Job Title: Conference Administrator

JOB DESCRIPTION

Job title: Conference Administrator

Directorate: Meetings

Grade: 3

Post holder: Vacant

Responsible to: Jessica Letters

Hours: 35

The Department

The Meetings Department has nine members of staff and is responsible for the organisation of all RCOG congresses, conferences, courses and events. This amounts to approximately 120 events per year:

·  Internal courses and conferences 60 – 70 per annum

·  Franchised courses 50+ per annum

·  Videoconferences 3-4 per annum

·  External courses and Congresses – RCOG National Trainees Conference, RCOG World Congress 1 – 2 per annum

Many of our events are organised in our purpose built education centre at the College. All aspects of conference arrangements are covered by the department, from inviting speakers and chairs, delegate registration, exhibition and sponsorship sales and support, organisation of social events and on-site management of event logistics. We also work closely with the Marketing Team to promote all events.

Purpose

The key objectives of the post holder will be to:

·  Provide proactive and efficient administrative support to the Conference Co-ordinator in the organisation and administration of internal College meetings and courses.

·  To provide high quality service to all customers demonstrating a consistently strong, customer focused approach

Main duties

·  General - Assist the Conference Co-ordinator to organise College events, conferences and courses.

·  Database - Use the College database to set up new events, create delegate lists, badges, feedback forms and speaker material as required for each meeting. Maintain good records of all events

·  Speaker Liaison - Handle all speakers’ requirements by sending out admin details, arranging travel and accommodation and thank you letters.

·  Delegates - Dealing with all aspects of delegate registration including registration of delegates onto the College database and sending out confirmation letters and receipts, handling payments and all queries. Prepare and staff registration desk.

·  Franchised courses - Printing of delegate material and certificates, set up courses in Integra, regular correspondence with venues, sending manuals, Invoicing, emailing certificates, adding delegates to educations tab in Integra, thank you letters, faculty arrangements when requested.

·  Abstracts – collate submitted abstracts and liaise with judges/organising committee/delegates

·  Delegate Packs – prepare, collate and produce delegate packs.

·  Social Events – Handle all registrations and lists, collect money.

·  Other duties compatible with employment may be given by the Director of Meetings and the Conference Co-ordinator.

Note: This job description reflects the present requirements of the post. As duties and responsibilities change and develop, the job description will be reviewed and be subject to amendment in consultation with the job holder.

Signed: ______Date: ______

PERSON SPECIFICATION

Education requirements

Essential criteria / Desirable criteria
·  Educated to A Level or equivalent. / §  Educated to degree level or equivalent

Experience

Essential criteria / Desirable criteria
§  Experience of working in an office environment or an understanding of working in an office environment / ·  Some experience of conferences or events would be helpful

Skills and abilities

Essential criteria / Desirable criteria
·  Strong organisational and administrative skills
·  Ability to communicate with people at all levels, both internally and externally
·  Ability to prioritise, plan, pay careful attention to detail and work to deadlines
·  Ability to work under pressure with a flexible approach to working hours
·  Flexibility and adaptability
·  Ability to work under own initiative and as an efficient team member
·  Competence in the use of MS Word, Excel and Internet Explorer / ·  Some experience of databases would be useful.

Other requirements

Essential criteria / Desirable criteria
§  Prepared to start work on some days at 8.00am and work beyond 6.00pm. Occasional weekend work may be necessary / §  Prepared to travel occasionally

Competencies

1.  Personal effectiveness

·  Takes ownership and organises self to deliver results

·  Is reliable, consistent and demonstrates a positive ‘can do’ attitude

·  Solves problems by selecting from well-defined procedures

2.  Quality

·  Delivers work to a required standard

·  Monitors own performance and seeks improvement

3.  Communication

·  Communicates courteously, clearly and effectively with colleagues and external customers

·  Adjusts communication style to suit situation and audience

4.  Working together

·  Builds good working relationships

·  Contributes to the success of the team

·  Demonstrates a commitment to equality of opportunity and dignity at work

5.  Customer focus

·  Provides a high quality customer service

·  Builds rapport with customers and treats them consistently and well

·  Adapts own ways to meet customer needs

6.  Managing change

·  Adapts to and manages change effectively

·  Is open-minded and seeks innovation