The Christie NHS Foundation Trust Hiring for Education Events Administrator Job at Manchester, England Full Time

Are you interested in gaining experience within a busy and ambitious Education Events Team, assisting to deliver cancer education through a wide variety of events? Do you have highly developed administrative skills and attention to detail? If so, we would like to hear from you.

The Christie School of Oncology provides specialist education programmes at the Christie Hospital in Manchester, the largest single-site cancer Centre in Europe and one of the top-rated cancer hospitals worldwide.

We are looking for an organised and motivated individual with a passion for events who can work with us on an ad-hoc basis to support our experienced and busy team.

You will play an important role within our expanding Education Events team, helping to support an extensive program of events and projects.

You will provide a high quality of administrative support to the Education Events Team and a variety of internal and external stakeholders within the events programme. You will support the delivery of national study days, webinars, conferences and clinical education and training. You will be responsible for the administrative and operational support for a varied and busy programme of events working within a team of administrators and event coordinators.

The post holder will provide a high quality of administrative support to the Events Coordinator and management team in the organisation and delivery of national study days, conferences and clinical education and training. The post holder will be responsible for the administrative and operational support for a varied and busy programme of events working within a team of administrators and event co-ordinators.

Flexible and home working arrangements are supported and can be discussed at interview. Interviews will be held on Wednesday 28thApril.

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