Events Co-Ordinator

Primary purpose of the role: The Event Co-ordinator is responsible for ensuring the seamless execution of events through comprehensive management of volunteers, delegate experience, and event production logistics. This role will involve recruiting, training, and overseeing volunteers, as well as ensuring effective coordination of resources to support event venues, spaces, and furniture needs. Additionally, the Event Co-ordinator will be the central point of communication for stakeholders, ensuring all event operations are aligned with deadlines and organisational objectives to deliver a positive and impactful experience for all participants.

Areas of Responsibility:

Volunteer Management & Event Administration

·      Oversee and perform pre-volunteering checks (applications, references, DBS checks).

·      Provide support to volunteers and external organisations through face-to-face, phone, and email communication.

·      Liaise with team leaders to refer volunteers for tailored support.

·      Innovate recruitment and retention strategies to engage volunteers, focusing on New Wine’s commitment to becoming "Younger and more Diverse."

·      Perform daily team administrative tasks, including managing queries and coordinating catering requirements.

·      Collate team t-shirt orders throughout the year and manage final print orders.

Delegate Experience Support:

·      Performing daily customer service tasks, such as administering bookings and handling queries via phone and email.

·      Triaging enquiries and assigning them to relevant staff on support ticket system (Zendesk).

Event Production Support:

·      Co-ordinate with relevant stakeholders to gather venue specs and furniture requirements. Ensuring effective communications and accountability for deadlines

·      Collaborate with production teams to update project planning documents, marking jobs as complete and updating relevant stakeholders.

·      Collaborate with production teams to raise and manage invoices and purchase orders (POs), and ensure all relevant information is tracked.

·      Assist in gathering safety policies, risk assessments, and insurance certificates.

·      Ensure risk assessments are conducted and adhered to at all New Wine events.

Person Specification:

Qualifications, Skills and Experience:

·      Essential:

o      Excellent communication and interpersonal skills, with the ability to liaise effectively with diverse stakeholders.

o      Strong organisational skills and attention to detail, with the ability to work well under pressure and manage multiple projects simultaneously.

o      Excellent time-management skills and an ability to coordinate multiple projects and deadlines.

o      Strong problem-solving abilities and a proactive approach to overcoming challenges.

o      Flexible team player, willing to adapt to changes and unafraid of challenges.

o      Excellent written and verbal communication.

o      Responsible self-starter who is highly organised and takes the initiative.

o     An inherent desire to achieve exceptional results.

·      Desirable:

o      Relevant degree or professional qualification in event management, hospitality, or a related field.

o      Experience working in a non-profit or faith-based organisation.

o      Interest in project or event management

Personal Attributes:

·      Essential:

o      High level of integrity and professionalism.

o      High level of discretion and wisdom.

o      Positive and proactive attitude, with a willingness to go the extra mile.

o      Flexibility and adaptability, with the ability to work evenings and weekends as required.

o      Strong team player with the ability to work collaboratively and supportively with colleagues.

o      Commitment to the mission and values of New Wine.

o     Commitment to the values of Holy, Healthy and Humble Leaders

·      Desirable:

o      Passion for event management and a genuine interest in creating memorable experiences for attendees.

o      Enthusiasm for continuous learning and professional development.

 Role Particulars:

Working Pattern:    This is a full-time position, requiring one day per week in London, typically on Tuesdays or Wednesdays. Due to the nature of this role, some travel and periods of working away from home will be necessary, as agreed in advance. Event coordinators must be available for the annual leadership conference and the New Wine Festival, including the setup and teardown of these events.

Places of work:       This role offers hybrid and flexible working arrangements, with a minimum requirement of one day per week in the London office.

Supervision:           The post holder will receive regular supervision from their line manager to ensure ongoing support and development.

Role review:           There is a three-month probationary period for this role. Following this, the post holder will undergo a quarterly rolling review of performance, the role, job description, terms, and package.

This post is subject to an occupational requirement that the holder be a practising Christian under Part 1 of Schedule 9 of the Equality Act 2010. 

This job description is intended to summarise the primary responsibilities and qualifications for this position. The job description is intended to include only some duties an individual in this position might be asked to perform or all qualifications that may be required now or in the future. New Wine reserves the right to revise the duties outlined in this job description at its discretion.  

Why join our team?

One team:               We care about you and invest in our team with training opportunities, quarterly reviews, and flexible working. We are keen for you to flourish here at New Wine, so if you see something you’d like to learn or a skill you’d like to develop, let your manager know!

Workspace:           We have moved our office to Work.Life, with our main base being the Liverpool Street branch. Within the building, there are fantastic spaces for meeting, networking and coworking, as well as free coffee and events, breakfasts and well-being activities for us as members.

Healthcare:           We are pleased to have recently launched Vitality Healthcare for team members who work more than 15 hours a week. 

Events:                    Joining New Wine has exciting opportunities as we head to our two main events, the New Wine Leadership Conference and the New Wine Summer Festival. Depending on your job role, there may be other opportunities to head to site, but you will be invited, and arrangements will be made in advance. Specifically, at our two main events, we will look after you so you can do your job to the best of your ability. We also make sure TOIL is accrued so that you can rest to the best of your ability too!

Prayer Days:           Your physical, mental, and spiritual health are incredibly important to us. While onsite at our events and throughout the year, we make sure to honour Prayer Days.

Pension:                 After completing three months and passing your probation, you will be automatically enrolled in the New Wine pension scheme. As part of the scheme, we will contribute 10% of your salary. This scheme does not require any contributions from you. However, if you would like to make additional contributions, you can arrange this with the Finance Manager.

Application process:

Key dates:               The application deadline is 2nd December 2024, 9 am. We may close applications early if strong applicants are received before this time. Shortlisted applicants must be available for an in-person interview in London on the 16th of December.

Application:              To apply, please send your CV and cover letter to recruitment@new-wine.org.