King's College London

About us:

Estates & Facilities are the stewards of King’s extensive property portfolio that enables innovative teaching and pioneering research across five campuses in central London. Made up of over 1,000 talented staff with a wide variety of roles servicing our campuses and community; together we ensure that students and staff have the estate, space, and services that enhance their academic experience while preserving and future proofing our iconic estate as King’s approaches it’s bicentenary.

Our team at king’s Venues manages events activities across all five campuses, handling both internal and commercial bookings. From the initial enquiry to seamless co-ordination with internal teams we ensure successful delivery of each event. 

About the role:

The purpose of the Student Societies Event Co- Ordinator is to support the student population at King’s organise individual, ratified society and non ratified society events.  During the less busy , with student activity , Summer months this role also covers the Welcome to King’s activity bookings.

Within the role you will take an event from enquiry to event completion whilst ensuring College policies and guidelines are adhered to such as:

• Fire risk safety, health and safety, food safety and visiting speakers policy.
• Understand and explain catering options and costs, AV provision and room set ups. Liaise between the in house teams ( King’s Food, AV , security, reception  and Estates ) to deliver the correct provisions for events of differing sizes and complexities.
• Ensuring that accurate and clear instructions are detailed on event schedules and memos and this information is disseminated to the correct teams in a timely manner so that resources can be accurately  and efficiently assigned.
• Be present at events where necessary to ensure all resources are in place and event is delivered as planned.

You will be required to understand risk assessment procedures that are in place for KCLSU activities and KCL ones and the needs of different events for different sorts of risk assessments. Ensure that all Speaker details are captured and recorded and any mitigations are in place and followed by event organisers on the date of the event.

Organising and preparing quotes and invoices and setting up customer details where necessary.

Ensuring all bookings are auditable and communications captured within the booking system.

Support with the allocation and organisation of all Welcome to king’s activities . Ensuring that departments have the most  relevant space, date and times and supporting the implementation of catering , Av and requested room set ups.

This is a full time 35 hours per week and you will be offered a fixed term  contract until 21 March 2027.

About you:  

To be successful in this role, we are looking for candidates to have the following skills and experience:

Essential criteria

1. Strong written and spoken English skills
2. Computer literate and experience of using an event management software package
3. Good organization and planning skills
4. Good understanding of Health and Safety requirements related to event management
5. Good interpersonal skills
6. Proven ability to work as a team player
7. Experience in a customer service focused role
8. Ability to problem solve in the case of an unexpected issue.

Desirable criteria

1. Experience of working in the Higher Education Sector
2. A keen interest in both current and ongoing political and non-political affairs
3. Experience in completing event risk assessments including applying identified risk mitigations

Downloading a copy of our Job Description

Full details of the role and the skills, knowledge and experience required can be found in the Job Description document, provided at the bottom of the page. This document will provide information of what criteria will be assessed at each stage of the recruitment process.

At King’s, we believe that the diversity of our community and a culture that is welcoming, open, inclusive and collaborative, are great strengths of the university.

The Equality Act of 2010 protects the rights of our students and staff and provides a framework to fulfil our duties to eliminate unlawful discrimination, harassment and victimisation and in addition, to advance equality of opportunity and foster good relations between those who share a protected characteristic and those who do not. At times, this will include balancing rights and beliefs that can feel in tension.

We are committed to free speech and to academic freedom, believing that our foundational purpose as a university, is to create spaces where a wide range of ideas, including ideas that are controversial, can be discussed and debated, and where members of our community can express lawful views without fear of intimidation, harassment or discrimination.

When engaging in the robust exchange of ideas, we ask that our community is mindful of our Dignity at King’s guidance.

We ask all candidates to submit a copy of their CV, and a supporting statement, detailing how they meet the essential criteria listed in the person specification section of the job description. If we receive a strong field of candidates, we may use the desirable criteria to choose our final shortlist, so please include your evidence against these where possible.

We reserve the right to close adverts early due to the volume of applications we receive. While the closing date may change, all adverts will close at 23:59 to allow sufficient time for applications to be submitted on that day.

We encourage you to apply at the earliest opportunity to avoid disappointment as once we have closed a vacancy you will be unable to submit your application.