Volunteer Field Events Co-ordinator

What will you be doing?

We are looking for an experienced events manager/administrator who can co-ordinate a series of field trips, working with our network of walks leaders to agree suitable dates for each to happen. It is not essential for the co-ordinator to attend the events or be a birder. The Field Events Co-ordinator will help promote these on the SOS website (working with our volunteer website team), on social media (through another volunteer) and in our quarterly newsletter (working with its volunteer editor). The Field Events Co-ordinator will also be part of our Membership and Publicity Committee, which meets five times a year. This can be in person or via video link.  As a background, Sussex Ornithological Society (SOS) has been arranging regular field trips for its members (and other people) in the county and occasionally beyond for over 40 years. Amongst our 2,000 members we have a team of people willing to lead groups of around 8-20 people to show the participants the wildlife, share their knowledge and provide a social event for people to enjoy the wider countryside. The programme of events:

is geographically scattered around the county; covers most months of the year and includes weekend and mid week walks; includes visits to established nature reserves owned/managed by environmental NGOs and other locations; times appropriately to the periods when there is likely to be a bird spectacle happening at a site; has a proportion of the visits which enable less physically able members to partake; offers mainly rural but some more urban locations; considers ease of public transport accessibility for participants without access to cars. encounter the diverse range of habitats that occur in the county, including downland, woodland, heathland, harbours, reedbeds, grazing meadows in river valleys, seascapes (including cliffs) and urban parkland.   

Participants age ranges from mid 30s to individuals in their 80s, although we are keen to attract a younger audience to join us. SOS are actively recruiting young birders through its grants scheme for equipment like binoculars. Generally the events are half day in length and the walking is around 3-5 miles. All events need to be risk assessed and we have a simple template to follow describing the walk and any hazards that may be present. After each event, a report is submitted by one of the participants which feature in the following SOS Newsletter.

What are we looking for?

We are looking for a person who is highly organised, has at least three years' administration experience, preferably including some events management. They must be confident, can communicate in writing and verbally (mainly telephone conversations) in order to get locations, dates and walk leaders arranged and then be able to promote the events clearly through various channels, including our website, newsletter and social media. The right person will be proficient in using email, Microsoft Office (particularly Word and Excel) and confident to learn how to upload event information onto our website and possibly, in future onto the Eventbrite bookings platform. SOS uses a light touch Risk Assessment process and associated documentation to ensure safety is at the forefront of minds for these walks. These Risk Assessments follow a simple templated format which is not over onerous. It would be desirable that the person taking on this role has some experience in such matters. It is desirable, but not essential, that applicants have some knowledge of birds and wildlife and locations around the county which will be good to visit at key times of the year. There is plenty of expertise around to help give guidance on this if you need  this. We are also hold good records going back many years of where we have visited previously to provide indications for future events. This role is part of Sussex Ornithological Society's Membership and Publicity Committee. This group meets five times a year. These are a mix of face to face and virtual video meetings. Hybrid options are available if a member cannot get to the venue and would wishes to attend via video. These happen during the evening and usually last two hours. The group consists of a chair, the membership secretary, field events co-ordinator, conference organiser, webmaster, newsletter editor and communications officer. These are key meetings in order to plan SOS's programme for its members.   

What difference will you make?

Your input into with this role will create a programme of enjoyable outings which will enrich the lives of the participants who will, as a group, feel safe in visiting locations in the county with wonderful wildlife spectacles. The events will be enriched through the leadership of birdwatchers who will share their skills and knowledge with the audience. The walks are great for physical and mental health. Sussex Ornithological Society's walks programme has been popular for many years and it is one of the reasons why the organisation has grown from strength to strength over its 60 year history. They are part of the social glue which keeps it going. The group nature of these events is a real benefit to individuals who may feel less confident than some in venturing into the countryside alone. And for less experienced birdwatchers, they are great opportunities to learn more. You will be able to introduce some change to the programme. We are particularly keen that younger people are catered for in these events and consideration of ease of public transport access is an important factor to be considered.