Administration Support Officer - Training, Events & Commercial Ops

Job overview

Supporting the Head of Training, Events and New Business Development, the Business Administration Manager – Customer Relations, New Business and Events, and the Associate Director of Commercial Operations in all activities relating to Training and Events and Office Management.

The role will provide support including managing delegate lists, hotel, venue and other travel bookings, and preparing materials and venues for events. There will also be a requirement for preparing presentations and updating website content.

Main duties of the job

The role will support the management of booking events, sourcing venues, liaising with attendees and all elements of co-ordinating for a successful event.  There may also be a requirement for limited national travel to facilitate at events if required. The role will also be required to support cross-functional meetings around Staff Surveys and the management and administration of Surveys for internal purposes, Customer Satisfaction Surveys and feedback for specific events and projects.

The postholder will also provide operational, administrative and management support, including meeting planning, minute taking and follow-up as required, to the wider Commercial Operations Team, as well as providing general Office Management duties.

Detailed job description and main responsibilities

Events

• To support with the planning of events both internal and external
• To support colleagues with booking of venues and relevant facilities required to run events to meet the requirements of the NOE CPC
• To support colleagues to ensure all supporting materials are available in a timely manner for each event
• Confident telephone manner and interpersonal skills to communicate with venues, speakers and delegates
• Attention to detail and excellent written and verbal communications skills are vital to this role.

New Business

• Promote NOE CPC aims, objectives and values to drive uptake of NOE CPC membership
• Direct contact with staff and stakeholders on matters relating to new business opportunities and/or events
• Dealing with relevant complaints proactively and ensuring escalation/brokering complaints to ensure these are dealt with by the relevant person(s) only when necessary

Commercial Operations

• Liaise with all members of the team at all levels across the organisation and within external stakeholders, to ensure key corporate functions are supported, providing cover where necessary.
• Receive mail and items of correspondence and decide on appropriate dissemination and prioritisation, taking action where appropriate.
• Maintain high level of confidentiality at all times.
• Provide and receive routine information as a requirement of the post holder’s role.
• Receive, screen and assist visitors, acting as an ambassador for the CPC at all times.
• To place orders and process incoming invoices as and when required.
• To receive, screen and make telephone calls, resolving enquiries where possible, taking messages or re-directing calls as appropriate to facilitate timely and appropriate communications with others.
• To keep office tidy and stocked with relevant equipment as appropriate to the role.
• Provide support to all stakeholders around NOE CPC and other relevant events, managing delegate lists appropriately to ensure the events are relevant to the audience.
• Provide advice to staff at all levels internally and externally both utilising and delivering the service.
• Effectively influence and engage individuals, teams, and clients to use different training solutions and attend/ support events.
• Anticipate pro-actively the needs of the team, working on own initiative, progressing matters on behalf of members of the team, acting as a filter for information and passing topics to other members of the Directorate as required.
• Recognise the need for confidentiality within and across the team to ensure a disciplined loyalty and commitment.
• Support the planning and implement multiple NOE CPC events to ensure that NOE CPC is always working in a logical manner, with no diary clashes.
• Prioritise work to align with NOE CPC training and development and income generation goals and objectives.
• Support colleagues to ensure that when events are happening everything is in place to allow the event to run smoothly. This may include room set-up, managing sign-ins, liaison with venues and training providers, prior communications, printing of materials, delegate lists and name badges, managing catering and accommodation bookings when required.
• Work with the Marketing and Communications team to plan and coordinate promotion of internal and external events.
• Plans workload to meet deadlines.
• To organise meetings – both internal and external, including booking rooms / venues, hospitality, confirming dates and ensuring availability.
• To service meetings by preparing notes / agendas and taking minutes as and when required.  Also ensuring the timely circulation of agendas and supporting papers.
• Undertake the arrangement and administration of seminars, conferences and workshops, attending where appropriate to give administrative support.