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Events Administrator - Glasgow Glasgow, United Kingdom Up to 19000

Events Administrator - Glasgow

Location: Glasgow, United Kingdom |
Salary: Up to 19000 |
Posted: 5 May 2022 |
Closes: 5 Jun 2022 |
Business Unit: UK Secure Solutions |
Contracted Hours: Full-time |
Employee Status: Permanent |
Reference: T210003DQ

We are looking for an Events Administrator to join our Events Team based at the SEC Campus in Glasgow.

This is a key operational role responsible for processing all logistical procurement for the Events function. You will provide general administration support to the wider team. This is a highly focused customer service position with a high proportion of the role focusing on inbound and outbound calls, email correspondence and interacting with the wider casual workforce to drive retention by communicating key messages and ensuring a seamless onboarding experience.


Key Responsibilities:

  • Proactively engage with casual workforce to increase fulfilment of events manning from the direct workforce and identify opportunities for upskilling to plug resource gaps
  • Seek to mitigate cost exposure by increasing utilisation of local workforce
  • Utilise MI provided by Operations Support Analyst to take appropriate actions to maximise utilisation of casual workers
  • Coordinate event logistics including uniform supply, transport, welfare supplies and accommodation
  • Manage bookings and PO’s including transport, accommodation and arrange ordering of equipment as required
  • Understand supplier base and take decisions to improve compliance, consistency and reduce costs
  • Liaise with field-based administration and management teams to ensure requirements are met during the deployment of events 
  • Ensure governance and compliance of internal processes to support in the management of cost and ensure consistency in ways of working across all areas
  • Ordering of office equipment and stationery within budget
  • Supporting resourcing and scheduling with obtaining and verifying right to work documents, liaising with HR where required to ensure legal compliance
  • Support with licence renewal process
  • Management of procurement logs and associated spreadsheets
  • Production and administration of service contracts
  • Highlighting any overspend or other financial concerns to the finance team and area managers prior to bookings 
  • Oracle Purchasing  system superuser, raising purchase orders and recording on appropriate spreadsheets and reporting
  • Provide support to finance team as required with month end reconciliation
  • Support / POC for workforce with Javelin access issues and issues registering for work to optimise the workforce 
  • Manage no show process post event 
  • Issue and analyse workforce questionnaires proposing solutions to reduce attrition and increase engagement and utilisation of the workforce
  • Liaise with candidate coordinator to improve and successfully manage new starter process  
  • Compliance around workforce ID badges 
  • Responsible for general administration including printing, answering the phone and document generation


What we're looking for: 

  • Experience in an  Administrative role
  • Excellent organisation skills
  • Attention to detail
  • Effective use of Google applications
  • Communication both written and verbal
  • Basic level of financial awareness
  • Strong IT skills


If you want to join a fast moving industry and be part of an events events that will deliver everything from football to concerts then please apply


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