Community & Project Support Assistant

Job Title: Community & Project Support Assistant

Department: Championships

Reporting To: Project Manager – Championships

Direct Reports: 0

Version: V2

Job Purpose

• To provide administrative and operational support to the Championships Team for The Open. Working with internal and external stakeholders and as a member of the Championships team to provide focused support to the local resident and business community ensuring appropriate access permits are provided and relevant and updated information is available.

Key Accountabilities

• Support the Project Manager to develop and implement communication processes and campaigns agreed in support of local community and business engagement.
• Facilitate regular drop-in sessions in the local host community; providing face to face advice and guidance to the public. Support the planning and delivery of various Championship meetings by arranging venues to ensure all logistical aspects of the meetings run smoothly.
• Follow permit workflows and processes (including application, approval, production and distribution), for the relevant local residents, collecting and inputting accurate data and producing/distributing the required permits within the agreed timescales and ensuring appropriate access is in place. Escalate issues to the Project Manager when required.
• Support local community enquiries at the dedicated drop-in office using knowledge, as briefed, to resolve issues or escalating where required.
• Providing excellent customer service, to provide a positive engagement experience to the local community.
• Provide efficient general administrative and operational support to the Championships Team when required.
• Work with the Ticketing & Accreditation team and Transport Manager to facilitate collaboration and communication and support the permit process, as well as liaising closely with representatives from the host local authority ensuring the most up to date factual information is available to the local community.
• Support Host Club with general correspondence and compilation of databases for volunteers.

Expertise

• Scottish National 5 qualifications in English and Maths, or equivalent.
• Proficient in using Microsoft Office packages, including Word, Excel and Outlook.
• Excellent communication and interpersonal skills, with the ability to build trust and maintain positive relationships with diverse community groups and stakeholders.
• Strong organisational and collaboration skills, with the ability to coordinate information, manage feedback and represent the organisation effectively in public forums.

This job description is written as an indication of the nature and scope of duties and responsibilities. It is not intended as a fully descriptive or definitive list and jobholders will be expected to carry out other duties assigned which are appropriate to the position.