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Operations Co-ordinator - Training & Events - Apprentice

Informa
Pay: Competitive
Location: Dundee null United Kingdom
Category: Entry Level
Available from: Immediately
Finishes on: Ongoing Position
Type of work: Full Time, Indoor , Daytime Work
Job reference: E04113097
Recruitment 2021-06-17 2021-06-19

Job Description

Job DescriptionThe Operations Coordinator Apprentice is a developmental role which provides on-the-job training and practical experience whilst you also complete an accredited learning and development programme focused in the area of events. At the end of the Apprenticeship, you will have a globally recognised qualification that will set you up for success in your future career in events. When conditions allow, you will travel internationally to events in mainland USA and/or Europe.Pre-event coordination (45%)Speaker management – including but not limited to: initial contact letter, arrange travel, hotel & technical requirements, coordinate presentation material and video recordings, arrange technical tests, cross check agendas across various online platformsSponsor and Exhibitor management – including but not limited to: build online exhibition manuals and fully manage sponsorship/exhibition clients to meet all contracted deliverables, update exhibition floor plans and booth lists, coordinate virtual boothsStrong customer service is key with response times set at less than 24 hours and to be the main speaker liaisonLiaison with Customer Services and bookings department and delegates – deal with enquiries where applicable and use of booking database (SAP)Weekly analysis of delegate bookings across courses and eventsWork closely with the Product, Sales & Marketing managers to design the client / customer journey.Assist in building digital event and course platformsPrepare registration system, attendee data, badges & other material needed for event registrationConference Documentation - prepare, proof, organise print and arrange deliveryBrief venues on required configuration and requirements. Responsible for monitoring cancellation dates, bedroom guarantees, and arranging deposit paymentsEnsure all Health & Safety requirements are met, particularly Informa’s industry-wide AllSecure standardsHelp to embed sustainability into every event in line with Informa’s FasterForward approachManagement of budgets and tight cost control to ensure costs are kept within budget, and all invoices paid on time.Attend event planning meetings, presenting clear and concise updates on the event milestones, identifying and addressing any impacts to the event and proposed resolutions.Work with centrally procured suppliers, to significantly improve the experience for our commercial clients and attendees at the events, providing a new inventory of products and services that will set Life Sciences apart from its competitors e.g. AV, printers, couriers - including cost negotiation, providing feedback to ensure a high level of service.On the Day (30%)Attend whole event, either digitally or in-person, which can be up to 4 days plus move in day in mainland USA and/or EuropeBe the main point of contact for speakers and/or sponsors/exhibitors during the eventBe solely responsible for all onsite operations for some eventsFully manage suppliers onsite e.g. general services contractors, AV, cateringArrange, set up and manage registrationManage and coordinate all staff attending the eventHealth and Safety: complete forms and ensure all present are aware of proceduresEnhance the customer’s experience of the event on site, differentiating us from our competitors.Post-event admin (15%)Upload / distribute any recordings of the course or presentation material to attendeesLiaise with bookings department regarding name changes, new bookings etc.Prepare final cost analysis of the eventCheck and manage payment for all invoices relating to the event in a timely mannerFollow up on any commission due from vendors, obtain clear supporting evidence for each source of commissionAnalyse financial reportsPost Event Health and Safety reportOther Digital Product Delivery (5%)Delivery and co-ordination of other digital products as needed eg. custom webinars and ebooksOther (5%)Performs other duties as neededAttend training as suggested by ManagerQualificationsApprenticeshipApprenticeship Standard: L3 Events AssistantApprenticeship Modules:Introduction to EventsPersonal ManagementFinance Budgeting and NegotiationCommunication SkillsEvent CreationEvent LogisticsEvent MarketingTechnologyProfessional and Commercial SkillsEvent EvaluationDuration of study: 15 monthsTraining Provider: The JGA GroupRequirements for the ApprenticeshipGCSE Equivalent Grade C/4 and above in English & MathsHave lived in the UK/EEA continuously for the last 3 yearsQualificationsExperience working with customers would be desiredAbility to work in a team and be able to work under pressureStrong communication skills, with the ability to flex as appropriate and build strong relationships both internally and externallyExcellent time management and organizational skills including the ability to prioritize and handle multiple tasks.To naturally operate within the values of the organisation acting with integrity in order to achieve organisational goals.To proactively manage all aspects of the operations cycle, someone who is happy go above and beyond and takes time to listen to our customers, always looking to exceed expectations.The ability to travel internationally when conditions allowTo be:Process-driven, detail-oriented with excellent written and verbal skillsAmbitious, energetic, positive and inquisitive constantly looking for the upside and ways of making things betterAble to generate ideas, bring these to the table with confidence and deliver them through.Charismatic and passionate, able to inspire othersDetermined and driven – happy to break through barriers and challenge the status quo

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