Job summary
The Christie Institute for Cancer Education is seeking a proactive and organised Education Events Administrator to provide administrative support across our national programme of study days, conferences and education and training.
This varied, fast-paced role sits within a friendly team of administrators and event coordinators, combining day-to-day event logistics with customer service, financial administration and marketing support. You’ll be the first point of contact for delegates, speakers and sponsors, helping ensure every event runs smoothly from registration through to evaluation.
Main duties of the job
Event Administration & CoordinationYou’ll be first point of contact for the events team, responding to enquiries from colleagues and external organisations professionally and promptly. You’ll manage event registration, including booking sheets, confirmations, pre-course materials and joining instructions, and liaise with catering, sponsors and speakers to ensure events run smoothly. You’ll collate speaker biographies, presentations and release forms, prepare delegate materials, and support registration, catering, speakers and sponsors on the day.
Maintaining Accurate Records: You’ll input financial data, including invoices and credits, and keep registration and booking systems accurate and up to date.
Communication: You’ll provide front-of-house support on event days as first point of contact for delegates, speakers, sponsors and suppliers, escalating issues to your Event Coordinator or Deputy Manager. You’ll liaise with stakeholders by phone, email and in person, and contribute to team meetings.
Marketing Support: You’ll support marketing activity by editing flyers using set templates, creating mailshots, and using social media to raise awareness. You’ll assist with market research, maintain the marketing database, and keep webpages current.
General: You’ll meet and greet delegates at national events, handle telephone queries, and take a proactive approach to your own development. The role involves flexible working, including occasional early mornings, evenings and weekends.
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
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 Institute for Cancer Education maintaining high quality standards & customer service
Marketing support:
- Editing of flyers and marketing materials using set templates
- Create and distribute mailshots to promote events
- Conduct market research for promotional opportunities Utilise social media to promote events Input to, and maintain the marketing database
- Monitor of The Christie Institute for Cancer Education webpages to ensure all information is current & correct
- 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
Person Specification
Qualifications
Essential
- 5 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
- Prioritising and managing busy workload
Desirable
- Experience of working within an administrative environment
- Experience of learning management databases
- Previous involvement in the field of event administration and/or assessment
Skills
Essential
- Effective written and verbal communication skills, face to face and telephone
- Effective customer care skills
- Good organisational skills
- Ability to work independently and as part of a team
- Effective time management Skills
Desirable
- Hospitality/Customer care training
Knowledge
Essential
- Working knowledge of Microsoft office packages
- Able to take own initiative and identify methods to improve administrative processes
Desirable
- Knowledge and understanding of learning and development processes
- Knowledge of learning management systems and databases
- Understanding of marketing & sales
Values
Essential
- Compassion and respect for others
- Quality care
- Innovation
Other
Essential
- Enthusiastic, calm and confident
- Willingness to develop role
- Acts in a professional manner at all times
- Working 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.
