Job summary
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 to support our experienced and busy team.
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.
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, event coordinators and technicians.
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
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
- Provide administrative support to education centre room bookings using in-house electronic booking system
- Provide advice and guidance in relation to room hire and equipment, including availability and costs for internal and external stakeholders
Operational Support
- Assistance with event set up and operate audio/visual, multimedia equipment and controls during rehearsals, live presentations, conferences and educational events, providing support to the technical team
- Identify underlying problems with systems and ensure that these are appropriately followed up this may include escalation to senior staff or external maintenance providers
- Prepare equipment in the auditorium, seminar and meeting rooms
- Deal with any issues in a calm and professional manner
- Provide advice and support to clients of the Education Centre, advising on the use of presentation tools and other teaching technologies
- Assist staff to ensure the smooth running of the Education Centre, ensuring all rooms have appropriate equipment and are suitable to meet the clients needs
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 Assistance
- Editing of flyers and marketing materials using set templates
- Create and distribute mailshots to promote events
- Utilise social media to promote events
- Input to, and maintain the marketing database
- 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
To include other identified administrative duties commensurate with level of post. This job description will be reviewed after 12 months
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
- Provide administrative support to education centre room bookings using in-house electronic booking system
- Provide advice and guidance in relation to room hire and equipment, including availability and costs for internal and external stakeholders
Operational Support
- Assistance with event set up and operate audio/visual, multimedia equipment and controls during rehearsals, live presentations, conferences and educational events, providing support to the technical team
- Identify underlying problems with systems and ensure that these are appropriately followed up this may include escalation to senior staff or external maintenance providers
- Prepare equipment in the auditorium, seminar and meeting rooms
- Deal with any issues in a calm and professional manner
- Provide advice and support to clients of the Education Centre, advising on the use of presentation tools and other teaching technologies
- Assist staff to ensure the smooth running of the Education Centre, ensuring all rooms have appropriate equipment and are suitable to meet the clients needs
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 Assistance
- Editing of flyers and marketing materials using set templates
- Create and distribute mailshots to promote events
- Utilise social media to promote events
- Input to, and maintain the marketing database
- 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
To include other identified administrative duties commensurate with level of post. This job description will be reviewed after 12 months
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 a n 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
- Hospitality/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 a n 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
- Hospitality/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.
