SMH202017 - Events Co-ordinator

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Posted: 12/02/2020 09:30
Start Date: Not Available
Salary: £20,000
Location: Harrogate
Level: Fundraising
Deadline: 25/02/2020 09:00
Hours: 37.50
Benefits: 35 days holiday, Comprehensive induction programme, contributory Pension Scheme , Employee Assistance Programme, Free Car Parking
Job Type: permanent


Events Coordinator     


The successful candidate will be responsible for all aspects of delivering each event to a high standard following a comprehensive plan and for managing a delegated events budget, maintaining accurate records and working towards pre agreed targets. 


Working closely with the rest of the Fundraising Team the role will develop and maintain relationships with individuals, businesses and organisations supporting Saint Michael’s.


Applicants will need experience of delivering events at various levels in order to achieve a positive customer experience; this will include physically setting up events as well as transporting equipment to the event.  They must be able to sell or pitch ideas, by various communication methods.


Candidates must also demonstrate excellent communication, interpersonal and organisational skills; strong team working is key and the ability to use IT including databases. While a hospice vehicle can be provided for events the candidate would need a valid clean driving licence and be willing to drive.


 Benefits include:-


  • 35 days paid holiday per year
  • Comprehensive Induction Programme
  • Contributory Pension Scheme with employer contribution of 8% and variable employee contribution
  • Employee Assistance Programme
  • Free Car Parking/Walking distance from Hornbeam Park Station
  • Free DBS/CRB check


Harrogate District Hospice Care is a registered charity in England and Wales (518905) with a family of services operating as Herriot Hospice Homecare, Just ‘B’, Saint Michael’s Hospice and Talking Spaces.


Successful applicants are required to provide an enhanced disclosure. Disclosure expense will be met by employer.


Interviews will be held on 3rd March 2020 at Crimple House, Hornbeam Park, Harrogate.


Job Description


Job purpose


To proactively organise events for Saint Michael’s that support the organisation’s income and community engagement goals, including fundraising events, exhibitions or fairs, special events, promotion or product launches, community awareness raising programmes or conferences.


Key Objectives


1. To implement the planned programme of events, working collaboratively with Communications and Marketing, Fundraising, Sales and Donor Support colleagues to meet stakeholder needs and organisational objectives.


2. To implement each event plan including timelines, venues, suppliers, legal obligations, speakers, entertainment, staffing and budgets.


3. To ensure necessary arrangements and plans are in place to ensure the all obligations are met for event security, insurance, legal, health and safety and crisis management for each event


4. Ensuring appropriate access is available for all events and arrangements are made regarding car parking, traffic control, first aid, hospitality and media.


5. To provide an exceptional level of customer care to ensure that relationships with all donors/supporters are maintained and developed


6. To ensure the identification of risk, both physical and financial, relating to fundraising activities, including traffic control, cark park management, First Aid, hospitality and media


7. To maximise participant satisfaction by effectively managing all aspects of customer service including  information requirements, requests, enquiries, issues and support, managing and supporting staff and volunteer teams at events giving full briefings where necessary to ensure that they provide a high standard of customer service at all times.


8. To develop and maintain a database of venues, suppliers and contractors, arranging  or negotiating contracts as necessary and  co-ordinating  suppliers and all event logistics, such as venue, catering and travel.


9. Build and develop relationships with individuals, businesses and organisations in support of the events programme, working with the Sales team, actively selling advertising, sponsorship and event places and sourcing gifts in kind to maximise the range and impact of these events on Saint Michael’s income and community engagement goals.


10. To work closely with Communications and Marketing, Fundraising, Sales and Donor Support teams to publicise, promote and sell the charity’s programme of events, creating, arranging and managing accurate invitations lists, where appropriate.


11. To contribute to the setting of budgets, ensuring that each event budget is managed and that accurate and accessible financial records are maintained for each event.


12. To ensure that all shared databases and systems are maintained to a high standard to sustain precise and accurate information.


13. To contribute to the identification and selection of new attractive events suitable for agreed target audiences and which give Saint Michael’s Hospice a competitive advantage within the regional charity event marketplace.


14. To comply with all legal framework and good practice guidelines for fundraising activity


15. To undertake other duties consistent with the post and, where necessary, will assist with other areas of work as required



To work in accordance with the law, hospice philosophy, recognised professional guidelines and the hospice commitment to equality of opportunity and collective responsibility.


The above is indicative of the role and may change from time to time in consultation with the post-holder, in line with the changing needs of the organisation.



Terms and Conditions



Responsible to:

Assistant Head of Community Relationships (Fundraising) 

Responsible for:

No line management responsibility

Terms and conditions:         

Internal scale


37.5 per week


Saint Michael’s Premises


 Person Specification




Essential Education and Qualifications



Must hold a current clean driving licence and be prepared to drive own or hospice vehicle.


Essential Experience


Experience of event and campaign planning, management and

Experience of working collaboratively with business or community  contacts



Essential Knowledge Skill


Understanding of law relating to event management including health and safety, 

Ability to recognise income generation opportunities

Understanding of charity environment and challenges

Ability to manage and achieve budgets

Ability to work to targets to meet or exceed them

Knowledge  of requirements to ensure a positive customer experience of events

Excellent planning,  organisational and time management skills

Ability to organise and support community events

Ability to work positively with volunteers

Ability to network effectively

   Good sales skills either by telephone or face to face

Self-motivated with ability to work on own initiative

Excellent verbal and written communication skills and presentation skills

Strong skills in persuasion and motivation

Ability to develop and maintain relationships with stakeholders

Strong It skills with experience of using databases.



Essential  Attributes

Able and  prepared to travel throughout geographical area

Ability and willingness to work flexibly with some unsocial hours

Understanding and commitment to confidentiality

Strong team working and collaboration skills

Ability to work under pressure and to challenging targets

Understanding of and commitment to equality of opportunity and diversity



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