£15.00 - £20.00 per hour
06 Jul 2017
03 Aug 2017
Verity Slade
Job Discipline
Marketing (General)
Experience Level
Public Sector
Contract Type
Full Time
The post holder will be responsible for coordinating a program of internal and external events.

* Annual Forum and Conferences including full administration for each event.
* This will be reflected in the post holder dedicating approximately 1.5 days a week to running this event, increasing proportionally closer to the events
* Grand Round (weekly): this event will require obtaining sponsorship, ordering of catering, advertising and liaising with other members of clinical staff
* Journal club (weekly)
* Psychosis Studies Meeting (weekly)
* Masterclass (annual)
* Masterclass in Mental Capacity (annual)
* Workshops (e.g. genetic workshop)
* Organising ad hoc departmental conferences and events as they occur throughout the year
* Anorexia Nervosa workshop (2 days per year)
* IoPPN and Royal College of Psychiatrists Summer School
* Annual Paul Janssen Lecture
* Organising some social meetings for senior academics
* Inaugural lectures (4/6 per year)
* Debates (3 a year)
* Parade of Stars (annual Research showcase)
* Celebration of Education (annual Education event)
* Ad hoc one off events for Faculty
* Potentially other series of events tbc


* Managing all aspects of each event. This will include all preparatory work, event administration, planning and budgeting, front of house management on the day(s) of the event(s) and pre and post conference financial management (where appropriate)
* Taking and processing payments using PDQ
* Setting up online events entries for card payment
* Coordinating/managing and administering pre-event steering committee meetings, preparing time-lines and providing advice and guidance on all aspects of event management to the relevant committee (where appropriate)
* Publicise events through the relevant communications channels including IoPPN/King's website, social media, listings, magazines etc
* Securing and booking a suitable venue or location
* Ensuring insurance, legal, health and safety obligations are adhered to
* Coordinating venue management, caterers, contractors and equipment hire
* Coordinating accommodation requirements for delegates and/or speakers
* Planning room layouts and developing (alongside an academic lead) a programme for each event
* Organising facilities for car parking, security, first aid, hospitality and press
* Identifying and securing speakers or special guests (alongside an academic)
* Manage design and print related to the event

The ideal candidate will be able to demonstrate the below:-
Experience of 360 degrees events and maintain a high standard with attention to details

* Liaise with college staff in respect of the updating and maintenance of the events website and other duties e.g. financial
* Liaise with external providers of research support services e.g. transcription and printing agencies
* Administer the departments' programme of events
* Dealing with challenging groups and sensitive issues
* Understand and act within the guidelines of Health & Safety policy
* Building up and maintaining reference lists
* Work with Visual Display Units in the office
* Actively understanding the issues of importance in the events portfolio and raise issues of note as appropriate, pro-actively offering solutions where possible
* Organise and manage events
* Dealing with problems which may affect deadlines
* Arranging meetings, booking venues, organizing AV and refreshment requirements, preparing papers for the meetings and taking and producing minutes
* Co-ordinate issuing and timely payment of invoices for the events and maintain relevant database
* Carry out analysis of information, data and calculations and present results accurately
* Co-ordinate responses to calls for information from both internal and external sources
* Will produce financial information reports, using databases and spreadsheets as required for the events committees, business manager and other forums as required
* Travel to other sites (as required)

If you are interested in this position please do contact me ASAP

Hays Specialist Recruitment Limited acts as an employment agency for permanent recruitment and employment business for the supply of temporary workers. By applying for this job you accept the T&C's, Privacy Policy and Disclaimers which can be found at

Similar jobs

Similar jobs