Job Description
Location: This role requires travel as monthly meetings take place at our Ellesmere Port and Burnley offices. This is a regional role covering the whole of the Trusts property and national travel may be required.
Working Hours: 37 Hours per week Monday - Friday
Are you passionate about events and great at coordinating exciting activities? We're looking for an enthusiastic Third-Party Events Supervisor to join our team! In this role, you'll be the go-to person for coordinating Trust-led and third-party events, managing applications, and making sure every event runs smoothly and safely.
You'll work with over 400 event applications annually, ranging from small community walks to large-scale sporting events and our fantastic Canalside Festivals. This is a brilliant opportunity to be part of something special that brings people together, generates income for our charity and raises awareness of our amazing water spaces.
The Third-Party Event Supervisor role co-ordinates Trust-led and third-party events, and line manages the Events Administrator to manage applications, dealing with all enquiries and communications.
The role holder will deliver efficient and professional support to the Trust for trust-led and third-party events. The role holder will deliver a service within a specialised area, providing support to the business using knowledge of relevant booking systems and processes as well as checking the financial and legal requirements required to ensure that the events operate safely and efficiently, complying with defined standards.
Key Accountabilities:
* Action the applications process received by the Trust and coordinate through to completion.
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* Co-ordinate responsibility for assessing the application details and quality and liaising with external customers to obtain any required information or clarification.
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* Maintain strong communication channels with regional teams and internal stakeholders, updating them on latest regional and national monthly & quarterly reporting
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* Work closely with the Events & Marketing Co-ordinator in the Marketing Team to co-ordinate event CRM with internally led events
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* Issue relevant licence documentation and maintain all records.
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* Ensure the Third-Party Event Process aligns with the 30 day turn around for processing TPE applications and report monthly on KPI’s around this target.
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* Apply checks to ensure each event has appropriate risk assessments, insurance and safeguarding policy (and other relevant documents) and are reviewed and recorded.
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* Maintain accurate ‘rate card’ and supporting documentation.
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* Process and raise invoices (monitor unpaid and work with credit control)
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* Displaying the Trust values and behaviours at all times.
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* Ensuring that diversity and inclusion are integrated into all aspects of Trust life and promoting inclusion by challenging behaviour, practices, actions, or decisions that are counter to the objectives of the Trust’s policies and values.
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* Ensuring the Events CRM is kept up to date, maintained and monitored daily.
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* Ensuring any user guides, rate cards, navigate pages and website are reviewed and updated regularly.
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* Keep records to support team budget management and financial reporting for income and expenditure.
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* Promote our event locations to boast event commercial income.
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* Attend Trade shows to promote our spaces to potential audiences.
Knowledge, Experience & Skills:
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* Ideally, educated to A level standard or equivalent e.g. NVQ Level III Business Administration.
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* Experience of events planning is desirable.
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* Some knowledge of work safety management.
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* Proven line & budget management experience.
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* Substantial experience in a customer service area, providing “front of house” services.
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* Some experience of working with or as a volunteer(s) is desirable.
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* Ability to deal with difficult and potentially confrontational situations.
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* Ability to understand and implement organisational policies
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* Good personal presentation, especially when working with TPE customers
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* Good coordination and planning skills.
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* Strong Attendance to detail
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* Strong written and verbal communication skills to a variety of stakeholders.
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* Must have strong proficiency in MS Office suite, including Word, Outlook, and Excel, along with advanced functions and formulas such as VLOOKUP, pivot tables
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* Good relationship and partnership building skills
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* Awareness of health and safety management. Desirable IOSH but not essential
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* Experience in risk assessment and safeguarding methodology.
What We Offer
In addition to your salary of £31,700, you will benefit from a competitive contributory DC Pension scheme arrangement, great holiday entitlement and numerous other employee benefits, including several salary sacrifice benefits, all of which can be found here ( -us/work-for-us/our-benefits).
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1. 25 days paid holiday, plus paid