Job summary
Are you an enthusiastic and entrepreneurial Events and Marketing professional who is interested in supporting The Christie in the delivery of a programme of education events?
The Christie PET-CT Academy is looking for a highly motivated, innovative, Events and Marketing Coordinator to support the Academy. The team delivers a nationally and internationally recognised comprehensive programme of education courses and events.
Our flexible and innovative programme is a key part of The School of Oncology's portfolio, which includes master's level education, surgical short courses, and clinical skills training. The PET-CT Academy has a regional, national, and international reputation for the quality of its education and training.
We are looking for a team member who can contribute to our forward-thinking approach to education courses and events, which includes the creative use of technology. The successful candidate will have an ability to think creatively and work across boundaries to effectively undertake this role.
The purpose of this role is to provide event management, marketing and business administration support to the Education Programme Manager and Events and Marketing Manager. This will include taking an operational lead at events and meeting targets in relation to participation engagement.
Main duties of the job
As Events Coordinator for the PET-CT Academy Events and Marketing team, you will lead on the administrative support for conferences, study days, courses both face to face and online and other professional education training activities as required. You will be responsible for developing and maintaining effective marketing and administration processes, reports, systems and when applicable the supervision of other administration staff within the department.
SeeDetailed job description and main responsibilities.
About us
The Christie is one of Europe's leading cancer centres, treating over 60,000 patients a year. We are based in Manchester and serve a population of 3.2 million across Greater Manchester & Cheshire, but as a national specialist around 15% patients are referred to us from other parts of the country. We provide radiotherapy through one of the largest radiotherapy departments in the world; chemotherapy on site and through 14 other hospitals; highly specialist surgery for complex and rare cancer; and a wide range of support and diagnostic services. We are also an international leader in research, with world first breakthroughs for over 100 years. We run one of the largest early clinical trial units in Europe with over 300 trials every year. Cancer research in Manchester, most of which is undertaken on the Christie site, has been officially ranked the best in the UK.
Job description
Job responsibilities
DUTIES AND RESPONSIBILITIES
Education events responsibilities
- Support the delivery of a programme of activities and events to an agreed timescale
- Provide a quality, client focused educational event service and instil a customer centred approach in the team
- Be the lead administrator working closely with the faculty to set up and deliver a new programs of events
- Coordinate specific education activity within the PET-CT Academy to include speaker/sponsor/delegate liaison, preparation of materials, and venue/facilities management
- Be present at events to coordinate all activities and be the main point of contact
- Identify any issues on events or the online system and take appropriate action seeking the advice of, and reporting back to the Events and Marketing where necessary
- Produce detailed data analysis, to inform current and future plans, to ensure education activity continues to be delivered to a high standard and identify potential areas for activity
- Deliver marketing and event schedules to include liaising with suppliers, adhering to health & safety obligations,
- Supervision of other administrative staff to ensure all PET-CT Academy activity is well attended, coordinated, and evaluated
- Maintain and review accurate records for activity delivered by the team ensuring it is clear, coherent, and consistent
- Work flexibly to support the development of activity within the PET-CT Academy
- Produce event outputs including event logs and evaluations and advise senior colleagues to continually improve future events
Finance
- Raise purchase order requisitions, invoice external organisations, process personal payments, ensuring that processes comply with the Trusts Standing Financial Instructions
- Meet sponsorship income targets acting as the main point of contact for sponsors, issuing paperwork, coordinating contracts, maintaining financial records, and welcoming them to events
- Work with the education centre team in agreeing the process and associated room hire booking charges for internal and external events and bookings
- Work across all teams to take forward an education income generation plan and a marketing strategy for future growth
- Comply with Trust Standing Financial Instructions
Marketing
- Monitor registration rates for the programme of events and measure that the targets are being met, report to the team and suggest necessary action
- Ensure General Data Protection Regulation (GDPR) is adhered to through all activity
- Support senior colleagues with the production of marketing and promotional materials, including updating the website, and utilising social media
- To proactively contribute to the marketing and effective promotion of all activities within the PET-CT Academy, being an ambassador for The School throughout the Trust and to external organisations
- Work creatively within the set guidelines to ensure effective design and marketing concepts are utilised in the promotion of the events and services
- Oversee and carry out the marketing, design and production of posters, flyers, agendas, mailshots, and delegate materials in conjunction with the team of administrators
- Contribute to the design of fully integrated marketing campaigns in line with market research and developments in marketing practice
- Promote the Christie NHS Foundation Trust as a leader in the field of oncology education, utilising organisational expertise to run a successful programme of events
General
- Field all educational queries relevant to the PET-CT Academy, offering advice and directing queries to the relevant individuals as appropriate
- Provide ad hoc support to other members of the division during periods of absence and periods of fluctuating activity
- Deputise for the Marketing and Events Manager during periods of absence
- To undertake any other duties commensurate with the grade of the post
Job description
Job responsibilities
DUTIES AND RESPONSIBILITIES
Education events responsibilities
- Support the delivery of a programme of activities and events to an agreed timescale
- Provide a quality, client focused educational event service and instil a customer centred approach in the team
- Be the lead administrator working closely with the faculty to set up and deliver a new programs of events
- Coordinate specific education activity within the PET-CT Academy to include speaker/sponsor/delegate liaison, preparation of materials, and venue/facilities management
- Be present at events to coordinate all activities and be the main point of contact
- Identify any issues on events or the online system and take appropriate action seeking the advice of, and reporting back to the Events and Marketing where necessary
- Produce detailed data analysis, to inform current and future plans, to ensure education activity continues to be delivered to a high standard and identify potential areas for activity
- Deliver marketing and event schedules to include liaising with suppliers, adhering to health & safety obligations,
- Supervision of other administrative staff to ensure all PET-CT Academy activity is well attended, coordinated, and evaluated
- Maintain and review accurate records for activity delivered by the team ensuring it is clear, coherent, and consistent
- Work flexibly to support the development of activity within the PET-CT Academy
- Produce event outputs including event logs and evaluations and advise senior colleagues to continually improve future events
Finance
- Raise purchase order requisitions, invoice external organisations, process personal payments, ensuring that processes comply with the Trusts Standing Financial Instructions
- Meet sponsorship income targets acting as the main point of contact for sponsors, issuing paperwork, coordinating contracts, maintaining financial records, and welcoming them to events
- Work with the education centre team in agreeing the process and associated room hire booking charges for internal and external events and bookings
- Work across all teams to take forward an education income generation plan and a marketing strategy for future growth
- Comply with Trust Standing Financial Instructions
Marketing
- Monitor registration rates for the programme of events and measure that the targets are being met, report to the team and suggest necessary action
- Ensure General Data Protection Regulation (GDPR) is adhered to through all activity
- Support senior colleagues with the production of marketing and promotional materials, including updating the website, and utilising social media
- To proactively contribute to the marketing and effective promotion of all activities within the PET-CT Academy, being an ambassador for The School throughout the Trust and to external organisations
- Work creatively within the set guidelines to ensure effective design and marketing concepts are utilised in the promotion of the events and services
- Oversee and carry out the marketing, design and production of posters, flyers, agendas, mailshots, and delegate materials in conjunction with the team of administrators
- Contribute to the design of fully integrated marketing campaigns in line with market research and developments in marketing practice
- Promote the Christie NHS Foundation Trust as a leader in the field of oncology education, utilising organisational expertise to run a successful programme of events
General
- Field all educational queries relevant to the PET-CT Academy, offering advice and directing queries to the relevant individuals as appropriate
- Provide ad hoc support to other members of the division during periods of absence and periods of fluctuating activity
- Deputise for the Marketing and Events Manager during periods of absence
- To undertake any other duties commensurate with the grade of the post
Person Specification
Other
Essential
- oEnthusiastic, calm and confident
- oWillingness to develop role
- oActs in a professional manner at all times
- oWorking hours may involve unsocial hours
Qualifications
Essential
- oEducated to A Level or NVQ Level 3 standard or equivalent experience
Desirable
- oEducated to degree level
- oQualifications in; hospitality, event management or business administration
Experience
Essential
- oExperience of prioritising and managing busy workload
- oExcellent database management skills and using complex databases & spreadsheets to produce detailed data analysis
- oClear understanding of financial processes & governance requirements
Desirable
- oExperience of working in conferences & events/hospitality
- oExperience in a front of house role
- oExperience of using Eventbrite, Survey Monkey , Word Press and marketing CRM
- oStaff supervisory skills
- oExperience of using social media to market events
Skills
Essential
- oExcellent written and verbal communication skills
- oExcellent planning, organisational and interpersonal skills
- oGood organisational & proven analytical skills
- oEye for detail and ability to maintain accurate financial records
- oAbility to work independently and as part of a team
- oAbility to work to tight deadlines & prioritise workload effectively
Desirable
- oAbility to use design software to produce flyers & other marketing materials
- oBudget management experience
- oNegotiating and influencing skills
Knowledge
Essential
- oWorking knowledge of Microsoft office packages
- oAble to take own initiative and identify methods to improve administrative processes
Desirable
- oUnderstanding of marketing & sales
- oKnowledge of accreditation and related processes
Person Specification
Other
Essential
- oEnthusiastic, calm and confident
- oWillingness to develop role
- oActs in a professional manner at all times
- oWorking hours may involve unsocial hours
Qualifications
Essential
- oEducated to A Level or NVQ Level 3 standard or equivalent experience
Desirable
- oEducated to degree level
- oQualifications in; hospitality, event management or business administration
Experience
Essential
- oExperience of prioritising and managing busy workload
- oExcellent database management skills and using complex databases & spreadsheets to produce detailed data analysis
- oClear understanding of financial processes & governance requirements
Desirable
- oExperience of working in conferences & events/hospitality
- oExperience in a front of house role
- oExperience of using Eventbrite, Survey Monkey , Word Press and marketing CRM
- oStaff supervisory skills
- oExperience of using social media to market events
Skills
Essential
- oExcellent written and verbal communication skills
- oExcellent planning, organisational and interpersonal skills
- oGood organisational & proven analytical skills
- oEye for detail and ability to maintain accurate financial records
- oAbility to work independently and as part of a team
- oAbility to work to tight deadlines & prioritise workload effectively
Desirable
- oAbility to use design software to produce flyers & other marketing materials
- oBudget management experience
- oNegotiating and influencing skills
Knowledge
Essential
- oWorking knowledge of Microsoft office packages
- oAble to take own initiative and identify methods to improve administrative processes
Desirable
- oUnderstanding of marketing & sales
- oKnowledge of accreditation and related processes
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.
