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48 Week Placement Opportunity – Event Project Administrator/Junior Event Project Manager
Approximate start date: 10 August 2015

Role 
A broad experience will be provided in all areas of the business, including administration, graphic design, IT, audio-visual, video and sound production. This experience will be directly related to the events which Glasgows manages.

Job specification
Starting as an Event Project Administrator training to become a Junior Event Project Manager (we anticipate this training to be over a period of 6-8 months with the final months of placement allowing the student to lead a relevant event project supported by the Project Manager/Mentor) Specifically, the post holder will be required to: –

  • Work with the project team/s to develop the best systems that support each project, based on the requirements of that project.
  • Where applicable set-up, maintain (input and update project databases) and monitor the agreed systems.
  • When required, take the lead on systems development to include, setting up websites for specific event projects including drafting content, suggesting layout, continued monitoring and making suggestions for improvement and providing a liaison between the client and Glasgows IT services.
  • Provide administration of the tender process, including setting up job numbers, electronic folders, recording deadlines, printing and collating complete tenders sending complete tender documents by email and/or courier
  • Provide assistance in any research required for tenders and projects, including venue searching and the production of associate reports, liaison with external agencies in the searching and selection of professional speakers, conference facilitators and entertainments.
  • When required, work with the Project Manager in the development of event theme and content, including the sourcing of specialist external suppliers.
  • Working with the Project Manager, provide assistance in the marketing and promotion of events utilising a variety of communication channels including Twitter, LinkedIn and Facebook.
  •  Answer and process delegate queries by a variety of communication methods for the projects you are working on and when appropriate / necessary assist other members of other project teams.
  • Undertake written and verbal communication with clients, delegates, venues, caterers, transport organisations, exhibitors, speakers and any third party organisation involved in the delivery of the project/s.
  • Prepare and produce all elements identified by the project team/s where you have been given responsibility (this list is not intended to be exhaustive and must be negotiated within your project team, items such as delegate packs, inserts, badges, floor plans, tent cards, stationery items, feedback forms and questionnaire analysis).

Flexible working

We strive to have a healthy work life balance for all employees and we expect and offer full flexibility for all project staff. Core hours will remain the same for all staff. However, Project Administrators must adopt a flexible approach to working outside these core hours when necessary.  Overtime rates and overnight payments will not apply.

The amount of work required outside core hours should be assessed, anticipated and planned by yourself and the project team/s with which you are working. The needs of the project are paramount and we expect full team effort from all members of the project team. Therefore, the amount of time working outside core hours will not be prescribed.

The post holder will be required to work away from the office and this will include overnight stays. The number of times you will be required to attend events will not be prescribed. The project team/s will determine this during the planning stages and will take into consideration the role you are fulfilling on each project. Transport, accommodation and meals will be provided in these
circumstances.

As the post holder is part of a project team/s and due to the fact that each project will have a greater or lesser number of core deliverables, you will be expected to be proactive in your support of the project team/s and assist with other tasks reasonably required by the project and assigned by the Project Manager.

Salary

£12,304.50 before any applicable tax and NI deductions.

To apply

Please send a covering letter detailing why Glasgows should consider you for the 48 week placement opportunity and a CV indicating relevant experience in events, hospitality or related industries. You should email your covering letter and CV before the application closing date of Friday 27 February to Andy Ray:

andrewr@glasgows.co.uk

Office phone: 01772 767540

Glasgows is an equal opportunities employer and is fully committed to a policy of treating all job applicants and employees equally regardless of race, colour, ethnic origin, nationality, national origin, religion or belief, sex, sexual orientation, gender reassignment, age, marital or civil partnership status, disability, or offending background.

Please note that we can only consider applications for those legally entitled to work in the UK.

Glasgows has detailed Equal Opportunities and Dignity at Work Policies that must be upheld by its employees and casual workers. If you are appointed, you will be required to accept these provisions on appointment.