Senior Education Events Administrator

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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

Event 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 through 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 inform 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

Qualifications – 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

Experience – 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

Knowledge – 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

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