Job summary
Are you experienced in Events Management? Do you possess excellent communication and organisational skills? Are you passionate about promoting events and ensuring everything runs smoothly on the day? Then we want to hear from you.
An exciting opportunity has arisen to join the University Hospitals of Leicester NHS Trust Medical Education Team.
The successful candidate will work to provide management support to the Department of Medical Education's Conference Service. The post holder will be responsible for managing all elements of the service, from the day to day admin through to smooth running of large and small scale events and conferences. You will liaise with course directors to ensure that their needs are met. You will seek ways to improve the service bringing new ideas and ways of working drawing on experience from industry.
The successful candidate will be highly motivated, be able to demonstrate a pleasant and professional manner when dealing with key stakeholders (from doctors to staff alike), highly organised, be quick to learn and able to work under pressure and independently with minimal supervision. A track history in conference management would be advantageous.
If you have an interest in providing an excellent, high quality service and you meet the requirements in the person specification, apply today
Main duties of the job
This Trust wide post, based primarily at LGH, manages the UHLConferences run by UHL Consultants and Managers. It is alsoresponsible for the mandatory courses run by JETs/JAGs who useour accredited centre at Glenfield Hospital to update and trainendoscopy medical staff
Promote an effective marketing strategy to support andencourage multi-professional clinical conferences andtraining courses both within UHL and the externalmarketingTo manage each conference and course administeredthrough the conference office and give advisory support toFaculty.
To manage all conference/course budgetaccounts to ensure viability for each eventTo promote use of the conference/course managementservice to generate income to support the pay costs of theconference officeTo manage cost centre accounts (currently 15) for allconferences/meetings organised by the ConferenceManager
To market the 3 Clinical Education Centres and theirservices both internally and to an external marketTo generate income to support to support pay costs of theConference Manager and the Apprentice via administrationcharges to individual eventsTo develop an in-depth knowledge of the criteria requiredto manage and run successful events, gained throughformal training and relevant experience
Hold delegated responsibility for the associated budgets forall cost centres.To maintain income/expenditure accounts for allcourses/conferences.
This role will require some out of hours working to meet thedemands of the conference service.
About us
We are one of the biggest and busiest NHS trusts in the country, incorporating the General, Glenfield and Royal Infirmary hospitals. We have our very own Children's Hospital and run one of the country's leading heart centres.
Our team is made up of more than 17,000 staff providing a range of services primarily for the one million residents of Leicester, Leicestershire and Rutland.
We work with partners at the University of Leicester and De Montfort University providing world-class teaching to nurture and develop the next generation of doctors, nurses and other healthcare professionals, many of whom go on to spend their working lives with us.
Our purpose is to provide 'Caring at its best' and our staff have helped us create a set of values that embody who we are and what we're here to do. They are:
- We focus on what matters most
- We treat others how we would like to be treated
- We are passionate and creative in our work
- We do what we say we are going to do
- We are one team and we are best when we work together
Our patients are at the heart of all we do and we believe that 'Caring at its best' is not just about the treatments and services we provide, but about giving our patients the best possible experience.
About the University Hospitals of Leicester NHS Trust (leicestershospitals.nhs.uk)
Job description
Job responsibilities
To communicate and work with principal conference leads to promote aconference/course, offer advice on all matters relating to the conference and lead on implementing all administrationTo liaise with national associated, professional organisations to organise and promote conferences/training courses where necessaryTo implement policies to ensure that professional courses are run in accordance with Royal College specific guidelines and reporting proceduresRoyal College specific guidelines and reporting procedures.To manage an prioritise workload to accommodate the management of many events running concurrently and differing sites at any given timeTo promote the service provision of the conference office and raise the profile of the services offered both internally and externallyTo promote the service provision of the 3 Education Centres and raise the profile of the services offered both internally and externallyTo research all events to ensure the courses are necessary, viable (include CPD) and held at appropriate times of the yearConference Advertising and SponsorshipTo promote and design literature for a conference, ensuring its timely production and publicationNegotiating any costs of such material and ensure costs are built intothe overall conference budgets
To compile and manage appropriate mailing lists for distribution of promotional materialTo liaise with medical company representatives and trade exhibitors to negotiate sponsorship in various formats appropriate for each event, to agree a sponsorship feeTo organise a trade exhibition appropriate for each event
Responsible for the Health and Safety of all speakers and attendees at internal and external venuesTo develop the knowledge of the type of venue required to accommodate different types of events and numbers of delegates, room layouts, syndicate rooms required, parking, accommodation etcTo manage the booking of all conference venues and negotiate appropriate feesTo liaise with the venue to provide adequate audio-visual equipment, catering, domestic arrangements etcTo investigate and negotiate hotel accommodation rates for delegates where necessaryTo purchase, hire or borrow any equipment or materials necessary to a specific eventTo obtain quotations for such equipment, liaising with NHS supplies and Finance Departments and ordering equipment when necessaryTo attend and manage each event. To ensure the smooth running of each event by trouble shooting as appropriateTo set up all audio visual equipment and move furniture in meeting rooms on a frequent basis, to ensure the setup is correct and to move all equipment back after each event has concluded
To have an in-depth knowledge of each event taking placeTo confirm and make all arrangements with speakers including travel and overnight accommodation where appropriate, to thank speakers and process all expenses claim forms and honorarium paymentsTo store delegates personal information within a safe and secure environment, ensuring confidentialityTo design, print and circulate registration forms for each event. To receiveregistrations, records accurate data and produce a record of delegates attending.Confirm all registrations ensuring each delegate has sufficient and correct joining instructionsTo design and produce an evaluation form for each event to be distributed to all delegates, collected and analysed. The analysis to be reported back to the facultyTo collect abstracts/biographies from speakers, compile into appropriate format, print and distribute prior to the event.Produce badges for all attendees to be available on arrivalTo advise on, investigate and organise a social programme for events including transport where necessary
Manage registration desk at the commencement of each event
Responsible for the management/supervision of the Apprentice at LGHWorking with the Centre Managers to ensure that cover is available during busy times by the ApprenticeEnsure that all visiting Consultants have the appropriate contracts in place and that UHL is not responsible for any liability
Manage the requisition of supplies for the ConferencesEnsure that all Conference Directors are aware of their responsibilities under the UHL declaration policy
Ensure that all budgets for each event are properly set ensuring viabilityTo negotiate fees with trade exhibitors and sponsors. Raising invoices where appropriate
To ensure that each conference has an individual account open. Maintain and analyse information to ensure records are correct and accurate.In conjunction with principal faculty, dispose of any surplus funds appropriately and close accounts when no longer active (surplus funds may be used to purchase equipment or pay for employees registration fees to attend other conferences)To negotiate a best price and secure available discounts for purchasesTo maintain and manage complex, long-term accounts for recurring events (e.g. CCrISP, Basic Surgical Skills, Trans-oesophageal Echocardiography, PAM and DAD) where funds are used to support future events and purchase equipment for course useCollect and bank all delegate registration fees by cheque, credit card, invoice and online payments and issue receipts where necessaryEnsure all debtors are invoiced appropriately; prompt payment of speakersexpenses and honoraria. Invoices from outside agencies and transfer fundsinternally to cover expenses incurred.Ensure administrative fees are journaled in timely manner in order to ensure that theConference Managers salary is covered on a month by month basis
To manage and adapt to frequent interruptions including general course enquiries and office visits from members of staff, conference leads, course and telephone enquiries, attending meetings with course faculty etcTo develop and implement systems to ensure the effectiveness of all aspects of service deliveryTo ensure all faculty and attendees adhere to venue safety policies and proceduresTo ensure all equipment is handled and secured when not in useTo meet with the Operations Manager on a monthly basis to discuss appraisal objectives
To order raw meat from a local butcher for training courses, as advised by the course facultyTo supervise delivery, storage, movement and disposal of the raw meat having due regard for all aspects of health and safety
To facilitate the provision of courses which include training with cadavers and prosectionsTo ensure delegates are aware of the inclusion of cadaversTo recruit medical staff to act as patients to have procedures demonstrated on them
Job description
Job responsibilities
To communicate and work with principal conference leads to promote aconference/course, offer advice on all matters relating to the conference and lead on implementing all administrationTo liaise with national associated, professional organisations to organise and promote conferences/training courses where necessaryTo implement policies to ensure that professional courses are run in accordance with Royal College specific guidelines and reporting proceduresRoyal College specific guidelines and reporting procedures.To manage an prioritise workload to accommodate the management of many events running concurrently and differing sites at any given timeTo promote the service provision of the conference office and raise the profile of the services offered both internally and externallyTo promote the service provision of the 3 Education Centres and raise the profile of the services offered both internally and externallyTo research all events to ensure the courses are necessary, viable (include CPD) and held at appropriate times of the yearConference Advertising and SponsorshipTo promote and design literature for a conference, ensuring its timely production and publicationNegotiating any costs of such material and ensure costs are built intothe overall conference budgets
To compile and manage appropriate mailing lists for distribution of promotional materialTo liaise with medical company representatives and trade exhibitors to negotiate sponsorship in various formats appropriate for each event, to agree a sponsorship feeTo organise a trade exhibition appropriate for each event
Responsible for the Health and Safety of all speakers and attendees at internal and external venuesTo develop the knowledge of the type of venue required to accommodate different types of events and numbers of delegates, room layouts, syndicate rooms required, parking, accommodation etcTo manage the booking of all conference venues and negotiate appropriate feesTo liaise with the venue to provide adequate audio-visual equipment, catering, domestic arrangements etcTo investigate and negotiate hotel accommodation rates for delegates where necessaryTo purchase, hire or borrow any equipment or materials necessary to a specific eventTo obtain quotations for such equipment, liaising with NHS supplies and Finance Departments and ordering equipment when necessaryTo attend and manage each event. To ensure the smooth running of each event by trouble shooting as appropriateTo set up all audio visual equipment and move furniture in meeting rooms on a frequent basis, to ensure the setup is correct and to move all equipment back after each event has concluded
To have an in-depth knowledge of each event taking placeTo confirm and make all arrangements with speakers including travel and overnight accommodation where appropriate, to thank speakers and process all expenses claim forms and honorarium paymentsTo store delegates personal information within a safe and secure environment, ensuring confidentialityTo design, print and circulate registration forms for each event. To receiveregistrations, records accurate data and produce a record of delegates attending.Confirm all registrations ensuring each delegate has sufficient and correct joining instructionsTo design and produce an evaluation form for each event to be distributed to all delegates, collected and analysed. The analysis to be reported back to the facultyTo collect abstracts/biographies from speakers, compile into appropriate format, print and distribute prior to the event.Produce badges for all attendees to be available on arrivalTo advise on, investigate and organise a social programme for events including transport where necessary
Manage registration desk at the commencement of each event
Responsible for the management/supervision of the Apprentice at LGHWorking with the Centre Managers to ensure that cover is available during busy times by the ApprenticeEnsure that all visiting Consultants have the appropriate contracts in place and that UHL is not responsible for any liability
Manage the requisition of supplies for the ConferencesEnsure that all Conference Directors are aware of their responsibilities under the UHL declaration policy
Ensure that all budgets for each event are properly set ensuring viabilityTo negotiate fees with trade exhibitors and sponsors. Raising invoices where appropriate
To ensure that each conference has an individual account open. Maintain and analyse information to ensure records are correct and accurate.In conjunction with principal faculty, dispose of any surplus funds appropriately and close accounts when no longer active (surplus funds may be used to purchase equipment or pay for employees registration fees to attend other conferences)To negotiate a best price and secure available discounts for purchasesTo maintain and manage complex, long-term accounts for recurring events (e.g. CCrISP, Basic Surgical Skills, Trans-oesophageal Echocardiography, PAM and DAD) where funds are used to support future events and purchase equipment for course useCollect and bank all delegate registration fees by cheque, credit card, invoice and online payments and issue receipts where necessaryEnsure all debtors are invoiced appropriately; prompt payment of speakersexpenses and honoraria. Invoices from outside agencies and transfer fundsinternally to cover expenses incurred.Ensure administrative fees are journaled in timely manner in order to ensure that theConference Managers salary is covered on a month by month basis
To manage and adapt to frequent interruptions including general course enquiries and office visits from members of staff, conference leads, course and telephone enquiries, attending meetings with course faculty etcTo develop and implement systems to ensure the effectiveness of all aspects of service deliveryTo ensure all faculty and attendees adhere to venue safety policies and proceduresTo ensure all equipment is handled and secured when not in useTo meet with the Operations Manager on a monthly basis to discuss appraisal objectives
To order raw meat from a local butcher for training courses, as advised by the course facultyTo supervise delivery, storage, movement and disposal of the raw meat having due regard for all aspects of health and safety
To facilitate the provision of courses which include training with cadavers and prosectionsTo ensure delegates are aware of the inclusion of cadaversTo recruit medical staff to act as patients to have procedures demonstrated on them
Person Specification
Training & Qualifications
Essential
- Degree or equivalent training and experience gained in post.
- Administrative qualification at Level 4 or higher.
- Commitment to continuing personal development.
Desirable
- Project management qualification
- Supervisory / management qualification.
Experience
Essential
- Experience of managing events either in the NHS or external market
- Experience of developing admin systems and processes and implementing change.
- Proven experience of producing high quality, accurate and timely correspondence, reports
- Experience of using Microsoft Office packages; Outlook, Word, PowerPoint, Excel.
- Experience of electronic diary management
Desirable
- Project support/management experience
Comms & Relationship
Essential
- Excellent verbal and written communication skills with staff at all levels.
- Experience of communication with external stakeholders.
- Experience of communicating highly sensitive information in a confidential environment.
- Understanding of methods for ensuring effective communication.
- Ability to work in a multi-disciplinary team.
- Ensure the content of each course is relevant and contributes to service change and CPD
Analytical and Judgement Skills
Essential
- Well organised and pays attention to detail.
- Effective management of events
- Experience of negotiating with external venues
- Ability to develop administrative processes to improve efficiency.
- Ability to quickly gain a thorough understanding of complex regulations and rules
- Experience of presenting information/data using a range of software packages.
Financial Experience
Essential
- Ability to be able to interpret a budget report and monitor spend.
- Experience of implementing an efficient stock control system for stationary and resources.
- Experience of on-line procurement systems and an understanding of financial control measures.
Desirable
- Experience of processing expenses claims
- Experience of payment systems - including on-line payments
Person Specification
Training & Qualifications
Essential
- Degree or equivalent training and experience gained in post.
- Administrative qualification at Level 4 or higher.
- Commitment to continuing personal development.
Desirable
- Project management qualification
- Supervisory / management qualification.
Experience
Essential
- Experience of managing events either in the NHS or external market
- Experience of developing admin systems and processes and implementing change.
- Proven experience of producing high quality, accurate and timely correspondence, reports
- Experience of using Microsoft Office packages; Outlook, Word, PowerPoint, Excel.
- Experience of electronic diary management
Desirable
- Project support/management experience
Comms & Relationship
Essential
- Excellent verbal and written communication skills with staff at all levels.
- Experience of communication with external stakeholders.
- Experience of communicating highly sensitive information in a confidential environment.
- Understanding of methods for ensuring effective communication.
- Ability to work in a multi-disciplinary team.
- Ensure the content of each course is relevant and contributes to service change and CPD
Analytical and Judgement Skills
Essential
- Well organised and pays attention to detail.
- Effective management of events
- Experience of negotiating with external venues
- Ability to develop administrative processes to improve efficiency.
- Ability to quickly gain a thorough understanding of complex regulations and rules
- Experience of presenting information/data using a range of software packages.
Financial Experience
Essential
- Ability to be able to interpret a budget report and monitor spend.
- Experience of implementing an efficient stock control system for stationary and resources.
- Experience of on-line procurement systems and an understanding of financial control measures.
Desirable
- Experience of processing expenses claims
- Experience of payment systems - including on-line payments
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).
