Job Description

Faculty/Department Marketing and Student Recruitment
Salary Scale 33,001.64 - 38,784.49 per annum (pro rata)
Contract Type Fixed Term
Duration 12 months (1 Jan 26 - 31 Dec 26)
Full-time / Part-time Full-Time
Weekly Hours 36.5
Employment Visa Sponsorable
Posted Date 02/12/2025
Closing Date 09/12/2025
Ref No 6012




The Role

What you'll do

Who you are - Qualifications, Experience, Knowledge and Skills required

How to apply

Benefits

Employment Visa



The Role

Interview date Thursday the 18th December.

The post holder will support the organisation of a range of student recruitment and corporate events as part of the Events team within Global Marketing and Student Recruitment.



We are looking for a team member who has practical experience of planning and delivering events and can demonstrate excellent organisational skills. You'll help to review and develop processes and systems, bring creative ideas and ensure excellent customer service, both in the lead up to, and during events. You'll enjoy working across a variety of projects, and be skilled in managing your time efficiently.



In addition to the planning and preparatory elements of the role, the post holder will enjoy the varied work of event days, from practical set up and problem solving, to meeting and greeting visitors, and contributing as part of a team to the smooth running of a successful event.



To make an informal enquiry, please contact Sarah Bizby at sey@aber.ac.uk. Appointments are normally made within 4 - 8 weeks of the closing date.



What you'll do



This job description is subject to review and amendment in the light of the changing needs of the University, to provide appropriate development opportunities and/or the addition of any other reasonable duties.


Support the range of recruitment and corporate events managed by the Events Team, including, but not limited to: Open Days (both on campus and online), Applicant Visiting Days, Postgraduate Study Fairs, Graduation, the Urdd Eisteddfod, the National Eisteddfod of Wales and the Royal Welsh Agricultural Show. Take a coordinating role in the planning, development and execution of specific events within the portfolio, with support from senior colleagues. + for designated event projects, the Events Officer will, coordinate the planning, delivery and review of the activity.
+ coordinate project logistics, drawing on the guidance and support of other team members as appropriate.
+ work closely with other teams in GMSR to ensure compliance with processes and systems.
+ communicate effectively with all parties involved in delivery of the event project and provide regular project updates to the designated manager.
Act as the initial point of contact within the team for general event-related enquiries, undertaking daily administration of the team email accounts, responding to queries as appropriate, sharing information with the team as required and escalating queries as necessary. Monitor bookings in the lead up to events to inform planning and logistics. Responsible for updating booking information (for centrally coordinated recruitment events), in the Customer Relationship Management [CRM] system - Microsoft Dynamics - based on visitor requests (e.g. updating contact records, cancelling or adjusting bookings). Extract information from PowerBI dashboards / CRM records to respond to queries raised by academic departments or professional services in relation to events. Update webpages managed by the Event Team using the University's Content Management System (CMS). Maintain the online Events Toolkit, a web-based resource to support Aberystwyth University staff in delivering events and activities. Ensure information is current, proactively suggest updates, and work with senior colleagues in the Events Team to develop new sections and resources. With guidance from the Event Lead, assist with updating content for Online Event Platforms. Assist Event Leads in the preparation of event programmes - this may include preparing proforma templates; circulating information to internal and external contacts; collating and cross-referencing responses against agreed criteria; proof reading; sending information to Translation Services; monitoring project progress against target date for publication (online or print) and escalating queries or issues accordingly. Coordinate the administration of the Student Ambassador scheme (with the support of the Operations Manager and Head of Events in GMSR) to: + develop ambassador selection, recruitment, and payment processes
+ recruit an appropriate cohort of Student Ambassadors to work as part of the centrally managed team in line with implementation plans and strategic priorities.
+ liaise with academic department coordinators
+ develop appropriate training resources for Student Ambassadors (with support from teams within GMSR)
+ coordinate and rota central Student Ambassadors for large scale events such as Open Days.
+ Work with the Operations Officer to:
- prepare, audit and pack equipment and materials for events, and return to stores following events.
- maintain an inventory of GMSR event equipment.
Transport equipment and drive vehicles to events. Coordinate central hospitality bookings for activities managed by the Events Team for both on and off campus events. In conjunction with the Events Manager, develop specifications for service provision and liaise with external companies to request quotations for event services (e.g. Coach hire). Consolidate responses and make recommendations to the event lead / project team. In conjunction with the Operations Team within GMSR: + coordinate hotel and travel bookings for activities managed by the Events Team;
+ book vehicles for activities managed by the Events Team;
+ raise event related purchase orders;
+ forward event invoices for payment
Assist the Event Lead with the preparation of staffing rotas and briefing information. Support working group meetings and regular project meetings led by colleagues from the Events Team, including: sending out calendar appointments, circulating agendas, noting key decisions and actions, and updating Sharepoint / Teams sites with meeting and project documentation. Play an active role in team and project meetings, contributing to discussions and supporting other team members. Create links to members of other teams within GMSR and departments in the University to ensure a good level of service and co-operation. To act as a representative of the University at the range of external and internal events coordinated by GMSR. It is essential that the post holder is willing and has the ability to work flexibly: weekend and evening work will be required. + Undertake other duties as assigned by your line manager, commensurate with the role's grade.
+ Engage in university-level projects and initiatives as directed, and undertake any additional duties commensurate with the role, as assigned by the line manager.
+ Demonstrate flexibility by supporting colleagues during periods of high demand, including attendance at key university events such as open days and graduation ceremonies which may include weekend work.
+ Promote equality of opportunity, and to support and uphold the University's commitment to diversity and inclusion in all aspects of your work.
+ To support the university strategy and underlining plans, engage in continuous personal and professional development in line with the demands of the role, including undertaking relevant training and development activities to develop yourself and support the development of others.
+ Fulfil health and safety responsibilities appropriate to the role, while actively promoting the personal health, safety, and wellbeing of staff and students as a member of the Aberystwyth community. Additionally, support the University's commitment to environmental sustainability through responsible practices and engagement.

The above does not represent an exhaustive list of duties associated with this role.



The position is physically demanding therefore it is essential that the successful applicant has an appropriate level of health and fitness. Appointment to this position may be subject to a satisfactory fitness assessment.



Who you are - Qualifications, Experience, Knowledge and Skills required

Essential

Educated to degree level or equivalent relevant experience

A good understanding of the events run by universities in support of student recruitment and/or corporate objectives.

Experience of successfully coordinating/organising events.

Project management experience and excellent organisational skills.

Experience of developing effective and efficient administrative processes relating to events.

Attention to detail, high degree of accuracy and methodical working manner.

Self-motivated and reliable.

A team player willing to contribute to the demands of a busy team where deadlines and requirements can shift on a regular basis.

Capacity to work effectively, independently and to tight deadlines.

Proven ability to take the initiative, lead and be led by others.

A commitment to excellent customer service

Excellent IT literacy (Microsoft Office, particularly Outlook, Word, Excel and PowerPoint, MS Teams).

Clean driving license.

Willingness and ability to work flexibly: weekend and evening work will be required.

Oral (spoken) and Written Welsh Level A2, with a willingness to demonstrate an on-going commitment to learn Welsh to B1 level.

Desirable

Experience of working in an events role or in a customer service environment in the Higher Education Sector.

Experience of using the University's Content Management System; Customer Relationship Management System [Microsoft Dynamics]; PowerBI Dashboards

Familiarity with themes in student recruitment marketing.

Oral (spoken) and Written Welsh Level C1.



More information on Welsh Language Levels can be found at:


https://www.aber.ac.uk/en/hr/policy-and-procedure/welsh-standards/



How to apply



To promote a flexible workforce, the University will consider applications from individuals seeking full time, part time, job share, or term time only working arrangements.



Applications for this role must be made through jobs.aber.ac.uk. You are welcome to apply for any vacancy in Welsh or English and any application submitted will be treated equally.



Benefits


Flexible working policy 36.5 - hour week for full-time roles Generous leave entitlements - 27 days annual leave plus bank holidays and university closed days Commitment to Professional Development Enhanced contribution to our workplace pension schemes Staff recognition and reward schemes Opportunity to learn the Welsh language for free Staff relocation bursary Maternity, Paternity, Parental and Adoption Leave Staff discount for gym facilities, hospitality, and retail on campus.
Please keep reading



We welcome applicants from all backgrounds and communities and, those that are currently underrepresented in our workforce. This includes but is not limited to Black, Asian and Minority Ethnic candidates, candidates with disabilities, and female candidates.



We are a Bilingual Institution which complies with the Welsh Language Standards and is committed to Equal Opportunities. You are welcome to apply for any vacancy in Welsh or English and any application submitted will be treated equally.



Employment Visa



Under the UK Government's points-based system scheme, this role does

not

meet the criteria to be sponsored by Aberystwyth University (AU) for a Skilled Worker Route (SWR) application.