Role description for BATOD Conference Coordinator

Tenure:

Two years by appointment (with the opportunity for renewal by agreement by both parties).

* To avoid conflict of interest/biased engagement – postholder cannot hold active committee member in R/N group

Notice period – to allow the Association time to appoint a replacement six months’ notice is required

Time commitment:

Time commitment will vary from month to month but there is an expectation that queries will be responded to in a timely manner, i.e., within five working days.

Most  meetings will take place out of normal working  hours.  Some meetings will take place during office hours.

Meetings (online)

·       Monthly committee planning meetings

·       1- 2 meetings with National Treasurer re: conference budget

·       Ad hoc meetings with committee members/venue etc as required

·       One pre-site visit

·       Other meetings by agreement with Steering Group members

·       Annual national conference – attendance and set up

·       Annual Mary Grace Wilkins webinar

If the postholder has been unable to contribute to the work of BATOD or to attend a meeting related to the role for a continuous period of up to 6 months, beginning with the date of the appointment to/renewal of role, SG will consider appointment of a replacement postholder (following consultation with the post holder.)  This is to ensure the efficient continuation of BATOD’s work.

Main purposes of role:

1.      Lead arrangements for national conference to support BATOD aim to promote CPD

2.      Coordinate the annual Mary Grace Wilkins webinar event

3.      Provide ongoing information about conference/webinar to NEC and members as appropriate

4.      Provide reports for Steering Group and NEC, and coordinate articles for the BATOD Magazine and website as appropriate.

Key tasks:

·       Lead organisation of the national conference

·       Co-ordinate arrangements for the Mary Grace Wilkins webinar

·       Establish a conference committee – reviewing  membership annually, to reflect the diversity of  membership

·       Ensure a clear inclusive conference vision and direction

·       Create a conference work plan, delegating committee members to specific roles

·       Monitor and drive forward the workplan with committee support

·       Identify areas of concern, provide support, amend plans  as required

·       Facilitate monthly meetings with Conference Committee

·       Amend existing conference planning guidance to reflect changing practice

·      Identify software/processes to support planning and delivery of event

·       Ensure  accessibility  of planning meetings and each event, working with the accessibility coordinator

·       Maintain a clear record of meetings and decisions taken and actions agreed

·       Liaise with national treasurer to ensure effective budget  process is in place

·       Provide regular updates as required to SG and NEC

·       Create and analyse post event survey/evaluation

·       Work with the conference planning committee to ensure the smooth and timely organisation of specific events, maintain oversight of event programmes, delegate booking system and appropriate marketing

Key outcomes:

1.      BATOD members have access to a high quality conference that provides access to current evidence based deaf education research

2.       The conference venue rotates to allow engagement over time of all BATOD region and nations

3.      The committee structure includes all  key roles that are  required and reflects the diversity of  members

4.      Positive professional, non-biased, relationships with a range of venue contacts, companies, manufacturers, agencies, etc maintained.

5.      Members have access to the conference at a reasonable cost whilst the conference retains a balanced budget.

6.      The professional knowledge and experience of the post holder is extended

Responsible for staff/equipment  – N/A

Reporting to Steering Group/NEC

Honorarium – £300 per annum

Recommended knowledge and experience:

·       BATOD member

·       Experience of leading/supporting delivery of conferences/training events

·       Good written and spoken communication skills

·       excellent time management

·       administration and organisation skills.

·       Good computer literacy; accuracy and attention to detail.

·       Sound knowledge of Microsoft Office 365 packages

·       Sound knowledge and experience of Zoom and Teams based webinar events

·       Familiarity with booking systems such as Eventbrite.

·       Experience of or willingness to learn graphic design packages such as Canva

·       Willingness and ability to travel to UK venues for conferences, pre-site visit