JOB DESCRIPTION
To plan and coordinate a wide range of events on behalf of the Bishop of Carlisle, ensuring that all events are well‑organised and effectively managed from inception through to completion. The Events Coordinator will be the central point of contact for all event‑related activity at Bishops House, working closely with the Bishops Chaplain, the Bishop’s household and the wider Bishops House team.
The postholder will be based at Bishops House, Ambleside Road, Keswick, CA12 4DD. The role is primarily based at Bishops House with some requirement to attend Rydal Hall and other Diocesan venues.
RESPONSIBILITIES
Event Planning & Forward Planning
* Maintain a forward‑planning events calendar for Bishops House, ensuring that all upcoming events are identified well in advance and preparation commences at the appropriate time.
* Proactively manage event timelines, monitoring tasks, milestones and deadlines to ensure smooth delivery.
* Produce and maintain event planning checklists and briefing notes for each event, ensuring all parties are well informed of their responsibilities.
* Conduct post‑event reviews to identify learning and improve future event delivery.
Invitations & Booking Administration
* Manage the full invitation process for Bishops House events, including drafting and sending invitations, coordinating RSVPs and maintaining accurate guest lists using the Try booking system.
* Administer event registrations, follow‑up communications and any waiting list management through Try booking system.
* Ensure all event data is accurately recorded and maintained to support reporting and evaluation.
Catering & Hospitality
* Arrange and coordinate all catering requirements for events, including briefing caterers, confirming dietary requirements and ensuring presentation standards meet the expectations of Bishops House.
* Source and manage catering suppliers, obtaining quotes and ensuring value for money in line with the Bishop’s financial policies.
* Ensure that appropriate hospitality is in place for all events, including day‑to‑day hospitality, maintaining the welcoming and professional ethos of Bishops House.
Venue Management & Logistics
* Liaise with venue to coordinate bookings, room layouts, facilities requirements and logistical arrangements for events held there.
* Ensure that all equipment, materials, resources and room layouts required for each event are prepared and in place ahead of time.
* Conduct pre‑event checks at venues to ensure everything is in order, addressing any issues promptly.
* Manage the set‑up and break‑down of events at Bishops House and at other Diocesan venues as required.
Flagship & Specialist Events
* Royal Maundy: Provide coordination and administrative support for all arrangements relating to Royal Maundy nominations and associated ceremonies, liaising with the Lord Chamberlains Office and other relevant parties as required.
* Garden Party: Manage the nominations process for the Kings Garden parties at Buckingham Palace, coordinating all associated travel arrangements and communications with nominees on behalf of the Bishop.
* Clergy Spouse Events: Liaise with the Bishop’s Household to coordinate events for clergy spouses, including managing invitations, catering, programmes and any pastoral considerations.
* Support the organisation of residentials, teaching days and other gatherings as directed by the Bishops Chaplain.
Communication & Stakeholder Liaison
* Serve as the primary point of contact for event‑related queries from internal and external stakeholders, responding in a timely, professional and hospitable manner.
* Liaise with Diocesan departments (Communications, Finance, Property, Secretariat) and external suppliers to ensure joined‑up event delivery.
* Provide timely updates and briefing notes to the Bishops Chaplain on event planning progress.
* Responsible for sending out communications from the Bishop using relevant systems.
Financial Administration
* Manage event budgets in conjunction with the Bishops Chaplain, tracking expenditure and ensuring events are delivered within agreed financial parameters.
* Process invoices relating to events in accordance with Diocesan financial procedures.
General
* Uphold and promote the Diocese of Carlisles commitment to safeguarding in all event planning and delivery.
* To undertake Health and Safety duties.
* To assist the Bishop’s EAs with office administration.
* Undertake other duties as reasonably required by the Bishops Chaplain and Bishop’s EAs.
Some flexibility is required to support events which may occasionally fall outside standard hours; time off in lieu will be granted.
QUALIFICATIONS
Essential Criteria
Technical Skills & Qualifications
* Good standard of educational achievement.
* Demonstrable experience in event coordination, planning or events administration.
* Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint).
* High standard of written and spoken English.
* Experience of managing bookings, RSVPs or registration systems.
Knowledge & Experience
* Proven ability to manage multiple events simultaneously, with strong attention to detail.
* Experience of managing catering and hospitality arrangements.
* Experience of liaising with external venues and suppliers.
* Ability to manage event budgets and process financial administration.
* Experience of forward planning and producing planning documentation.
Behavioural Competencies
* Warm, hospitable and welcoming manner — the face of Bishops House to guests and stakeholders.
* Highly organised with excellent time management skills and the ability to prioritise effectively.
* Proactive and anticipatory; able to foresee what is needed before being asked.
* Calm and effective under pressure; able to adapt quickly when plans change.
* Excellent communication and interpersonal skills across all levels of seniority.
* Able to maintain confidentiality and handle sensitive information with discretion.
* Self‑motivated and able to work independently within a small team.
* Flexible approach to working hours to support occasional events outside normal hours.
* Sympathy for the ethos and values of the Christian faith.
* Committed to the Dioceses aims and its safeguarding responsibilities.
Desirable Criteria
Technical Skills & Qualifications
* Experience using the Try booking system or similar event management software.
* Experience of working in a Church of England, faith‑based or public sector organisation.
Knowledge & Experience
* Familiarity with the Church of England, its structures and the role of a Bishop.
* Experience of coordinating high‑profile, formal or civic events.
Behavioural Competencies
* Experience working in a small team or personal office environment.
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