Activities and Events Manager

Activities and Events Manager

Salary: £30,000 per annum

Position: Full time – 38 hours per week flexible as the role requires

Closing date – 6th December 2021

Job Description

Job Title: Activities and Events Manager

Reports to: Operations Director

We are an inclusive, equal opportunities employer, we support the recruitment and employment of staff with disabilities wherever possible.

Place of Work

The primary location of this role will be at our Head Office but agile working across the North Yorkshire region will be required to run activities and events.


To plan, develop and run a financially sustainable activities and events programme for the charity that includes the Living and Learning Zone (LLZ), Club Wilber, and third-party community events.  The activities and events will both support our service user groups with social inclusion, fun and learning opportunities and also raise the profile of the charity within the local community.

You will be responsible for overseeing the growth of our volunteers to ensure that we can increase our capacity to run more activities and events and generate fundraising income.

You will line manage four members of staff who will support your Activities and Events team including a Bid Writer, two Activities and Events co-ordinators and a Activities and Events Administrator.

You will work with the Digital Communication Co-ordinator and the Activities and Events Administrator to utilise the CRM system Donorfy for event supporters, including regular communications and impact reporting.

Main Duties:

  • Report to the Operations Director
  • To support the delivery of the activities and events strategy through delivery of high-quality activities and events, designed to attract new and repeat service users
  • To create a financially sustainable programme of activities for our new Living and Learning Zone
  • To attend the activities and events where necessary and where required
  • To create a financially sustainable programme of activities for children’s programme, Club Wilber ensuring that it also supports a calendar of school holidays and specific holiday activities such as Christmas
  • To research, develop, and plan potential new event opportunities, ensuring that the events programme evolves in response to opportunities, sector trends, new fundraising requirements and most importantly our service users
  • To work collaboratively with third party event organisers to ensure that Wilberforce Trust maximises all fundraising and promotional opportunities whilst managing expectations of charity support and involvement in line with income levels
  • To ensure that Wilberforce Trust is represented at key third party events and where appropriate speak on behalf of the charity, assist with the activities and events, and work with the Activities and Events Co-ordinator’s to manage any volunteer support
  • To keep up to date with current competitor activity, potential new opportunities for events and improved ways of managing and developing events
  • Ensure that all activities and events are fully compliant with legislative and regulatory requirements including health and safety, adult and children safeguarding and the General Data Protection Act (GDPR)
  • To seek guidance and advice from the Compliance and Performance Manager to ensure the delivery of the Trust’s activities and events is compliant with the relevant and current regulatory requirements
  • To support follow up activity for prospects identified following our and third-party events, signposting their cultivation journey through to the Operations Director and CEO
  • Manage the budget for the activities and events department and ensure that the Bid Writer has clear objectives for their submissions of bids and grants
  • Provide management and board reports on cost management, revenue growth and success against planned projects and targets
  • Support the strategy for growing the children’s programme and club activities (Club Wilber)
  • Oversee the strategy for recruiting and retaining volunteers.


  • Direct line management for the Activities and Events team
  • To maintain regular supervisions and annual appraisals of all direct reports
  • To provide professional leadership to all staff and volunteers in the in the Activities and Events remit and across the Trust
  • To attend meetings as and when required
  • To be involved in the recruitment of any staff or volunteers relating to the activities and events area of the Trust
  • To attend management meetings


  • To provide reports on accidents and incidents and audits to the Compliance and Performance Manager
  • To ensure risk assessments are reviewed following any accident or incident
  • To maintain good practice in the use of the CRM system (Donorfy), ensuring that information is recorded accurately to allow for excellent supporter care, stewardship, and accurate analysis of event performance
  • To keep up to date and comply with fundraising, GDPR and other relevant legislation and codes of practice and good standards
  • To review policies and procedures in relation to your areas of responsibility
  • To maintain detailed, accurate and up to date records as appropriate


  • To create processes for our CRM system, ensuring that the processes are streamlined and effective in thanking our supporters, maintaining their engagement and making them feel valued
  • Work with the Digital Communication Co-ordinator and the Activities and Events Administrator to ensure effective and timely communications so that key messages are conveyed to employees, partners, supporters, donors, and other stakeholders in a clear and consistent way
  • To create impact reports, newsletters, and leaflets to demonstrate the impact of our work and update readers on progress and future events and activities


  • To manage their time effectively
  • Develop and maintain good working relations with all Wilberforce Trust staff
  • Promote good employment practices, equal opportunities, and welfare in accordance with Trust policies, including disciplinary and grievance procedures
  • To have the flexibility to work outside office hours as activities and events require.
  • To work independently to tight deadlines
  • Always uphold the values of The Wilberforce Trust
  • Support and advise the executive team by providing accurate and timely reports to support decision-making and to inform the Trust of performance against plans
  • Build constructive and open working relationships with all service users of the Trust to ensure a high-quality experience – and invite feedback to inform future developments
  • Develop and nurture successful working relationships with external partners
  • To represent the Trust as required
  • Thorough understanding of ethics, regulations, and laws
  • Working with management, regulators, and board members
  • To undertake such other duties as the Chief Executive or Trustees may reasonably require from time to time

The above job description is for guidance only and is not contractual. The Management and Board of Trustees reserve the right to alter, delete or add any part after consultation.

How to Apply?

If you would like to discuss the role further please email Samantha.

To apply for this position please send an up to date CV and covering letter to [email protected]

Connect with us

The Wilberforce Trust is dedicated to helping those with visual impairment, sight loss, hearing loss and other disabilites across York, North Yorkshire and the surrounding areas.