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Conference and Training Administrator
| Posting date: | 08 April 2025 |
|---|---|
| Salary: | £23,560.00 per year |
| Additional salary information: | £23560.00 a year |
| Hours: | Full time |
| Closing date: | 20 April 2025 |
| Location: | Great Bramingham Lane, LU3 3NT |
| Company: | NHS Jobs |
| Job type: | Contract |
| Job reference: | B0364-25-0002 |
Summary
Responsible to: Learning and Development Officwe Responsible for: Co-ordination and administration of the conference facilities and bookable meeting spaces. Be the main point of contact for conference facilities, greeting users and facilitating events. Supporting internal and external educational events and undertaking general administration for the education team. Job Purpose: To provide confidential co-ordination and administration to ensure the smooth running of the hospice conference and meeting rooms. To effectively manage the multiple pressures on the role, be responsible for receiving, recording and processing conference enquiries that are made through a variety of channels including telephone, email or face to face both efficiently and accurately. To provide support to the education team, including setting up for educational events and sourcing external conference and meeting rooms. Specific Duties: Conference Administration Manage a high quality, customer focused conference and meeting room service Be the central point for internal meeting room requests, utilising hospice meetings rooms to maximise use of space and coordinate the bookings of external meeting and conference rooms as required Liaise with external organisations and individuals, respond to enquiries, secure bookings and ensure all suitable requirements are agreed and confirmed in writing Set up and re-set the conference and meeting rooms in a timely fashion. Set up refreshments for events and liaise with the Catering team on catering orders for events. Schedule, manage and be the main point of contact for all conference bookings for internal and external clients (including catering, audio visual equipment and other requirements as needed) Have an awareness of all technology in the conference rooms, how to use it and be able to train others Complete regular housekeeping checks throughout the Conference rooms to deliver a seamless experience to all internal and external users. This includes ordering supplies and maintaining the conference kitchen area Be the first point of contact for all room issues, providing timely response and coordination of remedial work Evaluate users experience of the room use and act on any feedback Advise internal and external users on conference and meeting room availability and suitability by using a Booking System Promote conferencing opportunities and generating income with new customers of the conference rooms Education Administration Provide general administrative support to the Education team. This will include but is not limited to; full administration of educational events, mandatory training, student placements, work experience students and ad hoc support requests from the team. Work closely with the Library and Learning Resources Co-ordinator to support internal and external education and training events (virtual and face to face); setting the room up, tea and coffee availability, meeting trainers/presenters when they arrive, providing administrative support for online educational events. Work with the Education team to organise and book meeting rooms and venues for education and training events (for education delivered internally and externally). Provide administrative support for Project ECHO. Provide administrative support for cross-organisational groups as required. General duties Ensure up to date and accurate management of data Work with the finance team and within a specified budget Have an awareness of religious events, main organisational events, (clash calendar), educational events and Business Club members use of the conference rooms Liaise with all hospice teams Manage last minute changes and problem solve where necessary Promote the services of the Conference and Training facility Conduct facility tours for prospective clients and trainers Duties in common with other members of staff: To report accidents recording the incident in the relevant book To be an ambassador for the charity To maintain the best appearance of your immediate working area To demonstrate a positive and supportive attitude to staff and volunteers Respect confidentiality applying to all Hospice areas Abide by your Professional Code of Conduct To adhere to the Infection Control Policies and Procedures set by the charity and the Care Quality Commission To promote the safeguarding and welfare of children, young people and vulnerable adults Training and Education To be responsible for liaison with your line manager regarding your own development needs Health and Safety To adhere to Fire and Health and Safety regulations and maintain a safe working environment at all times Policies and Procedures To take responsibility for being up to date with current policies and procedures and to adhere to these Equal Opportunities To treat everyone with whom you have contact through your work with equal dignity and respect regardless of race, colour, gender, sexual orientation, marital status, creed, religion, disability, age, or any other factor that could be used in a discriminatory manner The above job description is not an exhaustive list of all the duties of the post holder. It will be reviewed in conjunction with the post holder.