Job summary
We are looking for an extremely enthusiastic, organised, and motivated individual with a passion for events who can support our experienced and highly ambitious team.
The post holder will provide high quality administrative and operational support to the events coordinators, senior administrators and management team in the organisation and delivery of national study days, conferences, clinical education, and training.
If you are seeking a new challenge within an events setting and wish to be part of an expanding, innovative team then we want to hear from you.
Main duties of the job
You will play an important role within our expanding Education Events team, helping to support an extensive program of events and projects.
Within this full-time post, some of the main duties of the role include events administration, planning and coordination, operational event support, marketing assistance and financial record keeping.
Flexible and home working arrangements are supported and can be discussed at interview.
About us
Christie Education provides a wide variety of learning and higher education opportunities in cancer care, treatment, and research. This included developing learning and events which meet the highest expectations of our client group, nurses, doctors, allied health professionals, amongst others.
Our team provides a significant output from face to face, hybrid and on-line learning-using the latest technologies. Then team are focussed on developing high quality learning opportunities which support the experience of cancer patients, wherever they may be.
Job description
Job responsibilities
DUTIES AND RESPONSIBILITIES
Event Administration & Coordination
- To be the first point of contact (telephone, direct and written) for events team. Responding to enquiries from colleagues and external organisations, in a professional, timely and customer-focused manner
- Complete the registration process for the programme of events to include; creating booking sheets, sending out confirmations pre course materials, joining instructions using mail merge
- Attend working party meetings where necessary with Event Manager/Coordinator and follow up on action points as instructed by the Event Manager or Senior Event Coordinator
- Liaise with relevant stakeholders such as catering, sponsors and speakers pre event to ensure the smooth running on the day.
- Contact speakers to confirm agenda times as instructed. Collate speaker biographies, presentations and release forms.
- Preparation of facilitator and delegate materials.
- Prepare meeting set up in virtual platform and send joining instructions to speakers & delegates.
- Create event itineraries for the study days
- Provide support for on the day coordination of events to include; registration (virtual/face to face), catering, speakers, sponsors & special requests
- Produce evaluation reports for events and feedback to managers
- Contact potential sponsors to generate income for events
- Provide support for events held at external venues
- Secure and book suitable facilities for meetings, course dinners & accommodation
Maintain Accurate Records
- Input financial data to include raising invoices, credits & cheques & maintaining accurate records
- Ensure all event registration & booking sheets are up to date and accurate
- Use of electronic systems for maintaining data
- Responsible for requesting and recording all annual leave and absence in the electronic system
Communication
- Provide front of house support on the event days (at the time specified), being the first point of contact with delegates, speakers, sponsors and suppliers
- Escalate issues or concerns to Event Coordinator or Deputy Manager
- Attend and contribute to team meetings for the purpose of reviewing the departmental activity and sharing general information
- Frequent virtual, phone, face to face and email communication is required to liaise with stakeholders to include course facilitators, speakers, delegates, sponsors & suppliers
- Contribute to, and maintain, a positive working team environment
- Be a representative for The Christie School of Oncology maintaining high quality standards & customer service
Marketing support
- Editing of flyers and marketing materials using set templates
- Create and distribute mailshots to promote events
- Conduct market research for promotional opportunities
- Utilise social media to promote events
- Input to, and maintain the marketing database
- Monitor of the School of Oncology webpages to ensure all information is current & correct
- Promote events on external websites and intranet
General
- Communicate with colleagues in a clear concise manner
- Meet and greet delegates attending for national events
- Take telephone queries relating to any education events or programmes and informing appropriate personnel as required
- Take a proactive attitude to your personal development and attend relevant mandatory updates
- Work flexibly around the business needs, to include early mornings, evenings and weekends on an ad hoc basis
Job description
Job responsibilities
DUTIES AND RESPONSIBILITIES
Event Administration & Coordination
- To be the first point of contact (telephone, direct and written) for events team. Responding to enquiries from colleagues and external organisations, in a professional, timely and customer-focused manner
- Complete the registration process for the programme of events to include; creating booking sheets, sending out confirmations pre course materials, joining instructions using mail merge
- Attend working party meetings where necessary with Event Manager/Coordinator and follow up on action points as instructed by the Event Manager or Senior Event Coordinator
- Liaise with relevant stakeholders such as catering, sponsors and speakers pre event to ensure the smooth running on the day.
- Contact speakers to confirm agenda times as instructed. Collate speaker biographies, presentations and release forms.
- Preparation of facilitator and delegate materials.
- Prepare meeting set up in virtual platform and send joining instructions to speakers & delegates.
- Create event itineraries for the study days
- Provide support for on the day coordination of events to include; registration (virtual/face to face), catering, speakers, sponsors & special requests
- Produce evaluation reports for events and feedback to managers
- Contact potential sponsors to generate income for events
- Provide support for events held at external venues
- Secure and book suitable facilities for meetings, course dinners & accommodation
Maintain Accurate Records
- Input financial data to include raising invoices, credits & cheques & maintaining accurate records
- Ensure all event registration & booking sheets are up to date and accurate
- Use of electronic systems for maintaining data
- Responsible for requesting and recording all annual leave and absence in the electronic system
Communication
- Provide front of house support on the event days (at the time specified), being the first point of contact with delegates, speakers, sponsors and suppliers
- Escalate issues or concerns to Event Coordinator or Deputy Manager
- Attend and contribute to team meetings for the purpose of reviewing the departmental activity and sharing general information
- Frequent virtual, phone, face to face and email communication is required to liaise with stakeholders to include course facilitators, speakers, delegates, sponsors & suppliers
- Contribute to, and maintain, a positive working team environment
- Be a representative for The Christie School of Oncology maintaining high quality standards & customer service
Marketing support
- Editing of flyers and marketing materials using set templates
- Create and distribute mailshots to promote events
- Conduct market research for promotional opportunities
- Utilise social media to promote events
- Input to, and maintain the marketing database
- Monitor of the School of Oncology webpages to ensure all information is current & correct
- Promote events on external websites and intranet
General
- Communicate with colleagues in a clear concise manner
- Meet and greet delegates attending for national events
- Take telephone queries relating to any education events or programmes and informing appropriate personnel as required
- Take a proactive attitude to your personal development and attend relevant mandatory updates
- Work flexibly around the business needs, to include early mornings, evenings and weekends on an ad hoc basis
Person Specification
Qualifications
Essential
- o5 GCSEs Grades A* - C including English, Mathematics and ICT or meet the Maths, English and ICT functional skills assessment requirement at Level 2 at interview.
Experience
Essential
- oPrioritising and managing busy workload
Desirable
- oExperience of working within an administrative environment
- oExperience of learning management databases
- oPrevious involvement in the field of event administration and/or assessment
Skills
Essential
- oEffective written and verbal communication skills, face to face and telephone
- oEffective customer care skills
- oGood organisational skills
- oAbility to work independently and as part of a team
- oEffective time management Skills
Desirable
- oHospitality/Customer care training
Knowledge
Essential
- oWorking knowledge of Microsoft office packages
- oAble to take own initiative and identify methods to improve administrative processes
Desirable
- oKnowledge and understanding of learning and development processes
- oKnowledge of learning management systems and databases
- oUnderstanding of marketing & sales
Values
Essential
- oCompassion and respect for others
- oQuality care
- oInnovation
Other
Essential
- oEnthusiastic, calm and confident
- oWillingness to develop role
- oActs in a professional manner at all times
- oWorking hours can be regular, but will involve additional and unsocial hours
Person Specification
Qualifications
Essential
- o5 GCSEs Grades A* - C including English, Mathematics and ICT or meet the Maths, English and ICT functional skills assessment requirement at Level 2 at interview.
Experience
Essential
- oPrioritising and managing busy workload
Desirable
- oExperience of working within an administrative environment
- oExperience of learning management databases
- oPrevious involvement in the field of event administration and/or assessment
Skills
Essential
- oEffective written and verbal communication skills, face to face and telephone
- oEffective customer care skills
- oGood organisational skills
- oAbility to work independently and as part of a team
- oEffective time management Skills
Desirable
- oHospitality/Customer care training
Knowledge
Essential
- oWorking knowledge of Microsoft office packages
- oAble to take own initiative and identify methods to improve administrative processes
Desirable
- oKnowledge and understanding of learning and development processes
- oKnowledge of learning management systems and databases
- oUnderstanding of marketing & sales
Values
Essential
- oCompassion and respect for others
- oQuality care
- oInnovation
Other
Essential
- oEnthusiastic, calm and confident
- oWillingness to develop role
- oActs in a professional manner at all times
- oWorking hours can be regular, but will involve additional and unsocial hours
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
