Vacancies

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Events Manager
Reports to: Head of Communications and the CEO.
Job type: Full time, flexible working considered. 
Remuneration: £24-29,000 pa, depending on experience

WHO WE ARE

The Society of Authors is a trade union for all types of writers, illustrators, broadcasters and literary translators, at all stages of their careers. Our mission is to empower authors by protecting their rights and furthering their interests.

We have been advising individuals and speaking out for the profession for more than a century. Our 10,000+ members receive unlimited, free advice on all aspects of the writing profession, including confidential, clause-by-clause contract vetting of publishing agreements, as well as a wide range of benefits. We also administer many grants and prizes that support and celebrate authors at all stages of their careers.

THE ROLE

With 70+ events running throughout the year, you’ll have the opportunity not only to oversee events from beginning to end, but also to use your creativity to generate concepts and ideas for events large and small.

You will be responsible for delivering events ranging from AGMs, conferences and seminars, to networking parties, talks and practical workshops. You will project manage our annual Authors’ Awards and Summer party, working closely with our Prizes department. Events take place both in-house and externally in London and throughout the UK.

You will work within our Communications team to manage our events and you’ll be the point of contact and marketing support for our local groups, which are run by member-volunteers. You will work closely with our growing outreach team to develop our events in the regions.

As we’re in the process of moving premises to Central London, you’ll also have a say in the design and use of our new, larger events space.

This is a fantastic opportunity to join us at an exciting time in our growth and development. 

RESPONSIBILITIES

As the Event Manager your responsibilities will include, but not be limited to:

  • Managing SoA events, from creation through to delivery, on time and within agreed budgets, including the project management of high profile events such as our annual Authors’ Awards party, London Book Fair activity and AGM.
  • Generating ideas and concepts to shape events so that they meet strategy objectives and maximise recruitment opportunities.
  • Creating and managing budgets, as agreed with the Chief Executive.
  • Leading monthly events planning meetings and liaising confidently with staff, members, Management Committee and external suppliers.
  • Facilitating the events of our five special interest groups: liaising with Group Secretaries over their in-house events and managing the booking process.
  • Sourcing and managing venues and third party suppliers.
  • Managing the events marketing strategy and implementation, using online channels including the website, Eventbrite, Mailchimp and social media channels.
  • Writing the regular events bulletin and events communications to members.
  • Sourcing sponsorship and partners for some events.
  • Managing operational and administrative functions within the office to ensure events are delivered efficiently.
  • Co-ordinating with venues and suppliers to ensure smooth execution of events, including some travel to venue inspections.
  • Point of contact for all events enquiries, in particular for our regional groups and local meetings.
  • Supporting and managing local group organisers and working closely with our outreach team to promote regional events to the relevant segments of the membership.
  • Ensuring excellent service to members and quality delivery of events.
  • Responsible for the evaluation of events, including post-event reports.
  • Ensuring Health and Safety standards are met and risk assessments are documented.

PERSON SPECIFICATION

To be successful in this role you will need:

  • Solid experience in event management.
  • Excellent project management and organisational skills.
  • Creativity and flair in the creation of event concepts through to delivery.
  • Confidence in meeting multiple deadlines and completing tasks concurrently.
  • Great people and front-of-house skills to manage staff, members and volunteers.
  • Strong communication and negotiation skills.
  • An innovator with a hands-on approach, strong work ethic and a team player.
  • The ability to remain calm under pressure.
  • Plenty of initiative, enthusiasm and a flexible approach.

This post requires working outside of normal office hours, usually evenings. We give time off in lieu. You will be based at our offices - currently in South Kensington, although we are moving to Bloomsbury from 2019. We will consider flexible and some home-based working on request.

Benefits include a staff pension scheme and private healthcare.

If you’re an Events Manager and you're interested in creating and managing a busy calendar of events for our 10,000+ members, please get in touch by emailing your CV and covering letter to Anna Ganley at AGanley@societyofauthors.org by Wednesday 28 February.

Interviews will be carried out on Tuesday 6 March.

 

General Administrative Assistant

Reports to: Head of Staff
Job Type: Permanent 
Basic hours per week: Full-time (35 hours), office-based. Flexible working considered. 
Remuneration: £18,500 pa

 

THE ROLE

We need a General Administrative Assistant to support our departments with routine administrative tasks. And as we’re in the process of moving premises from South Kensington to Central London, you’ll need to be practical, hands-on and not afraid of getting your hands dirty!

This is an excellent, entry level opportunity to gain experience in a creative industry.

RESPONSIBILITIES

You will assist all departments with routine administrative duties, tasks may include, but are not limited to:

  • Archiving support: working with our Projects Manager to assess our storage and information needs, including sorting files, documents, books and equipment, preparing inventories and arranging for storage and disposal as appropriate.
  • Events support: taking event bookings and dealing with events enquiries.
  • Membership support: filing and archiving membership records, making amendments to the database, dealing with membership enquiries such as replacing membership cards and sending routine membership letters and assisting the Membership department with their routine duties.
  • Office move assistance: working with our Projects Manager on tasks related to the office move, to include administrative and logistical support.
  • Reception support: phones cover, meeting space set-up, photocopying, printing and general administrative support.

PERSON SPECIFICATION

  • Excellent IT skills, including Microsoft Word and Excel, Outlook and database experience
  • Strong attention to detail and data inputting accuracy
  • Good communication and telephone skills
  • Good level of literacy and maths
  • Ability to complete tasks to deadlines
  • Ability to work both in a team and independently
  • Practical and resourceful
  • A personable, positive and proficient manner

Benefits include a staff pension scheme and private healthcare.

Recruitment for this role is via Creative Access please see their job listing for application details.

 

Frontline Team Leader

Reports to: Head of Staff
Job Type: Permanent 
Basic hours per week: Full-time (35 hours), office-based. Flexible working considered. 
Remuneration: £20-£24,000 pa depending on experience
Direct reports: Receptionist 


THE ROLE

We are looking for a friendly and outgoing Frontline Team Leader with a love of people to drive excellent standards for the frontline team and deliver outstanding service. Together with our Receptionist, you will be the face and voice of the SoA, welcoming staff, members and visitors while supporting the smooth-running of our busy office.

You will provide outstanding member and visitor experience from entry; assist colleagues in setting up and running meetings and events; negotiate with third parties to coordinate supplies for day-to-day activities; act as a Health and Safety Officer and manage our main Receptionist. 

And as we’re in the process of moving premises from South Kensington to Central London, we also need you to be practical and hands-on, not afraid to get your hands dirty to help us with the move to our new building.

This is a great opportunity for a confident self-starter who thrives when thinking on their feet and deals well with pressure in a fast-paced environment.

Areas of responsibility will need to be adapted when we move into the new building and so flexibility and a willingness to embrace change is key to being successful in this role. 

RESPONSIBILITIES

Front of house:

  • Overseeing frontline operations: how the frontline is organised, managing the office diary;
  • Duties as primary phone cover when necessary, secondary cover for remainder
  • Assist in the coordination and management of meetings and events;
  • Ensuring the front office is kept tidy and the meeting areas are closed down each day.

Health and Safety:

  • Act as a Health and Safety Officer, Fire Warden, and First Aider, following training;
  • Ensure Health and Safety checks and instructions are issued for all new starters;
  • Organise PAT-testing, as required;

Facilities:

  • Proactively ensuring the offices remain safe, clean, supplied, and operational;
  • Point of contact for office contracts, coordinating the renewal/renegotiation of contracts;
  • Managing office supplies to ensure the best prices are obtained for day-to-day requirements;
  • Organise and assess suitable repairs, or works, in the office;
  • Point of contact for all colleagues in relation to office issues and queries;
  • Proactive management of meeting spaces and diary; meeting space hire and bookings: liaising with external contacts and staff about use of meeting spaces and managing the support required from the frontline team;

Other Responsibilities:

  • Day-to-day line management and training responsibility for the Receptionist;
  • Liaising with staff about their support requirements;
  • Assist the Events Manager with the arrangement of events and meetings; 
  • Part of the recruitment team for new frontline staff;
  • Work on the office move with our Projects Manager and team.

Secondary reception support, when needed:

  • Welcoming visitors;
  • Fielding telephone enquiries;
  • Sorting incoming/outgoing post;
  • Filing and membership assistance;
  • Events set-up;
  • Photocopying, printing and general administrative tasks.

PERSON SPECIFICATION

  • Previous experience in front-of-house and facilities management
  • Experience as an Executive Assistant an asset
  • Excellent communication, interpersonal, relationship-building and networking skills;
  • High competency with Word and Excel, with a strong knowledge of technology
  • Procurement and negotiation skills;
  • Strong numeracy and verbal skills;
  • Good time management skills;
  • Clear and concise writing skills and the ability to handle long and complex documents;
  • Teamwork skills and the ability to lead and motivate others;
  • Drive and enthusiasm with a positive attitude;
  • Practical, flexible and innovative approach to work;
  • The ability to multi-task and prioritise your workload.

Benefits include a staff pension scheme and private healthcare.

If you feel this role is for you, we’d love to hear from you. Please email your application together with your CV to Anna Ganley at AGanley@societyofauthors.org by Friday 23 March.

Interviews will be carried out in late March/early April, with a view to the successful candidate starting in April/May 2018.  

The Society of Authors is an equal opportunities employer.