Events Lead National Robotarium

Role:Events Lead

Grade and Salary:Grade 631236 - 36636 per annum

FTE and working pattern: 1FTE 35hrs per week Monday - Friday

Holiday Entitlement: 33 days annual leaveplus 9 buildings closed days (and Christmas Eve when it falls on a weekday)

Purpose of Role

The National Robotarium Events Lead will support the Business in promoting all aspects of Robotics and AI through events within the facility and actively plan and support all events attended by the National Robotarium team at external venues. The role will also lead the representation of The National Robotarium at all Data-Driven Innovation (DDI) related forums that cover cross hub and DDI communications as well as actively contribute to all cross-hub events.

Key Duties & Responsibilities

Events Space Management

• Responsible for accepting and scheduling all booking requests for the facilitys events spaces.
• Communicate with event bookers regarding the planning of their event and ensure smooth delivery.
• Maintain accurate records of all events and utilise events management software to track bookings and communication with event bookers.
• Collaborate with National Robotarium colleagues to facilitate delivery of events visits and tours to the highest standard.
• Liaise with colleagues within wider University departments to support all event booking requirements.
• Develop and maintain relationships with external customers to secure paid event bookings and support income generation.
• Support internal financial procedures.

Planning and Organisation of Internal and External Events

• Plan and organise the successful delivery of on-site events to enhance The National Robotariums reputation and engage with key target demographics.
• Ensure events comply with relevant health and safety procedures internally and externally
• Plan and organise National Robotarium attendance at events held at external venues domestically and internationally
• Coordinate safe movement of personnel and equipment.
• Liaise with external venue management teams to ensure that all National Robotarium on site requirements are met (space power supplies facilities etc.)
• Communicate with external customers and event management teams as well as finance representatives in terms of invoicing and or procurement activities.
• Liaise with appropriate Health and safety management personnel regarding the arrangement of on-site or off-site demonstrations and operations of robotic equipment owned by or operated by The National Robotarium and its personnel.
• Represent The National Robotarium in the planning organisation communication and delivery of university-wide events and engagement activities related to robotics AI Computer Science and STEM.

Communications and Marketing

• Leading / supporting the creation and production of events-related marketing materials working with the Communications Manager to ensure alignment with the Robotariums overall communications strategy and brand guidelines.
• Contributing to the internal and external promotion of National Robotarium events to a variety of stakeholders via digital channels including web social media news SharePoint and digital advertising.
• Maintain and update the events section of The National Robotarium website ensuring accurate and up-to-date information on upcoming activities and opportunities.
• Support the Communications Manager with the creation of engaging high-quality content for The National Robotariums quarterly newsletter and social media channels.
• Develop content for social media channels including graphics videos and written posts to enhance engagement and showcase key initiatives.

Data-Driven Innovation Forum Representation

• Represent The National Robotarium at monthly in-person DDI Communications meetings contributing insights and updates to ensure alignment with broader DDI strategies.
• Participate in monthly DDI Public Engagement and Events Delivery meetings supporting the planning and execution of outreach activities.
• Work closely with the DDI Programme Event & Communications Executive to coordinate event schedules ensuring alignment across key initiatives and maximising impact.
• Support general marketing and communications efforts for Data-Driven Innovation (DDI) including content creation stakeholder engagements and assisting social media strategy.

Essential & Desirable Criteria

Essential

1. Educated to degree level or equivalent experience
2. Experience of planning organising and delivering events or similar activities
3. Experience of liaising with internal and external stakeholders
4. Experience in providing excellent customer service
5. Excellent organisational skills and ability to coordinate many moving parts
6. Strong attention to detail and ability to deliver to a high standard
7. Strong interpersonal and communication skills and ability to present information clearly to diverse audiences
8. Ability to build and maintain working relationships and collaborate effectively with colleagues
9. Competent in the use of digital tools (e.g. Microsoft Office event software social media etc.)
10. Ability to work autonomously using initiative and judgement
11. Proactive flexible and solutions-focussed in approach
12. Able to remain calm under pressure and respond to last minute changes
13. Willingness to work occasional evenings weekends or travel as required

Desirable

1. Experience using event management or booking systems databases CRM or similar tools
2. Experience in budget monitoring invoicing financial record-keeping
3. Experience of generating event income or similar sales activity
4. Experience in creating communications marketing materials and content
5. Confidence in representing the organisation externally and in public settings
6. Enthusiasm for robotics AI STEM engagement or enthusiasm for public engagement / outreach

If you dont meet all the criteria but believe your background has given you strong relevant skills and experience we would still be very interested in your application. We value potential and the ability to learn as much as direct experience.

How to Apply

Applications can be submitted up to midnight(UK time)on Wedmesday 10th December 2025.

Pleasesubmit your CV via the Heriot-Watt on-line recruitment.

We welcome and will consider flexible working patterns e.g. part-time working and job share options.

Heriot-WattUniversity is committed to securing equality of opportunity in employment and to the creation of an environment in which individuals are selected trained promoted appraised and otherwise treated on the sole basis of their relevant merits and abilities. Equality and diversity are all about maximising potential and creating a culture of inclusion for all.

Heriot-WattUniversity values diversity across our university community and welcomes applications from all sectors of society particularly from underrepresented groups. For more information please see our website also our award-winning work in Disability Inclusive Science Careers our total rewards calculator: see the value of benefits provided by Heriot-Watt University.

About the Team

The National Robotarium is involved in markets ranging from Healthcare Offshore renewables Manufacturing Logistics Space Oil and Gas Social care Hazardous Environments and Autonomous Vehicles and as such this role will have an exciting level of variety and interest.

Based at Heriot-Watt Universitys Edinburgh campus the National Robotarium has three main objectives;

1. To work in partnership with industry to solve problems by applying the resources of the National Robotarium and its supporting universities (UoE and HWU) and as a result to have a positive impact on the economy and on society.
2. To raise awareness and develop talent in the areas of AI and Robotics in schools in business and in the public in general.
3. To inform future needs for advanced research.

The successful applicant will have the opportunity to work in one of the most exciting technology sectors today be at the forefront of making The National Robotarium a success and positioning it globally while contributing to improving peoples lives building the economy and making a positive difference to society as a whole.

About Heriot-Watt University

At Heriot-Watt we are passionate about our values and look to them to connect our people globally and to help us collaborate and celebrate our success through working together. Our research programmes can deliver real world impact which is achieved through the diversity of our international community and the recognition of creative talent that connects our global team.

Our flourishing community will give you the freedom to challenge and to bring your enterprising mind and to help our partners with solutions that can be applied now and in the future. Join us and Heriot Watt will provide you with a platform to thrive and work in a way that also helps you live your life in balance with well-being and inclusiveness at the heart of our global community.