Events Coordinator and Administrator

Job Type: Part Time, Permanent

Location: Norwich

Working Hours: 25 hours per week

Salary: circa £26,000 (pro rata)

Benefits

• Inclusive values-based environment
• Competitive remuneration package
• Workplace pension scheme
• Generous 28 days annual leave entitlement plus statutory holidays
• Opportunities for hybrid working

• Development opportunities and more

MensCraft is the leading organisation in East Anglia with an exclusive focus on men’s health and wellbeing. Founded in 2010, we set-up the Norwich Men’s Shed – one of the UK’s first.

By 2020 we’d changed from a Community Interest Company (CIC) to a Charitable Incorporated Organisation (CIO).

We’ve expanded from a handful of volunteers to a team working across the region, a central management team, based in Norwich, supported by a Board of Trustees.

Our funding derives from local and national trusts, local health and statutory organisations and private donations.

The Role – Events Coordinator and Administrator:

We are recruiting for an Events Coordinator and Administrator with experience of working in the charity sector to join the team. The Events Coordinator and Administrator role requires an adaptable person with strong organisational and administrative skills who will maintain an efficient service in an informal and friendly environment. The right candidate will also deal, in a sensitive and sympathetic, way with a variety of enquiries and requests for support, either orally or in writing.

We are looking for someone with at least three years relevant or transferable experience. The candidate must possess a strong working knowledge of the common computer packages and I.T. A strong organised approach is essential, as is the ability to communicate clearly and calmly with people at all levels. The post requires strict adherence to confidentiality.

Core Responsibilities – Events Coordinator and Administrator:

• Support the organisation and teams to develop event concepts, themes, and objectives in collaboration with stakeholders
• Handling registrations, ticket sales, and communication with attendees before, during, and after the event.
• Ensuring that all events comply with relevant laws, regulations, and safety standards.
• Prepare and manage budgets, ensuring cost-effectiveness and adherence to financial constraints.
• Research and secure venues, negotiate terms, and ensure the venue meets event requirements.
• Identify and liaise with performers, associates, staff, volunteers and suppliers (caterers, etc.) to ensure quality service delivery.
• Oversee all logistical aspects, including travel, catering, equipment, and accommodation.
• Assist the Communications Manager in promoting events through various channels, including social media, email, and print.
• Coordinate event setup and ensure all activities run according to plan.
• Collect feedback, analyse the success of the event, and prepare reports for future improvements.

Additional Responsibilities:

• Checking and forwarding messages coming into the info@ email address; dealing with inbound post; checking phone messages.
• Liaison with suppliers over matters relating to building management, upkeep and utilities.
• To maintain bookings, records and calendar.
• Manage suppliers and ensure high quality value for money services.
• Help with enquiries and direct incoming calls and correspondence.
• Work closely with the Development Manager, Service Managers, Service Support Coordinator, Finance Officer and Board of Trustees to ensure the smooth running of services and the organisation.
• When relevant, attend a range of service / team meetings, take and circulate minutes.

Person Specification – Events Coordinator and Administrator:

Experience & Skills:

• Proven experience in comparable event planning or coordination.
• Able to support and assist staff in delivering quality services.
• Be able to manage variable office functions including a CRMS.
• Previously provided a supporting function in managing enquiries and assessment of presenting issues.
• Has managed services information in relation to contractual reporting and compliance.
• Experience of project / office administration.
• Report writing skills.
• Strong organisational skills.
• Qualifications in event management or a related field would be advantageous.

Personal Qualities:

• Personable: to be friendly, positive, confident and able to talk and relate to a variety of people, including men facing life’s challenges in need of support.
• Clear: to be clear and firm with your own professional boundaries and those of the people MensCraft engages with.
• Integrity: to demonstrate high standards of integrity, honesty and fairness to help to deliver an excellent service.
• Adaptable: to shape your personal vision and working practices to contribute to positive outcomes for men who engage with MensCraft.
• Service focused: to respond to internal and external stakeholders in a timely and appropriate manner and maintain the required level of quality service.
• Social values: to respect values that are compatible with the not-for-profit business model.

Please send your CV and a separate covering letter addressed to Tim Allard tim@menscraft.org.uk outlining your credentials, relevant experience, and interest in working for MensCraft.

Deadline: 9am, 3rd March 2025

Please put ‘Events Coordinator and Administrator application’ in the subject.