Senior Education Events Administrator

Job overview

The Christie Institute for Cancer Education are seeking an enthusiastic, organised, and motivated individual with a passion for events who can support our experienced and highly ambitious team.

The post holder will provide high quality administrative and operational support to the Education Events Programmes Manager, Senior events coordinators in the organisation and delivery of national study days, conferences, clinical education, and training. You will play an important role within our expanding Education Events team, helping to support and lead on the coordination an extensive program of events and projects.

If you are seeking a new challenge within an events setting and wish to be part of an expanding, innovative team then we want to hear from you.

Main duties of the job

Within this 1 year maternity cover post, it will involve working closely with members of the team supporting planning and coordination, operational event support, marketing assistance, and supervising the events booking and invoicing processes.  The role will need you to be able to work flexibly around the business needs, to include early mornings, evenings and weekends on an ad hoc basis.

Support the delivery of the CICE events including study days, conferences, and courses with accurate record keeping using Microsoft office packages

Responding to questions from colleagues and external organisations in a professional, timely, and customer-focused manner. Frequent phone, face-to-face, and email communication is required to liaise with stakeholders effectively. You'll represent the Institute at all times, maintaining high-quality standards and excellent customer service.

Assisting the Senior Events & Programme Coordinators and the Education Events Programme manager in generating agreed income targets through the programme of events, event secretariat services, international visitors and sponsorship.

The inputting of data and maintaining financial records in relation to raising invoices and credit card payments, ensuring a high level of accuracy in all financial administration tasks, complying with Trust Standing Financial Instructions.

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