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Cycling Event Assistant

Welsh Cycling

Welsh Cycling is the governing body of cycling in Wales. It is part of British Cycling, the national governing body of cycling in Britain. Over 140 cycling clubs in Wales are affiliated with Welsh Cycling.

23 Nov 2022
Full Time
Closing date
9 Dec 2022


Welsh Cycling is the National Governing Body for Cycling in Wales. It is now entering the next exciting stage of its development. The organisation continues to evolve and has now reset and refocused the teams to better align the work across the different areas of the Strategy as well as preparing the team for future opportunities.

The organisation is also developing the support for young people, organised activity, membership, clubs, performance within a framework of diversity, partnerships and insight.

The Cycle support team requires a Research and administrative support role to ensure that customer service and insight is central to our delivery.

Job Purpose

The primary role of the Cycling Event Administrator is to ensure that the cycling events in Wales are safe and enjoyable for oganisers, riders and volunteers, whilst maintaining compliance with Welsh Cycling byelaws and British Cycling regulations.

The job duties for this role are as follows:

  • Event Management System (EMS)
    • Manage data imports of events
    • Assign commissaires
    • Arrange equipment requirements and communicate with Event Support Assistant
    • Collect timing system requests and communicate raw data forms with the Event Support Assistant
    • Communicate risk assessments to commissaires and manage any comments with organiser, ensuring they have the current risk assessment
    • Issue event permits
    • Collect post event feedback and send feedback to Head of Events & Volunteers who will then help develop the organiserInform the Finance Manager of invoices that require raising and sending to race organisers post event
  • British Cycling (BC) event approval system
    • Check details and approve all cycling events against BC regulations (classifications, date clashes, correct race categories.)
    • Ensure the online entry system is set up correctly and the categories are accepting the correct ages entrants.
    • Amend any minor changes before approval or, for major issues, reject and inform Head of Events & Volunteers who will support the organiser before resubmission
    • Upload the results from the timing system, following the event
  • Manage and liaise with all volunteers in Wales
    • Manage database of all active volunteers in Wales, ensuring regular communication with them on attendance and upcoming events
    • Work with the Head of Events & Volunteers to organise training opportunities for all volunteers
    • Ensure trainees are assigned to events to develop and qualify them as quickly as possible
  • Admin assistance to organisers
    • When required, assist organisers with event admin such as screening the risk assessment, to ensure it is up to standard and uploaded to the BC system, and ensuring relevant commissaires are happy with it.
  • Keep the WC events calendar up to date as new events become registered.
    • Share any information on upcoming events with the communications team and assist them with the publication of comms around the event.
    • Design Posters for events (mainly Welsh Champs).
  • Pre-event comms to include road closure notices etc.

Key Performance Indicators (KPIs)

To ensure that this job is meeting the strategic aims of Welsh Cycling, the role holder will be monitored and supported to deliver the following KPIs:

  • To increase the number of event volunteers (workforce) and clubs promoting our events
  • To increase the number of individuals attending our events over the course the season (retention)
  • Quality assurance survey rating from organisers riders and spectators at events

Person Specification

This role requires a well organised person who can manage multiple deadlines. They will need to computer literate with a basic understanding of Microsoft Office and who can deliver good customer service. We need someone who is passionate about delivering a great events calendar which will inspire people to cycle.

So, if you have any of these skills, we want to hear from you:

  • Well organised and excellent at meeting set deadlines
  • Able to use Microsoft Office applications and confident using basic computer programmes
  • A good communicator and team player
  • Experience of administrating events
  • Knowledge of how to organise a sports event, ideally cycle sport

Download full job description and person specification

How to Apply

To apply for this role, please send a CV and a cover letter, outlining a bit about yourself and why you want the role, and send it via 'Apply Now' or if you would like an informal chat, please contact Rob Webber on [email protected]

  • Deadline: This role closes at 9am, on Friday 9th December 2022.
  • Interviews: will take place on Thursday 15th December 2022.

Additional Information

Full Time
Job Type
Event Management
Salary information
£21,000 - 22,000

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