The Princess Royal Trust for Carers s2

JOB DESCRIPTION

Job Title: Team Administrator (Events)

Reports to: Policy and Development Manager (Young Carers)

Location: Bourne Court, Woodford Green

Hours: 35 hours per week

Contract: Fixed term until 30th May 2011

Salary: £19,803 per annum (Inc OLW)

Summary

The Princess Royal Trust for Carers is the largest provider of comprehensive support services, reaching over 420,000 carers, including 31,000 young carers, through a network of 142 independently managed Carers’ Centres across England, Scotland, Wales and Northern Ireland, including 83 young carers’ services and interactive websites www.carers.org and www.youngcarers.net.

The temporary post of Team Administrator (Events) has primarily been created to support the organisation and delivery of a key event – a conference for the young carers’ sector on the learning and development of approaches of support for young carers and their families. The post holder will also provide general administrative support for the wider Policy and Service Development Team particularly in assisting the administering of a grant funding programme.

The post will report to the Policy and Development Manager (Young Carers). The post holder will attend the conferences, likely to be held between April and May 2012.

Job Purpose

To provide logistical and administration support to assist with the successful delivery of The Trust’s conference; to provide effective administrative support to the wider Policy and Service Development Team to ensure efficient distribution of funding.

Scope and limits of authority The post holder is responsible for the planning and prioritising of their own administration and logistics tasks and ensuring that all deadlines are met, working to plans and schedules developed by senior staff.

The Princess Royal Trust for Carers Team Administrator (Events) Job Description 1 of 3 November 2011 Areas of Responsibility

Events administration

 Liaise with Policy and Development Manager, re: creation of a conference organisation plan, including key activities and deadlines for actions  Act as the first point of contact in providing relevant information and guidance for all conference related enquiries (telephone, email and written) and that of the wider Policy and Service Development Team  Develop systems to accurately record bookings, delegate needs, attendance and conference information  Ensure bookings are managed, including following up on non responders where required, and ensuring that all required attendee information is obtained and accurately recorded  Work with Policy and Development Manager, and other staff to ensure candidates packs are developed and available for the events  Issue invitations for the conferences and attendance instructions in a timely manner  Be the first point of contact in all liaison with the venue with regard to Trust staff, speakers and delegate requirements  Manage collection of delegate cancellation fees and liaise with the finance department to ensure these are recorded in line with organisation systems  Provide on-site support during the event including coordinating registration desk, liaison with technical staff at venue and being proactive in problem solving on the day  Ensure evaluation forms are developed in line with Trust requirements, and distributed to all participants  Develop systems to collate and provide report back from evaluation forms

General administrative tasks

 Ensure that records, application forms and correspondence for all grant applicants are recorded, filed and stored according to The Trust’s Data Protection Policy  Collate grants information and data for use by the Grants Team and colleagues across The Trust  Provide effective day to day administrative support to the Senior Grants Manager and wider Policy and Service Development team to deliver The Trust’s objectives  Undertake other work in support of The Trust’s business objectives as and when required

 To offer a non-discriminatory service, available to all sections of the population, which recognises, respects and values diversity of culture and background  To make a positive contribution to the Trust, working within all the policies and procedures of The Trust  To act as ambassador for The Trust, protecting and promoting its good name and reputation at all times.

The Princess Royal Trust for Carers Team Administrator (Events) Job Description 2 of 3 November 2011 Person Specification

Knowledge and Expertise  Knowledge of conference and events administration  Able to produce promotional materials, programmes, conference packs and evaluation report templates using a variety of Microsoft packages including Word, Excel, PowerPoint, Outlook and Publisher

Experience  Experience of administering conferences and events, including evaluation  Experience of developing mechanisms to monitor finance  Experience in successful supporter/client relationship handling  Experience of working effectively and independently within a small team

Skills/Attributes  Ability to cope with demanding situations and issues associated with coordinating a large event  Strong organisational skills, including ensuring achievement of deadlines and attention to detail  Ability to be proactive and find appropriate solutions  Excellent interpersonal skills, including liaison and persuasion with internal and external contacts, progress and chase actions, provide support to delegates  Good written communication skills and ability to draft correspondence, précis information, and publicity materials

Personal Qualities  Willing to make a positive contribution to the life of The Princess Royal Trust for Carers  Understanding of, and commitment to, principles of confidentiality  Understanding of, and commitment to, Equal Opportunities policy and practice

The Princess Royal Trust for Carers is an equal opportunities employer and welcomes applications from all sections of the community.

The Princess Royal Trust for Carers Team Administrator (Events) Job Description 3 of 3 November 2011