Employer Events Administrator

  • Job Reference: GBP 5837
  • Date Posted: 3 November 2021
  • Recruiter: University of Exeter (Graduate Business Partnership)
  • Location: Exeter, Devon
  • Remote Working: Some remote working possible
  • Salary: £19,217
  • Sector: Advert / Media / Entertainment, Education
  • Job Type: Contract, Internship or Placement
  • Work Hours: Full Time

Job Description

A graduate is required to support the successful delivery of a combination of physical and virtual employer and alumni careers events. This role is available immediately for 12 months and part of the Graduate Business Partnerships Scheme, and will be a mix of working from home (in the UK) and in the office on Streatham campus in Exeter. The weekly pattern will be determined by Line Manager and type of workload throughout the year.
At the University of Exeter we want to make the exceptional happen, and have a real and lasting impact on the world around us. We are already firmly at the forefront of universities worldwide and our ambition is to increase that position, particularly as a Global 100 institution. We challenge our talented students to achieve more than they ever thought possible, and recruit the very best people from around the world to reach greater heights in research excellence, innovation and impact.
The Employer Engagement & Student Employment (EESE) team is the employer-facing side of the Career Zone at the University of Exeter, our award winning Careers Service. It consists of several teams delivering a wide range of services to facilitate employer and alumni engagement in order to support student progression into graduate-level employment. The Employer Events Team sits within EESE, co-ordinating and delivering a programme of employer and alumni-led events throughout the academic year.
Purpose of Role
A graduate is required to provide a range of administrative duties to be led by the Employer Events Manager, to support the successful delivery of a combination of physical and virtual employer and alumni events. The post-holder will work closely to support the work of the Employer Events Support Officers and our other Employer Events Administrator. In addition, there may be occasions where support is required within the wider EESE team.
Duties and Responsibilities
Provide administrative support for the delivery of physical and virtual events for Colleges and central provision, including: Careers Fairs, Recruitment Presentations, Alumni Careers Panels, Drop ins and Showcases, Mock Interviews and any other employer or alumni events as required. Duties may vary but will include: 
  •  Providing support creating event graphics and marketing copy, advertising through a variety of mediums and platforms such as flyers, social media, website and e-newsletters and tailoring content appropriately to the target audience. Supporting the coordination of marketing requests.
  • Providing cover for compilation and distribution of the EESE team’s weekly What’s on e-newsletter, as and when required.
  • Preparing event material, such as event and fair welcome packs, exhibitor lists, posters, signage, parking lists and updating as required and updating any associated records relating to the events as required.
  • Undertaking venue, equipment and other associated bookings and recording arrangements. Supporting with the preparation and sending of booking contracts and recording consents of events as advised.
  • Supporting the administration, advertising and hosting of physical events, ensuring their smooth running by checking correct room/space set up, meeting and supporting employer/alumni and contractors, directing students and ensuring their attendance is captured and recorded on our careers system where required.  
  • Supporting the administration, advertising, set up and delivery of virtual events, ensuring their smooth running by providing technical support and practical guidance to students, employer, alumni speakers and College Coordinators in advance and on the day. Recording student attendance on our careers system.
  • Playing an active part in the delivery of the physical careers fair including set up the day before and set down on the day. Providing support for the smooth delivery of virtual careers fairs where required.
  •  Inputting of physical event feedback responses into central careers system. 
  • Regularly monitoring and supporting the uploading and approval of events to our careers system, Handshake, and following up with employers where necessary.
  • Undertaking general administration, including the creation of templates and documents (such as event calendar spreadsheets) and managing and organising files and folders.
  • Ensuring the consistent and correct application of processes and procedures, ensuring compliance with internal and external regulation (e.g. GDPR).
  • Supporting the collation and maintenance of accurate data and records (including event attendance data), providing assistance with reporting and undertaking some financial record keeping.
  • Updating of student facing and employer facing webpages and systems.
  • Attending and actively contributing to regular team and event planning and review meetings, securing suitable meeting space, keeping appropriate records, updating procedures
  • Acting as a point of contact for a variety of internal and external stakeholders, responding to general enquiries, answering calls and responding to emails, including covering generic mailboxes in a professional and timely manner.
  • Contributing to the smooth and efficient running of the office, in terms of provision of equipment, stationery and working environment.
  • Assisting colleagues in the team with other activities, particularly at times of peak demand.
  • Carrying out any other duties and projects as required by your Line Manager, commensurate with the level of the post.
Please be aware that involvement in the delivery of physical events remains subject to latest government and University of Exeter COVID-19 guidelines.
Training and Development opportunities
Training will be provided on our careers and virtual events platforms
The university offers online and in-person learning and development opportunities, including mandatory online training in Prevent Duty - Inclusive, Cohesive and Safe UniversitiesEquality and Diversity IntroductionHealth and Safety Introduction and Information Governance.
Level of Support
The university offers extensive support to staff, including a structured Professional Development Review and Wellbeing Service plus GBPs are offered 1:1 support from the Internships Team.
Other Benefits, Rewards and Recognition
The University offers a wide range of benefits, rewards and recognition, including generous pension and holiday allowance of 39 days a year.
E= Essential, D=Desirable
Attainment /Qualifications
  • Graduated in the UK with any degree within the last 3 years. (E)
Skills and Understanding
  • Excellent organisational and planning skills and the ability to prioritise and meet deadlines under pressure (E)
  • High levels of accuracy and attention to detail,  including when multi-tasking and under pressure  (E)
  • Fast and accurate database inputting skills and maintaining and using a database (E)
  • Ability to communicate effectively with precision and accuracy in person, in writing and email, and by telephone with a diverse range of people (E)
  • Excellent IT skills including proficiency in MS office especially, Outlook, Excel, Word and PowerPoint and web based programmes, including Canva and social media platforms (E)
  • Experience of Microsoft Teams, Zoom and Go To Webinar and Hootsuite (D)
Prior Experience
  • Relevant administrative experience (E)
  • Experience of event organisation (E)
  • Experience of using social media (Facebook, Instagram and Twitter), ideally in a student society/work related/professional context.(E)
  • Experience of delivering excellent customer service and effectively handing complex enquiries (E).
  • Experience of working in a team to deliver multiple objectives.(E)
  • Experience of using databases or online systems (E)
  • Experience of communicating with a wide range of audiences. (E)
Behavioural Characteristics/ Personal Qualities and Attributes
  • Ability to present a professional image of the University of Exeter at all times. (E)
  • Ability to work independently but recognise when to seek assistance. (E)
  • Enthusiastic, creative and innovative. (E)
  • Confident, tactful and diplomatic approach to dealing with enquiries (E)
  • Adaptable to change and have the ability to implement and learn process and systems quickly. (E)
  • Reliable and flexible (particularly in reference to working hours given you will be required to work early mornings and evenings due to event hosting). (E)
  • Problem solver with a can-do attitude. (E)
GBP Scheme Requirements
  • To be eligible to apply and undertake a GBP role the graduate must meet all of the following criteria:
  • Achieved* (or about to achieve) a full undergraduate degree (or Masters or PhD).
  • Graduated in the UK within the last 3 years of your most recent degree (we will consider extenuating circumstances of potential applicants that may have prevented them from undertaking a graduate role within 3 years of graduation). * Please see above for additional requirements
  • Attended a British university (or spent time studying at a UK university through ERASMUS)
  • The University of Exeter is committed to developing an environment which promotes equality of opportunity, values diversity and inclusivity. 
  • The University of Exeter is a Disability Confident Employer, committed attracting and recruiting people with disabilities, and retaining and supporting staff with disabilities. If an applicant declares a disability and meets all the essential criteria, they will be invited to interview. 
  • We welcome applications from all eligible graduates and in particular those from underrepresented groups. Selection and recruitment itself will be entirely on merit alone unless there are multiple applicants demonstrating equal merit. In this clear circumstance, preference would be shown to applicants from under-represented groups. This is in line with lawful positive action measures under sections 158 and 159 of the Equality Act 2010.
  • Right to Work in the UK for the duration of the GBP internship evidenced by the ‌Intern Guidance- Proving Right to Work the UK. This can include British citizens; individuals with an EU Pre-Settlement or EU-Settlement Status; and those with a Graduate Route Visa.
  • Current immigration legislation prevents the University to provide sponsorship certificates for GBP roles, as they do not meet the requirements for a Skilled Worker visa as explained on the International Student Support webpages.
  • All graduates need to reside in the UK whilst undertaking this role.
  • Applicants cannot undertake another GBP role if the contract length in total exceeds the maximum duration of 23 months working as a GBP.
To undertake a GBP role applicants must achieve their degree. In the unlikely scenario where a degree is not awarded, the GBP hours may be reduced to 15hrs a week (for undergraduates) or 6hrs a week (for postgraduates) to enable to the graduate the capacity to successfully complete their degree. If the graduate fails their degree the GBP role will end early
Key Dates
Closing Date: 24/11/2021
Interview Date: TBC
Start Date: Asap after interviews, however would consider a start date as late as early January 2022
End Date: 12 Months from date of start

How to apply 

To apply for this role please complete our internship application form which can be downloaded here. Please send your completed form by clicking apply for this job now, or send it direct to internships@exeter.ac.uk stating that you saw the job advertised on Gradsouthwest. Please ensure you use the Personal Statement section to fully explain why your skills, personality and experience make you the right person for the job.