Senior Education Events Administrator

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Detailed job description and main responsibilities

DUTIES AND RESPONSIBILITIES
Events Management
• Support the delivery of the CICE events including study days, conferences, and courses
• Support wider team with any virtual training sessions where necessary prior to the event taking place
• Act as primary point of contact on the day of events whether this be in a hybrid, face to face or fully virtual capacity (could include evenings and weekends)
• Provide advice on event management techniques to clinical leads and collaborating partners as necessary
• Oversee the production of events outputs, including evaluation and engagement. Look at key successes in order to improve future events

Events Administration & Coordination
• Responsible for the administration of events.
• Join and contribute to working party meetings to plan events, taking a lead on these when Leads or Managers are unavailable.
• Create event booking sheets using agreed systems, ensuring all event registration and information sheets are up to date and accurate
• Act as a primary contact during the pre-event stages for speakers and other relevant stakeholders, answering any queries and updating any changes where required.
• Contact potential sponsors to generate income for events and assist Senior Events Programme Coordinator with collating agreements and contracts.
• Confirm and issue event joining instructions whether this is Face to face, Hybrid or fully virtual.
• Record education activity attendance on agreed systems and looking at key successes in order to improve future events
• Supervise the bookings and invoicing processes, working closely with the events administrator to ensure data is accurate and well communicated to attendees
• Post events on Eventbrite and the Christie Website where necessary through the Trust Web Team.
• Coordinate all administration activity on the day of the event to ensure that all runs smoothly
• Assist in evaluating the success of the event and produce reports for analysis
• Prepare delegate packs, photocopying materials and handouts where necessary
• Contact and book external venues where necessary, coordinating all accommodation and course dinners
• Work flexibly within administration team at identified times, to support overall priorities in times of sickness, absence or leave

Marketing
• Work creatively within the set guidelines to ensure effective design and marketing concepts are utilised in the promotion of the events and services.
• Ensure General Data Protection Regulation (GDPR) is adhered to through all activity
• Assist with the marketing, design and production of posters, flyers, programmes and delegate packs in conjunction with the marketing co-ordinator.
• Source relevant marketing materials from speaker's pre and post event.
• Update and produce content for the social media log and support the scheduling of posts across all social media platforms when necessary.
• Assistance on site with any filming or production associated with an event
• Create and assist with producing Mailshots trough the CRM system.
• Assist with all marketing campaigns and the researching of specialist groups or organisations.
• 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

Management
• To manage delegated staff and ensure compliance with all Trust requirements in terms of health and safety, HR issues and risk management
• To ensure that delegated staff members meet work targets in line with their banding and experience
• To support delegated staff in terms of their personal development
• Work closely with other key members of the CICE and other teams to co-ordinate overall activities

Finance
• Assist Senior Events & Programme Coordinators and Education Events Programme manager in generating agreed income targets through the programme of events, event secretariat services, international visitors and sponsorship
• Input financial data to include raising invoices, BJT's, credits notes & maintaining accurate records on internal systems.
• Work closely with the education centre team in agreeing the process and associated room hire booking charges for internal and external events and bookings
• Comply with Trust Standing Financial Instructions

General
• Communicate with colleagues in a clear concise manner
• Take email and 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 criteria

• 5 GCSEs Grade A-C E.g. English, Mathematics and Information Technology
• NVQ Level 3 in Administration and/or Learning & Development or equivalent

Desirable criteria

• Certificate in initial Assessment & Support of Learners
• ECDL or equivalent
• A willingness to work towards NVQ Level 4 in Learning and Development

Experience

Essential criteria

• Prioritising and managing busy workload
• Previous involvement in the field of training administration and support

Desirable criteria

• Experience of working within a unionised environment
• Experience of Learning Management databases

Skills

Essential criteria

• Good written and verbal communication skills
• Excellent customer focus
• Good organisational skills
• Ability to work independently and as part of a team
• Ability to work to tight deadlines
• Ability to prioritise workload effectively
• Effective time management skills
• Ability to delegate effectively
• Proven analytical skills

Knowledge

Essential criteria

• Working knowledge of Microsoft office packages
• Able to take own initiative but recognise when advice needs to be sought

Desirable criteria

• Knowledge and understanding of learning and development processes
• Knowledge of Learning Management Systems and Databases

Values

Essential criteria

• Ability to demonstrate the organisational values and behaviours

Other

Essential criteria

• Enthusiastic, calm and confident
• Willingness to develop role
• Acts in a professional manner at all times
• Working hours can be regular, but may involve unsocial hours

The closing date for this post may be extended if there are insufficient applicants or brought forward if there is a high volume of applicants.

Application Information - If you have not heard from us within four weeks of the closing date, I regret that on this occasion your application will have been unsuccessful.

Sponsorship Information - We are an approved sponsoring organisation. Applications will be considered from applicants requiring sponsorship alongside all other applications. Please be aware, not all roles are eligible for sponsorship. You can review the list of eligible role and requirements on the