Events Administrator
Jack Petchey Foundation
Events Administrator
£30420
Jack Petchey Foundation, St Luke's, Islington
- Part time
- Permanent
- Onsite working
Posted 3 weeks ago, 22 Aug | Get your application in now before you miss out!
Closing date: Closing date not specified
job Ref: 6088097376c14c418ad5dcb6ff75a9be
Full Job Description
As an Events Administrator, the primary focus of the role will be to assist the JPF Events Team to produce face-to-face events that celebrate young people and their achievements. The Jack Petchey Foundation delivers circa 90 live venue events across London and Essex for the Jack Petchey Achievement Award Scheme. The post holder will primarily be based in JPF's office and will work during the busy term-time period. They will assist in organising JPF's Achievement Award events, and will provide general administration support for the Events Team.,
- Provide general administrative support to the Events Team during term-time.
- Assist the Events Team in organising and producing live venue events, including liaising with schools and youth organisations.
- Support the Event Manager in maintaining the Events Team office, equipment, materials and supplies.
- Ensure effective communication with coordinators in schools and youth organisations and maintain accurate records on JPF systems.
- Follow up and secure event invitation responses from schools and youth organisations.
- Distribute tickets for live events in good time.
- Source award winners' citations (the reasons for young people winning their awards) and prepare scripts for event hosts to edit.
- Prepare Leader Award certificates and other event materials.
- Collate event feedback responses and circulate to colleagues.
- Support with preparing management reports on event attendance and participation.
- Upload invoice payments and event financial information to JPF's database.
- Produce event statistics and support colleagues to prepare management reports and analysis.
- Ensure Risk Assessments are up to date for each Achievement Award event and each venue.
- Ensure all staff and freelancers are briefed appropriately ahead of events.
- Respond to event-related telephone/email enquiries.
- Draft and send letters, using the JPF database.
- Ensure accurate records are kept on the JPF database.
- Take and circulate minutes for Events Team meetings.
- Maintain and develop digital and physical filing systems for the Events Team.
- Support the Events Manager to ensure sufficient supplies of event materials and order new stock as necessary.
- Organise and package event materials and resources for events.
- Ensure supplies of materials are stored in a tidy/accessible manner.
- Actively contribute to Events Team and JPF Team meetings.
- Support specific JPF projects working with young people where required.
- Offer telephone/email support and advice to the public and to school/youth organisation coordinators about JPF events.
- Act within the ethos and policies of the Jack Petchey Foundation and implement JPF values in your day-to-day work.
- Identify opportunities to improve the Events team's processes and systems to ensure maximum efficiency.
- Undertake any other tasks as agreed with the Events Manager and Head of Events.
- Cover Dockmasters House reception (when required).
Main Areas of Responsibility
1 Administrative support to Events Team
2 General Administrative Duties
3 Event Materials and Events Office Upkeep
Other Responsibilities
The post holder will work as part of the wider team from the Jack Petchey Foundation Headquarters in Canary Wharf.
These are the normal duties which the charity requires of the position. However, it is important that all staff are prepared to be flexible as they will be required from time to time to perform other duties.
Posted by
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The Jack Petchey Foundation was set up to inspire and motivate young people and recognise them for their achievements.