We value diverse perspectives and experiences and are striving to create a workplace culture that is inclusive, is accepting of all and is free from discrimination and bias.
Coventry City Council is the 9th biggest city in England and has ambitious plans to grow its economy, reputation and quality of life, including by the delivery of the title UK City of Culture in 2021.
The Council’s Business Investment and Culture service has a remit for economic development, inward investment, sustainability, culture, sport, tourism and events. The team we are recruiting to is responsible for a range of functions, including:
Delivery of festivals and major events
Promotion of leisure and business tourism
Operation of the convention bureau; and
Management of the fourteenth century St Mary’s Guildhall.
It is a lively group of largely specialist officers with responsibility for strategy, funding and project delivery across its sections. It has recently expanded significantly, taking on new staff to develop and deliver activities stimulated by the title of UK City of Culture in 2021 and being a host of the Commonwealth Games in 2022.
Our ValuesIn line with our One Coventry Values, we want to ensure that our communities are represented across our workforce. A vital part of this is ensuring we are a truly inclusive organisation that encourages diversity in all respects, including diversity of thinking. We particularly welcome applicants from minority ethnic, LGBT+, disabled and neurodiverse communities to make a real difference to our residents so that equity and respect remains at the heart of everything we do.
Our Values are:
Open and fair: We are fair, open, and transparent.
Nurture and develop: We help and encourage everyone to be their best and do their best.
Engage and empower: We talk and listen to others, working together as one.
Create and innovate: We embrace new ways of working to continuously improve.
Own and be accountable: We work together to deliver the best services for our residents.
Value and respect: We put diversity and inclusion at the heart of all we do.
What is the job role?The role involves providing essential administrative and organisational support to the Events Team in delivering a high-quality, city-wide programme of events that aligns with Council policies and priorities.
Key responsibilities include liaising with artists, creatives, and performers to confirm performance details, negotiate contracts, and manage agreements. You will also assist in curating event programmes and scheduling performances. Additionally, you’ll contact event suppliers to request quotes, ensure specifications are met, and confirm event details.
Supporting the corporate events programme, you’ll manage financial spreadsheets, staffing rotas, and event schedules, ensuring adherence to financial policies and procedures. You’ll raise purchase orders, process invoices, and set up new suppliers, ensuring smooth budget management and compliance expectations. The role also requires you to work with the Communications Team to provide content for media releases and social media platforms, as well as collaborate with the Council's ticketing provider to track and report on ticket sales.
On top of administrative duties, you’ll provide on-site event support, including addressing public inquiries and assisting with event operations. This will involve supporting event production, coordinating logistics such as site measuring, organising equipment, liaising with contractors and event staff, and handling on-site queries. You’ll also contribute to the compilation, analysis, and distribution of reports and statistics that support the achievement of the Service Plan and Council priorities.
This role requires collaboration across teams within the Culture, Sport, and Events Service, Business Investment and Culture Division, and the wider City Council, helping to promote a cohesive and coordinated approach to event development and delivery in Coventry. Additionally, you’ll be expected to perform any other duties as needed within the role’s salary grade.
Who are we looking for?We are looking for an organised and motivated Events Assistant Officer to provide essential administrative support to the Events Team. This role will focus on ensuring the smooth operation of various events by assisting with event planning, coordination, and logistics. You will be responsible for handling event documentation, maintaining schedules, updating financial records, and communicating with suppliers and stakeholders. As part of the team, you will support the delivery of both Council-led and community events, helping to build and nurture partnerships, and assist with sourcing external funding opportunities for public events.
In addition to administrative duties, you will play a key role in supporting large-scale events, contributing to all stages from concept to post-event evaluation. You will collaborate with colleagues across the Council, as well as external organisations and community groups, to ensure effective event delivery. Your role will involve assisting with the development of event policies and strategies, sharing your knowledge and expertise with others to help maximise the impact of community-led events and identify synergies with City Council events. A passion for event planning, strong organisational skills, and digital literacy are essential for this role.
This role will demand weekend and anti-social hours working but it will be great fun!
You should have:
Strong organisational skills to manage event schedules, timelines, and logistics.
Proficiency in handling event documentation, including contracts, permits, and supplier agreements.
Experience in maintaining financial records, processing invoices, and updating budgets.
Ability to update and maintain event planning spreadsheets and other tracking systems.
Excellent communication skills, both written and verbal, for liaising with colleagues, suppliers, and event stakeholders.
Attention to detail in managing event-related data, ensuring accuracy and completeness.
Familiarity with using event management software, spreadsheets, and other digital tools for planning and reporting.
Ability to assist in coordinating staffing schedules and maintaining rotas for event teams.
Knowledge of corporate policies and procedures, including health and safety, financial management, and procurement.
Strong interpersonal skills for working collaboratively with various teams and external partners.
Capacity to support event production on the ground, responding to administrative inquiries or issues on-site.
Ability to prioritise tasks effectively and work to deadlines, often in a fast-paced environment.
Flexibility to work outside regular hours, including evenings and weekends, as required by event schedules.
Support the collection of sustainability reporting data.
This is not an exhaustive list of expectations, roles and responsibilities and as an Events Team all staff will be expected to support each others work.
If you need help or support to complete your application, please visit our accessibility page to see how we can assist you.
Guaranteed Interview Scheme - As part of our commitment to inclusion, we offer guaranteed interviews for specific groups of people. To qualify, you'll need to meet the minimum requirements for the role and identify with one of the below criteria:
Members of the Armed Forces and veterans
Are currently in care or have previously been in care
If you consider yourself to be disabled or if you have a long-term health condition
For full details on the application process please read the attached document on our jobs page labelled 'Coventry City Council Application Process'. If there is any evidence of a candidate using AI to complete their application, then the application will be rejected unless the candidate can provide a justification which the Council considers to be reasonable.
Interview date(s): 3 March 2025
About CoventryCoventry has a proud, innovative and creative spirit that throughout its history has seen communities come together to tackle problems and bring about real social change.
We are cutting-edge, challenging, youthful, vibrant and diverse.
At Coventry we are committed to excellence in everything we do. With around 5100 staff from a range of different backgrounds, our aim is to recruit and develop talented people who will focus on our customers, take responsibility, work together and find better ways of doing things.
To deliver the best services to our residents, we need the best people working for us to make a difference to our communities.
If you join us, we will provide a fantastic rewards and benefits package - to find out more please visit https://www.coventry.gov.uk/council-vacancies
