What you’ll do:

As an Event Co-ordinator you will play a vital role in providing high quality support to the Office Manager to develop a viable pipeline of external events into our award winning space and ensure the smooth operation of internal and external activities within Vantage Point, whilst also leading the support for off-site events on behalf of the Health Innovation South West.

Responsibilities:

• Act as the first point of contact for external partners wishing to utilise the Health Innovation South West as the venue for their event.

• Coordinate external and internal bookings for our rooms and desks, ensuring rooms are set up for each meeting in the style requested, with appropriate refreshments, stationery.

• To be responsible for all events administration including sending invitations, securing venues, booking into workshops, liaison with speakers and managing the broad range of event interactions on the day.

• To work with teams across the organisation to maximise the use of the space, planning, engaging and evaluating events

• To work proactively with a schedule of events to maximise throughout, whilst maintaining quality of experience and not compromising the working environment for Health Innovation South West staff.

• To support event development from inception through to delivery, ensuring that all relevant staff are involved and that every event is delivered to the agreed specification, deadline and budget.

• To provide technical/IT support to event hosts and attendees, helping ensure both physical and virtual attendees gain maximum value from events.

• To support the Office Manager in maintaining and enhancing the IT infrastructure of the Health Innovation South West for internal and external users of the space

• To support the evaluation of our position in the local market to enable the continuous improvement of our space, offer and approach.

• Ensure that internal databases are effectively maintained with regard to events, ensuring that records are compliant with prevailing GDPR requirements.

• Work with the Communications Team to ensure appropriate and timely exposure for all our events and that campaigns and exhibits, etc. of the Health Innovation South West are suitably supported.

• To work with external venues to ensure the Health Innovation South West achieves best quality and value-for-money from off-site events.

• Flexibly support across the activities as priority dictates, including reception duties and, space set up and clearing as required.

• Ensure the Health Innovation South West office maintains appropriate stocks/stores to function efficiently as directed by the Office Manager.

• Other grade appropriate responsibilities as, from time to time, instructed by the line manager.

• Be an ambassador for and positively promote the Health Innovation South West, behave and model the company’s values.

Key success factors:

• Excellent written and verbal communication skills with a great telephone manner.

• Excellent organisational and administrative skills, with a natural ability to manage/coordinate multiple activities.

• Able to work as an integral part of a small, but busy team, offering support to others if needed, as well as an independent drive and focus where required.

• Demonstrable experience of advanced level/skills in IT packages, including: Microsoft Word, PowerPoint, Excel, Databases, Outlook or other email package.

• A strong and demonstrable customer service ethic for both internal and external customers.

• Possesses a strong attention to detail, with the ability to convey messages clearly and succinctly

• Able to work flexibly and juggle a range of tasks

• Ability to prioritise workload and issues of importance and take appropriate action to ensure tight deadlines are met.

• Adaptability and a willingness to undertake a wide range of varied tasks.

What you’ll need to succeed:

Experience we are looking for:

• A committed can-do attitude to support a high quality experience for all stakeholders using our facilities.

• Experience in events or a closely related field.

• Evidence of personal and professional development to grasp new and exciting opportunities.

• A desire to enhance the health and care opportunities of people across the South-West.

Experience and capabilities you will develop in the role:

• End-to-end event management expertise, from planning and coordination to delivery and evaluation, across both internal and external events.

• Advanced stakeholder engagement skills, through regular interaction with a wide range of partners, guests, and internal teams.

• Operational and logistical planning capabilities, including venue setup, resource coordination, and IT/technical support for hybrid events.

• Enhanced communication and marketing skills, by collaborating with the Communications Team to promote events and campaigns.

• Proficiency in administrative systems and data management, ensuring compliance with GDPR and maintaining accurate event records.

• Adaptability and problem-solving in dynamic environments, learning to reprioritise tasks and respond to changing needs with confidence.

• Insight into the health innovation landscape, contributing to events that support the mission of improving health and care across the South West.

• Team collaboration and leadership, supporting colleagues and occasionally leading on specific event-related initiatives.

• Customer service excellence, refining your ability to deliver high-quality experiences for diverse audiences.

• IT infrastructure and digital tools proficiency, supporting the maintenance and enhancement of systems used for event delivery.

Abilities and attributes

• Enterprising – with the ability to translate interest into opportunity.

• Stakeholder relationship management skills – Ability to effectively build an ongoing rapport with guests, visitors and staff.

• Attentive – to meet the needs of stakeholders and to ensure clear communication across the team.

• Adaptability – able in the moment to appraise and re-prioritise tasks calmly.

• Creative and curious – not afraid of complexity and change.

• Energetic and goal-focused – a commitment to delivering excellence in all circumstances.

• Enthusiastic and engaging – ability to deal effectively with people of all backgrounds and experiences.

Responsible to: Office Manager