Results for the 2019 Bath Half and Family Fun Run

Temporary Event Assistant Role

November 19, 2019 // Rachel Hirst


TEMPORARY EVENT ASSISTANT
DECEMBER 2019 – APRIL 2020
FULL OR PART-TIME POST
JOB DESCRIPTION

Who are we?
Running High Events Ltd is a small event management team, currently consisting of Race Director, Charity Director, Registrations Manager & Office Dog, Poppy! We are responsible for delivering one of the largest and most successful half marathons and charity fundraising events in the UK, the annual Bath Half Marathon

The Job
We are looking for a passionate, enthusiastic and organised individual to assist the event management team with customer service, administrative and logistical delivery for the Bath Half, during the busy season in the months leading up to the event and the weeks immediately after

Prior experience dealing with customers and public enquiries and is essential, together with competency with MS Outlook, Excel and Word. Experience of office administration and on-line booking platforms would be helpful, but is not essential, as full induction and training and support will be provided within the team environment

The successful candidate(s) will be both confident and self-motivating, capable of managing your own tasks, and able to cope with the high pressures of delivering a major public event whilst also working closely within a small team with overlapping responsibilities
In addition to your core responsibilities you will be required to be flexible and to assist and support other team members at their peak times, just as other team members will assist you during your busy periods

Primary Roles
Assisting with :
– Responding to enquiries from event registrants by email, website enquiry form and phone, typically regarding entries registration, merchandise purchases and race results
– Responding to enquiries from the general public and local businesses, typically regarding road closure and parking enquiries
– Validating elite entry and athletic club membership applications
– Processing entry cancellations and refunds requests
– Preparing and circulating minutes of meetings, updating event planning and production schedules, and collating post event de-brief reports
– Preparing postal and email notifications to local businesses, residents groups, emergency services etc
– Processing orders and mailings for event T-shirts and merchandise
– The production of event accreditation
– Printing and collating team briefing packs, preparing for briefing meetings – may require attending some evening meetings
– Updating schedules and collating contents for volunteer equipment and kit
– Setting up the Public Enquiries desk before the event, and clearing away after
– Briefing and supervising the Public Enquiries team during the live event

General Duties
In association with other team members general – not exclusive but may typically include:
– Stocktaking of merchandise and equipment, stationery purchase. Purchasing postage, milk/tea/coffee etc
– Tea / coffee making. Office tidying / cleaning. Taking out recycling and office rubbish. Shredding of confidential documents
– Receiving and signing for postal and goods deliveries. Taking and collecting post to and from post office. Assistance with deliveries
– Receiving clients and visitors. Attending meetings as required. Assisting with refreshments for visitors and meetings
– Light manual work associated with set up and break down of event office

We are a small team and it is very much a ‘all hands on deck’ approach where we all help out as much as possible and think outside the box!

Allocation of Duties
Your primary duties will be allocated to you by the Registration Manager

Reporting to the Company Directors
You will be required to report on a regular basis to the Company Directors with whom appraisals and performance reviews will be carried out

Liaising with Staff
You will also be required to liaise with other team members, external consultants, suppliers and clients as directed, to ensure consistent delivery of event plan targets, plus support for other team members in peak periods

Working Hours
Normal office hours are 9.00am to 5.30pm Monday to Thursday with 1 hour for lunch.
9.00am to 5.00pm Friday.

Our preference would be for a full time appointment but we are open to applications for a
part time post, for a minimum of 3 days or 24 hours per week

Annual Leave
Pro-rata 20 days paid leave per annum, plus statutory bank holidays. Annual leave to be agreed in advance and co-ordinated with other team members to ensure adequate staffing.

Place of Work
Work will normally be carried out at the company premises, currently Riverside North, Walcot Yard, Walcot Street, Bath BA1 5BG

During Event Days you will be required to work from the event premises, where facilities may be temporary and limited (eg unheated marquees, temporary welfare & toilets)

Live Event Days
As part of a busy event team you will be required to attend all live Event Days, which will include working extended hours, evening briefing meetings (with volunteers) and weekend working in the immediate run up to an event, during and after.

Paid leave in lieu of live event days will be allowed at the rate of 1.5 days leave per live Event Day, planned in conjunction with other team members to ensure adequate staffing of the office. Leave may not always be available immediately before or after live Event Days.

Salary
To be agreed, according to experience and qualifications. In the range £17,500 to £18,500 per annum (adjusted pro-rata for part time), less statutory deductions, plus employer pension contributions

Notice Period
This contract will be subject to an initial trial period of one month, with 2 weeks notice by either party. Thereafter this employment will cease at the end of the term, or can be terminated on receipt of one calendar month’s notice from the employee

Disciplinary Code
This contract of employment will be subject to the company’s disciplinary code. Written review of performance and notice of shortcomings will be provided in advance of any notice period

Confidentiality
This work may involve handling customers’ addresses and personal details, plus confidential company financial records and marketing plans, client and supplier agreements. These records and information are strictly confidential remaining in the ownership of the company, and shall not be disclosed, sold, copied or transferred to another party outside the company other than with the consent of a company Director, even after employment under this contract is terminated. Staff are required to comply with the company’s Confidentiality and Data Protection Policy and Procedures

Breach of the company’s Confidentiality and Data Protection Policy and Procedures may lead to dismissal and/or a claim for damages

SKILLS & EXPERIENCE REQUIRED

Office Skills
You will be required to be proficient in PC based applications including Outlook, Excel and Word, plus web browsers (eg Google Chrome and MS Internet Explorer). Familiarity with WordPress and Access would also be helpful

Other Skills
Relevant skills such as qualifications in first aid at work and a driving licence would be helpful. A joint role in assisting the lost child team may require you to undergo a DBS check

Training Support
General training & support will be provided for all office systems as part of an induction process & on an on-going basis.

Experience
Experience of customer service is essential. Experience of office administration and on-line booking platforms would be helpful, but is not essential, as full induction and training and support will be provided within the team environment. Previous event experience and knowledge of the local Bath area would be useful, plus an interest in public events and running events

Application
CV and covering email with contact details to :
KAYLEY WALLER
kayley@runninghigh.co.uk
Shortlisted applicants will be required to attend an interview at our offices in central Bath

 

RUNNING HIGH EVENTS Ltd
PO Box 3315, Bath BA1 6WX