Competitions & Events Administrator

The Future Works
21000.00 GBP Annual
06 Sep 2017
20 Sep 2017
Job Type
Contract Type

Excellent opportunity to join an youth related organisation that has a fantastic ethos and seeks a Competitions & Events Administrator.

To effectively and efficiently deliver the administration for a range of competition finals and events as part of a small team.
To support the Competitions Steering Group in developing the programme to meet the needs of the organisation and its membership.
To assist with the general administration of the Federation.

Responsible for:Volunteer supporters (stewards) directly assisting the post-holder with the planning and delivery of competitions and events.

Hours of work:Normal office hours are 37?? hours per week, although some work will be required in what are normally described as leisure hours, particular during the build-up to event days, and during the events. The Federation operates a time off in lieu policy.

Competitions programme enables members to learn new skills and gain experience in a wide variety of activities. The programme is the Federation's main vehicle for delivering quality youthwork and personal development opportunities to young people.

This role is part of small team of staff that:-
*organises and delivers and evaluates the competitions finals and other events
*supports the development the competitions programme
*delivers the administration needs of a nationwide membership organisation

Responsibilities of the role

1.Competitions administration
Duties will include, preparing template documents, receiving and processing competition entries, parental consent form checks, preparing score sheets for judges, preparing certificates of participation/achievement, collating scores and placings for end-of-year competition trophies, ensuring relevant information is available and up-to-date, liaise with communications team regarding publicity requirements for events, prepare and summarise evaluation questionnaires, collate participation statistics, publishing results, issuing tickets for events and processing payments

2.Assist with the general administration functions of the Federation
Processing documents, spreadsheets, making venue bookings, general clerical work, event administration including accommodation and catering requirements etc

3.To annually prepare competition rules and guidelines, ensuring liaison with colleagues, particularly the Youthwork, Training, Agriculture & Rural Issues and Fundraising Managers, to ensure the competitions programme has relevance to all other developmental work .

4.To liaise with nominated members and colleagues regarding the arrangements of events and the general administration requirements of the Federation.

5.In conjunction with the Competitions Officer, be one of the lead members of staff for the Competitions Steering Group (Committee). To support the group in developing the competitions programme and prepare agendas, take minutes and other supporting documents.

6.In conjunction with the Competitions Officer to service any other Working Groups set up specifically to deal with each event.

7.To assist the Head of Administration in ensuring the federation's work is properly administered, documented and that associated papers are circulated in a timely manner.

8.To liaise with the Chief Officer and Deputy Chief Officer regarding the budgeting for all competitions and events.

9.Supervised by the Chief Officer and Deputy Chief Officer, to ensure that all such events comply with Health and Safety legislation, Licensing requirements, Safeguarding of Children and Young People and other policies.

10.To undertake any other duties commensurate with the level of this post as requested by the Chief Officer or their deputy.

Key skills/experience/qualifications

*Excellent administration and clerical skills - essential
*Fluent in the use of IT systems (MS Office), especially a skilled user of MS Excel - essential
*Experience of working with committees, taking and producing minutes to a high standard is essential
*A ability to use a keyboard accurately and with speed - accuracy essential

*Must be a team player with a 'can do' approach
*A good communicator and people skills - essential
*A good understanding of young people living and working in rural areas
*Good general education

Criminal Record Bureau Check (CRB) / Disclosure & Barring Service (DBS)
As a youth organisation, all personnel must undertake an enhanced level CRB/DBS Check. This post cannot be confirmed until the outcomes of this check have been reviewed.

Own transport essential.