Event Support Officer

About The University

Swansea University is a research-led university that has been making a difference since 1920. The University community thrives on exploration and discovery and offers the right balance of excellent teaching and research, matched by an enviable quality of life.

Our stunning waterfront campuses and multicultural community make us a desirable workplace for colleagues from around the world. Our reward and benefits, and ways of working enable those who join us to have enriching careers, matched by an excellent work-life balance.

About The Role

We are looking for candidates who can provide a consistent high standard of service and delivery to event managers and owners across the University and to clients outside of the University wishing to hold events at the University. To assist the University in its pursuit to deliver quality, safe, professional and consistent events by operating an event support function that provides a robust, comprehensive, easily accessible resource for event owners and organizers.

• To be the primary point of contact for event managers and owners, both internal and external, hosting and delivering events at Swansea University campuses and associated venues.

• To provide consistent, professional support and co-ordination of events in conjunction with Colleges and departments across the
• To directly coordinate and oversee a portfolio of events from enquiry through to their conclusion. This will include communicating with event organisers to discuss all aspects of their booking with a view to detailing accurately their event requirements and produce a contract. Monitoring the progress of the contract and ensuring payment and activity schedules are met. To provide on-site duty management for events as
• To communicate effectively with all operational teams and suppliers both external and internal including Sports, Catering Services, Campus Services, Residential Services, Media Services and Estates Services to ensure the smooth running of events. To monitor service levels and quality and provide feedback as required.
• To ‘account manage’ a portfolio of internal clients (Colleges, PSUs, Projects) and to assist in fostering relationships with each account to provide tailored, consistent event support as required.

• To ‘account manage’ a portfolio of external clients and commercial clients and assist in attracting and maintaining quality commercial business

• To support the Event Services & Support Manager in the implementation and distribution of practical advice, guidance, policies and tools across the University, and provide direct support to event owners/managers in the use of such

• To promote, populate and maintain systems and processes for the capture and communication of information relating to University events and events hosted at its campuses.

• To promote the Event Services function across the University to encourage colleges and departments to develop and host high quality, high profile and strategically beneficial events at the University

• To implement the University event safety and risk management guidance and policy by working closely with the Event SSR

• To undertake and direct clerical and administrative duties relating to events and the operation of Event Support Services

• To be responsible for budgets and financial administration of specific event, including invoicing, reconciliation, meeting set targets and forecasting. 

Equality, Diversity & Inclusion

The University is committed to supporting and promoting equality and diversity in all its practices and activities. We aim to establish an inclusive environment and welcome diverse applications from the following protected characteristics: age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (including colour, nationality, ethnic and national origin), religion or belief, sex, sexual orientation.

As an inclusive and welcoming workplace, we value people for their skills regardless of their background. Applications are welcome in Welsh and will not be treated less favourably than those submitted in English.

Welsh Language Skills

The Welsh language level required for this role is Level 1 - A little. The role holder will be able to pronounce Welsh words, answer the phone in Welsh (good morning/afternoon) and use very basic everyday words and phrases (thank you, please etc.). Level 1 can be reached by completing a 1 hour course.

The University is a proud bilingual institution, our Welsh Language Strategy outlines our aspiration to promote the language and enable our staff to engage with the language as an additional workplace skill and as a gateway to new cultural and social opportunities. Applications are welcome in Welsh and will not be treated less favourably than those submitted in English. Welsh speakers have the right to an interview in Welsh. Applicants for a role where Welsh skills are essential are expected to present their application in Welsh and will be interviewed in Welsh, if shortlisted.

Additional Information

Applications for this role will take the format of a CV submission and cover letter.

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