
About this role
This new, stimulating role will report into our administration manager, and will provide crucial support to our events manager, training and development coordinators, and wider team. The role is office-based, with occasional travel and overnight stays to support the running of events.
Our events and training programme is varied, expanding, and of great importance to us and our members. It’s geared at helping community rail groups to develop skills and awareness, share ideas and increase their impact.
You will therefore have a critical part to play, ensuring that our acclaimed annual seminars, conference, training courses and Community Rail Awards are efficiently organised and administered. This includes finding and liaising with venues, setting up and monitoring online bookings, helping to ensure promotions go out on time, answering delegate queries, registering delegates and assisting on the day, and analysing feedback.
As a member of a small close-knit team, you will also support a variety of other activities, from dealing with enquiries about ACoRP membership, to organising meetings with key partners.
Reporting to and supported by our experienced administration manager, you will also work closely with our events and training managers and other colleagues. Your work will include:
- setting up online event and training booking pages, and monitoring bookings, coordinating with our events/training and communications managers on promotion;
- promptly dealing with delegate queries by phone and email about venues and other practicalities, passing on queries to other team members if needed;
- helping to identify and liaise with appropriate venues for our events and training, booking catering and accommodation as needed, and making other arrangements;
- sending out information to delegates, and helping to liaise with speakers and partners involved in events, to ensure everyone has the information they need;
- helping our events and training managers to ensure that we are well-organised and prepared for events and training activities, such as ensuring we have the right materials, organising couriers and making sure rooms will be set up as needed;
- assisting on the day at larger events, such as running registration desks, and helping to coordinate and liaise with the venue;
- recording and analysing feedback, saving venue details, and carrying out other important administration to help us evaluate our success and develop our approach;
- supporting our admin team, and colleagues across the organisation, with other administrative tasks, such as fielding queries, organising meetings, updating databases, helping to ensure our files and folders are well-organised,
- contributing to and working with the wider ACoRP team as needed and appropriate, such as assisting with delivery of major projects, contributing your ideas on how we can improve, and taking part in team discussions.
Skills and competencies
- Experience in administration work is essential, and experience or an interest in events organisation is desirable
- You will need great communication skills, on the phone, by email, and face-to-face, including an ability to deal with and field queries and think quickly
- You must be able to demonstrate that you are meticulously organised, with a proven ability to juggle a range of tasks, plus a willingness to reprioritise or ask for help if needed
- Attention to detail and accuracy in what you do is crucial
- We need a fast learner, able to adapt to new ways of working, and follow protocols, as well as contribute ideas
- Good team working skills are important, so you can coordinate and communicate effectively with colleagues and partners
- You need to be experienced and competent using Microsoft Office, and have an ability to get to grips with new platforms (experience using Eventbrite would be an advantage)
- An appreciation of the community and voluntary sector, and enthusiasm for our work, will be useful in succeeding in this role.
Email firstname.lastname@example.org by 10am on 20 May 2019 with two attachments: your CV and a covering letter of no more than one side of A4 summarising why you are the ideal person for this job, and your relevant skills and competencies. Please include a daytime phone number.
First interviews take place on 29 May in central Huddersfield. Candidates shortlisted for interview will be contacted by phone. Due to our limited resources, we are unable to provide feedback to candidates who are not shortlisted.
The post is based at ACoRP’s office in Huddersfield, next to the railway station, but will involve occasional travel (by rail) and overnight stays. We encourage sustainable commuting.
This is a part-time position, at two-and-a-half to three days per week.
Flexibility and travel will be required, including occasional out of hours working and overnight stays. This is a temporary position until 31 March 2020, but with the potential to turn the role into a permanent post from this date, depending on performance and our financial position.
ACoRP is proud to be an equal opportunities employer.