Conference & Events Coordinator Student Placement

Responsible to: Commercial Operations Manager

Location: All Derby Sites

Closing date: Monday 31 August 2026

Salary: £26,737 to £27,139 per annum (for exceptional performers, there is scope for further progression up to £31,209.85 per annum)

Job grade: ATOS 2

Reference: 0172-26

Contract type: Fixed term contract

Post type: Full-time

Adaptive working type: Onsite

About the University

We have one simple promise – to make a positive impact. Through our groundbreaking research, teaching excellence and commitment to sustainable living, we are changing lives for the better. The University of Derby is a modern university with a modern outlook. Everything we do is driven by delivering excellence and opportunities for our students, our staff, and our region.

We have some of the best university facilities in the UK and achieve outstanding results for our teaching and research and have been awarded Gold in the prestigious Teaching Excellence Framework (TEF) 2023 – making it one of the top universities in the country recognised for its outstanding student experience and student outcomes.

Financially strong and seriously ambitious, we offer our employees an inclusive culture that centres itself around staff wellbeing, where you can be confident you will receive all the help and encouragement you need to build a rewarding career with lots of opportunities to enhance your skills.

About the College/Department

Our Campus Life and Student Living department is responsible for essential services that significantly impact the student experience. Campus Life is all about the various services that enhance the overall student experience, including sports, recreational facilities, and community engagement. Whereas our Student Living teams ensure the safety, comfort, and compliance of the University's residential estates. Whichever team you become a part of; student experience is our focus!

Commercial Conferencing and Events Team

The Commercial Conferencing and Events team forms part of Campus Life at the University of Derby. Dedicated to maintaining and enhancing the facilities and services that enable students, staff, and visitors to thrive in a safe, welcoming, and inspiring environment, the Commercial Conferencing and Events team is responsible for promoting and delivering commercial venue hire across the University's diverse portfolio of venues in Derby and Chesterfield, supporting conferences, meetings, training events, exhibitions, and filming activities.

With a range of modern, flexible spaces accommodating from small meetings to large-scale events for up to 250 delegates, the team works closely with clients to provide tailored event solutions, exceptional customer service, and seamless event delivery. Working alongside colleagues across colleges and departments, the team plays a key role in generating commercial income while showcasing the University's outstanding facilities.

About the Role

This placement provides a valuable opportunity for a University of Derby student to gain practical, hands-on experience within a busy, fast-moving conferencing and events function in a large, dynamic organization.

The role will support the end-to-end delivery of events, including pre-event preparation and administration, on-the-day coordination, and post-event follow-up activities. Working closely with the wider team, the student will assist with managing enquiries, supporting event logistics, maintaining clear customer communication, and helping to ensure the effective delivery of meetings, training sessions, and events. This experience will enable the development of key skills in event coordination, customer service, administration, and commercial operations.

Overall, the placement will provide meaningful exposure to a professional conference and events environment, build a strong foundation of transferable skills, and enhance future employability in conferencing, events, and related service-focused roles.

Anticipated interview date: Wednesday 9th September 2026

Please note, this role is only available to University of Derby second-year undergraduate students who start their academic year in September. Students who are studying on a Student Visa will NOT be eligible to apply for this post unless a placement year is a mandatory stipulation of the course. This role is a fixed-term contract for 12 months.

About You

This opportunity is open to second-year students currently studying at the University of Derby who can provide evidence of their student status. The successful candidate will have experience working in a busy, customer-facing environment, such as reception, hospitality, events, or front-of-house services, demonstrating excellent interpersonal and communication skills. You will also be confident in using Microsoft Office applications, including Excel, Outlook, Word, and Teams, with the ability to manage administrative tasks, communicate effectively, and work efficiently in a professional setting.

Principal Accountabilities

Customer Experience & Events Support

• Act as a meet-and-greet host for clients and event attendees, managing registrations, check-ins, and directional support.
• Deliver venue inductions, including health & safety briefings.
• Provide on-the-day event support, responding to client needs and ensuring smooth delivery.

Event Coordination & Client Liaison

• Liaise with event organisers pre-event and on the day to confirm final details and timings.
• Coordinate with internal departments to ensure all booking and event details are communicated effectively.
• Support pre-event planning, ensuring all logistics are accurate and in place.

Bookings & Enquiries

• Handle inbound booking enquiries and prepare comprehensive quotes.
• Support the booking process from enquiry through to confirmation, ensuring excellent customer care throughout.
• Support with general inbound enquiries across Campus Life services, including Sports, Student Accommodation and Security.

Communication & Administration

• Manage pre-event client communications, including final details and visitor information.
• Provide administrative support across campus life provision, including liaison and coordination support for Sports, Student Accommodation, and Security services, ensuring accuracy and attention to detail.
• Manage post-event client communications, including client feedback.

Safety & Security

• Promote a safe and secure environment, liaising with security teams where necessary.
• Support emergency procedures, including first aid and fire coordination when required.

Flexibility & Multi-Site Working

• Work flexibly across multiple sites and venues as required.
• Provide operational cover for events, including evenings and weekends where necessary, and support wider campus provision during peak periods.

Person specification

Essential Criteria

Qualifications

• Current University of Derby second-year undergraduate student

Experience

• Proven experience in a similar, busy customer service environment
• Administrative Experience
• Proven experience working in a busy customer-facing environment, such as reception, hospitality, events, or front-of-house services
• Demonstrable experience of delivering excellent customer service, including acting as a first point of contact and managing customer expectations professionally
• Experience of multi-tasking in a fast-paced environment, managing competing priorities while maintaining attention to detail
• Experience of handling challenging situations and resolving issues in a calm and professional manner
• Experience of using administrative and IT systems (e.g., email, booking systems, Microsoft Office applications) to manage communications and records

Skills, Knowledge and Abilities

• Fully competent in the use of MS applications such as Excel, Outlook, Word, and Teams
• Excellent organisational skills
• Excellent interpersonal skills
• Strong literacy and numeracy skills, with meticulous attention to detail.
• A clear and thorough communication style both verbally and in written form

Business requirements

• Willingness and flexibility to travel and work between university sites in a cost-effective and timely manner
• Willingness to work evening and weekends

Benefits

• Generous annual leave entitlement of 38 days inclusive of bank holidays and concessionary days (pro rata)
• Local Government Pension Scheme
• Suite of holistic wellbeing benefits and support including family-friendly policies, generous sick pay provision, and comprehensive Employee Assistance Programme
• Access to a variety of staff discounts at high street retailers
• Discounted onsite gym
• Cycle to Work scheme
• A flexible working environment
• A commitment to personal and professional development

Important information

Visa Sponsorship Eligibility

The University is unable to sponsor the employment of international workers under the Skilled Worker route for this role; however, applications are welcome from candidates who are able to demonstrate an alternative right to work in the UK.

Equity, Diversity and Inclusion

The University of Derby is committed to fostering an open, inclusive, and diverse community where everyone is treated with dignity, fairness, and respect. We are committed to advancing equity, diversity, and inclusion regardless of age, disability, gender identity, marriage and civil partnership, pregnancy and maternity, race, religion or belief (or none), sex or sexual orientation.

As a Disability Confident employer, we are committed to inclusive recruitment and welcome requests for adjustments throughout the recruitment process. You may choose your preferred title, including 'Mx', and may share preferred pronouns if you wish. We also use anonymised shortlisting to help reduce the potential impact of unconscious bias.

We are also committed to promoting academic freedom and freedom of speech and expression within the law, in line with our Code of Practice, and value diversity of thought alongside diversity of backgrounds and experiences. However you identify, we welcome applications from people whose experiences, perspectives, and talents will contribute to our inclusive, supportive, and intellectually vibrant community.

Environmental Sustainability

At the University of Derby, we are passionate about embedding sustainability into everything that we do. We aim to bring environmental sustainability into all aspects of the University, including teaching, research, and operational activities. In line with the University's strategic framework, we expect all our staff to embed sustainability into their working practices and support the University's objective to reach net zero carbon by 2050. Unlock your potential and apply today.

How to apply

You can apply by submitting an online application. Once you have signed in or registered with us, you will be able to begin your application. If you are creating an account for the first time, please ensure you provide an email address that you access regularly.

The University reserves the right to close this vacancy early if we receive a high volume of applications. We encourage you to submit your application as soon as possible to avoid disappointment.

If you require any assistance, including the provision of any documentation in an alternative format, please contact the Recruitment team.

Please note all applications must be submitted online by Midnight GMT on the closing date of the vacancy.