Conference And Events Manager

Worcester is one of the 39 constituent colleges of the University of Oxford.

Working under the management of the Head of Conference and Events, the role plays a key part in helping to develop this important part of the College’s conference business and in facilitating the delivery of a high level of service to the College’s conference clients.

You will be responsible for a range of conferencing activity – including sales/ bookings, negotiations, arranging the availability of facilities, planning resources and staff; issuing contracts, tracking costs and issuing invoices.

Key Responsibilities:

The job holder will be responsible for the following and not restricted to:

1.    Line management of the Event Coordinators and seasonal casual staff

2.    Advise on all aspects of conference strategy, from the development of new markets to the character and range of activities the College should engage in; marketing, and the provision of services

3.    To ensure that all College events and activities are diarised proactively into the future. Manage the planning, communication and execution of College events to the satisfaction of their key stakeholders

4.     To maintain a strong knowledge of Kinetic Solutions and become a “super-user” being responsible (as part of a team) for training, system development and Kinetic support liaison

5.     Generate new business and sales leads through active outwards sales campaigns and activities; networking and programming conversations

6.     Create proposals and templates for new creative commercial deals when needed

7.      Ensure an accurate record of all enquiries are collected via Kinetics system and reported on a monthly basis. Produce accurate and timely reports that meet the needs of the HCE including the reporting of appointments, calls made and business leads

8.      To sell, administer and enhance the College’s conference activities, including:

• preparing detailed quotations for the clients through the Kinetics system
•  arranging for prospective customers to visit the College, conducting show-rounds and selling facilities and services to them on a commercial basis
• negotiating with the clients within the agreed parameters with the HCE
• administer the details for the confirmed event and liaise with associates
• prepare all financial information (invoicing, project costings) in a timely manner

9.     To undertake any other duties, consistent with the purpose of the job, as may be assigned from time to time by the HCE and the Domestic Bursar.

APPLICATION AND APPOINTMENT PROCEDURE

Applications should be made via the website by 12:00 PM UK Time on Friday 7th March 2025.  Applications should be in Word format.

Please complete your Equality and Diversity questionaire using the link: https://forms.office.com/e/AhFaJsBYFU

If you are offered the post, the offer will be subject to standard pre-employment checks.

Please note If you do not hear from us within a week after the deadline (14.03.2025), please note that we will not be taking your application further

Please note that we hold the right to close this vacancy prior to the end date if a suitable candidate is found.

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