Events Coordinator

BSNI are working with Belfast City Council to recruit a Events Coordinator – Marketing. This role is temporary.

Employment type
Temporary
Number of people required
1
Target start date
08 Jun 2026
Duration
12 Weeks
Hours per week
37

Rate
PAYE: £17.18 per hour

Job location
4-10 Linenhall Street, Belfast, BT2 8BP, United Kingdom

Main purpose of job

Responsible to the Events Officers for assisting with the development, management, delivery and evaluation of a comprehensive, customer focused programme of events.  This will include establishing regular programmes, schemes, fun days and events to encourage the use of parks open spaces.

Assist with the management and coordination of third party, large scale, promoter led events ensuring that all relevant licenses, legal agreements and risk assessments are in place, and all health and safety measures have been implemented prior to events.

Act as first point of contact for customers enquiring about booking an event in parks and open spaces, providing advice and guidance on all matters relating to the Departments Events Policy.

Promote the councils key messages through outdoor events in parks.

Research new developments in events management and provide advice to Members and staff on issues relevant to parks events.

Support the Parks Events and Outreach Manager with the delivery of the Departmental annual events programme, ensuring required standards of service are always maintained, and work programmes are delivered in a timely, cost-effective manner.

Summary of responsibilities and personal duties

Assist the Events Officers to develop, organise, deliver and evaluate a comprehensive, customer focused programme of events in parks and open spaces.  This will include organising and administering regular programmes, schemes, fun days, participatory activities and events to encourage the use of open spaces, according to set budgets and timescales, ensuring that all relevant licenses, legal agreements and risk assessments are in place, and all health and safety measures have been implemented prior to events.
Assist with the management and coordination of third party, large scale, promoter led events ensuring that all relevant licenses, legal agreements and risk assessments are in place, and all health and safety measures have been implemented prior to events.
Act as Deputy Event Controller at Belfast City Council events; supporting the lead decision maker responsible for the operation of the event management plan and any contingencies. Support the lead officer onsite for liaison with stakeholders and emergency services.
Act as first point of contact for customers enquiring about booking an event in parks and open spaces.  Provide advice and guidance on all matters relating to the Departments Events Policy, assisting customers to complete the required procedure prior to the event taking place.
Assist with the monitoring, evaluation and review of all events in parks and open spaces.
Assist the Events Officers with the management and co-ordination of all Funding Management Agreements/Partnership Agreements and with grant and funding applications, including the administration and collation of information. Communicate with relevant stakeholders and answer queries as required.
Assist in the procurement of goods and services for the Parks Events function by raising purchase orders as required, managing invoices and ensuring timely payment of same, in line with Council policies, financial regulations and standing orders.
Assist with the preparation and evaluation of tenders and quotations in respect of events in parks and manage appropriate external contractors, entertainers and demonstrators at events.  Ensure the necessary high standards of service delivery through the supervision of staff employed by the council, and/or staff employed by contractors working for the council.
Collect and reconcile monies at facilities as required ensuring compliance with all electronic payment systems and administration procedures and informing management of any discrepancies.
Assist Events Officers with monitoring and management of budgets as are allocated for the units functions in accordance with Councils policies, financial regulations and standing orders, ensuring that due process is followed, and the units targets are met within budget.
Support the Events Officers in maximising promotional commercial opportunities which may arise, such as sponsorship for events, activities and schemes.
Ensure the implementation of all health and safety measures in connection with events, including all necessary liaison with the councils Health and Environmental Services and Building Control, with external bodies such as the Police Service for Northern Ireland (PSNI Department for Infrastructure (DOI), Department or Communities (DFC), Visit Belfast.
Liaise effectively with other officers and services within the department, for example, Leisure Development Unit, Parks Outreach Managers and the Performance and Improvement Unit to identify and develop opportunities for partnership working, developing activities for families and devising schools programmes.
Liaise closely with the officers responsible for the booking of outdoor pitches regarding the booking of events.
Assist the Events Officers with the administration of allotments ensuring effective delivery of the allotment service.
Assist in the production and collation of service performance data including financial information for Parks Events facilities as required and prepare information and reports as requested, under the direction of the Events Officers.
Administer the usage of bowling and community pavilions for sporting and non-sporting activities by community groups etc. ensuring compliance with systems and administration procedures.
Assist Event Officers with the response to all corporate complaints, Freedom of Information (FOI) and Subject Access Requests (SAR) received in respect of Council activities and events.
Participate in working groups as required, assisting in the development of service business plans and improvement of delivery of service to the public.
Support Corporate Communications resource in promoting good public relations between City and Neighbourhood Services Department and the public.
Support the use of parks facilities for events by establishing working relationships with external groups such as relevant community and tenants associations, voluntary bodies, specialist associations, horticultural groups, voluntary groups, schools and interest groups.
Provide the content of online and print publicity material for programmed events as required. This may include relevant event booking documents, guidance manual etc.
Ensure key corporate messages are transmitted through events in parks by liaising and working with other council departments and external organisations and partners.
Undertake regular training to ensure that all knowledge required to safely stage events is kept up to date e.g. Health and Safety, Risk assessments, legal agreements etc.
Represent the Events Officers within own sphere of responsibility, as required.
Motivate and manage any staff that may be assigned to the post holder to ensure effective service delivery and to be responsible for reviewing and implementing a proper staff training and development programme.
Participate in all induction and in-service training provided by Belfast City Council and in the induction and support of all newly appointed staff and other human resource management policies and procedures, as appropriate, including, absence management, disciplinary and grievance procedure.
Participate as directed in the Councils recruitment and selection procedures.
Act in accordance with the council and departmental policies and procedures including customer care, equal opportunities, health and safety, safeguarding and any pertinent legislation.
Undertake the duties in such a way as to enhance and protect the reputation and public profile of the council.
Undertake such other relevant duties as may from time to time be required.
This job description has been written at a time of significant organisational change and it will be subject to review and amendment as the demands of the role and the organisation evolve. Therefore, the post-holder will be required to be flexible, adaptable and aware that they may be asked to perform tasks, duties and responsibilities which are not specifically detailed in the job description but which are commensurate with the role.

Essential criteria

Qualifications and experience

Applicants must, as at the closing date for receipt of applications have five GCSEs (grades A-C) including English or equivalent qualifications.

Applicants must demonstrate, as at the closing date for applications, by providing personal and specific examples on the application form that they have, at least one years relevant experience in each of the following:

assisting with the planning and delivery of outdoor parks events and activities; and
assisting in the provision of content for on-line and print publicity material for programmed events.
Special skills and attributes

Applicants must be able to demonstrate that they possess the following special skills and attributes which may be tested at interview.

Customer care skills: The ability to understand and apply customer care principles and standards.

Work planning skills: The ability to forward plan and to effectively prioritise the work of a large section taking into account short and medium term goals, service demands and the availability of resources.

Project management skills: The ability to manage and deliver a range of projects on time and to budget.

Partnership working skills: The ability to work with a diverse group of professionals across public, private, voluntary and community sectors and establish good working relationships to meet common objectives.

Team working skills: The ability to work within a small team to ensure the delivery of agreed work objectives.

Communication skills: Excellent oral and written communication skills, with the ability to represent and promote the interests of the department within the organisation, to Belfast and beyond.

Short-listing criteria

In addition to the above qualifications and experience, Belfast City Council reserves the right to shortlist only those applicants who, as at the closing date for receipt of applications:

in the first instance, have at least one years relevant experience of (c) developing relationships with customers, communities and groups in order to provide good customer service whilst increasing the usage of the facilities; and
in the second instance, have at least two years relevant experience in all three of the above noted areas (a-c).
For more information contact Jessica or Debbie on 02895219313

BSNI are an acting recruitment agency.