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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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