Endometriosis South Coast
Events Team Leader - Volunteer
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Join Endometriosis South Coast in Portsmouth!
As an experienced Team Leader, you'll take operational ownership of our events, coordinate logistics, and inspire volunteers to change lives. Help us ensure no one fights alone!
What difference will you make?
By stepping into the role of Events Team Leader, you become the driving force that transforms our vision into real, accessible community spaces. Because our charity is dedicated to ensuring that no one along the South Coast navigates the isolating journey of endometriosis alone, our events are vital lifelines for breaking that isolation.
Here is the direct impact your work will have on our organisation and the cause:
- Sustaining and Growing Vital Services: By taking operational ownership of individual events from start to finish, you directly help fundraise to grow our peer support networks and hormone health hubs for the future.
- Amplifying Public Awareness: Your structured planning and coordination with our marketing team ensure our campaigns reach deeper into the Portsmouth community, spreading vital education about a debilitating and frequently overlooked condition.
- Protecting the Volunteer Network: By acting as the main point of contact and providing briefing packs, you keep our frontline volunteers feeling safe, valued, and fully supported on the day.
- Ensuring Inclusive and Accessible Care: Your proactive checks on venue accessibility and dedication to safeguarding mean that our community spaces remain a securely run, welcoming environment where patients can find validation without barriers.
- Securing Future Support: Your post-event evaluations and supporter stewardship bridge the gap between community kindness and long-term charity growth, making a visible, lasting difference in the lives of those affected by endometriosis.
What are we looking for?
Person Specification
Essential
- Passion for ESC's mission and a genuine commitment to making a positive impact for people with endometriosis.
- Strong organisational skills and the ability to manage multiple logistics simultaneously to tight deadlines.
- Confidence leading a small team of volunteers in a fast-paced event environment.
- Experience planning or coordinating events — community, charity, or otherwise.
- Good written communication skills for briefing packs, attendee communications, and reporting.
- Ability to problem-solve calmly under pressure, and to escalate issues appropriately.
- Comfort working with shared online tools such as Microsoft SharePoint.
- Commitment to upholding ESC's values of equality, diversity, and inclusion.
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Desirable
- Previous experience leading volunteers in an event or community setting.
- Familiarity with charity event planning or fundraising events.
- Experience with Eventbrite or similar ticketing and event management platforms.
- A background in event management, hospitality, or community engagement.
- Knowledge of the South Coast community or lived experience of endometriosis.
Hybrid
What will you be doing?
About Us and the Team
Endometriosis South Coast (ESC) is an inclusive charity dedicated to ensuring that no one along the South Coast navigates the isolating journey of endometriosis alone. Through awareness campaigns, monthly support meetings, and targeted fundraising, we create a supportive community for those who need it most.
The Role
The Events Team Leader takes operational ownership of individual ESC events. Working under the direction of the Events Manager, they plan and deliver assigned events from start to finish — managing logistics, coordinating volunteers, and ensuring every event runs smoothly and to a high standard.
Team Leaders are the day-to-day leads for their events. They maintain the SharePoint events page, work to agreed deadlines, and ensure the Events Manager is kept informed at every stage. They are the primary point of contact for Events Volunteers on the day and play a vital role in making ESC's events welcoming, accessible, and impactful.
Duties & Responsibilities
Event Planning & Preparation
- Take operational lead on assigned events, working within the framework set by the Events Manager.
- Complete the Event Planning Form and submit to the Events Manager for approval.
- Manage all event logistics — venue, suppliers, equipment, and materials.
- Submit all expenditure requests to the Events Manager; no independent spending authority.
- Complete the Marketing Request Form and liaise with the Marketing Lead on event promotion.
- Prepare and distribute the volunteer briefing pack at least 5 days before the event.
- Coordinate attendee communications before and after the event.
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SharePoint & Deadline Management
- Maintain and update the events page on SharePoint for their assigned event, ensuring all documents, trackers, and information are kept current.
- Work to deadlines agreed with the Events Manager and flag any risks to delivery early.
- Ensure volunteers have access to the information and documents they need.
On-the-Day Delivery
- Set up and close down the event space and equipment.
- Brief and coordinate Events Volunteers on the day.
- Engage with attendees and ensure a welcoming, supportive experience.
- Handle on-the-day issues and escalate to the Events Manager where required.
Financial & Reporting
- Track event expenditure and submit all payment requests to the Events Manager — no team member has the authority to spend independently.
- Submit a post-event evaluation form within 5 working days, capturing attendance, feedback, and any issues to support ESC's MEL and impact reporting.
- Support stewardship of event supporters — ensure attendees, fundraisers, and local business contacts are appropriately thanked and that any warm contacts are flagged to the Events Manager.
- Once ESC's CRM is in place, log relevant event contacts and outcomes as directed by the Events Manager.
Volunteer Support
- Support Events Volunteers during events, ensuring they feel briefed, valued, and able to contribute.
- Maintain a positive, welcoming, and inclusive atmosphere for attendees and volunteers alike.
General
- Deliver all work in line with ESC's formal policies, procedures, and ethical standards.
- Handle personal data in full compliance with GDPR, and verify venue accessibility before each event.
- Uphold ESC’s safeguarding policy, escalating any immediate concerns to the Safeguarding Lead
3 years experience
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