JOB DESCRIPTION. The post holder is responsible for a budget of up to 200k and will deliver events per year.

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1 JOB DESCRIPTION Job Title: Location: Reports To: Senior Event Services Officer London Event Services Manager Updated: 17 December 2018 PURPOSE The events portfolio is a major part of the NHS Confederation s extensive programme of commercial activities which play a critical role in generating income for the organisation. The event services officer is responsible for the overall delegate management experience and customer support for a range of conferences and events that the NHS Confederation plans and delivers. You will be the account manager for specific networks within the Confederation and be responsible for the logistical delivery of their annual event programmes. NATURE & SCOPE (including dimensions) Reporting to the Event Services Manager in the events team, the post holder will have specific responsibility for the delivery of the organisations event portfolio and to lead the team which is responsible for entering and managing delegate bookings on our database as well as dealing with all delegate queries by phone and . The post holder will need to build strong relationships across the organisation, employing effective negotiating and influencing skills to ensure that all relevant parties are engaged in the delegate management process, planning and delivery of events. The post holder is responsible for a budget of up to 200k and will deliver events per year. You will work closely with colleagues in the IT, Events, Partnerships and Finance Teams to deliver most of the conferences and events organised by the NHS Confederation throughout the year. You will become an expert user of the NHS Confederation s Customer Relationship Management (CRM) database Microsoft Dynamics and booking system Engage. Where necessary you will process bookings accurately and efficiently ensuring excellent service provision to our delegates ACCOUNTABILITIES Delivering a full end to end event service, planning and project managing approximately conferences & exhibitions with an approx. 200k budget per year, ensuring buy-in and support from internal colleagues and external stakeholders. Delivering all events on time, achieving the agreed aims and objectives within the agreed budget.

2 Sourcing, negotiating and liaising with external suppliers and contractors to get the best value for money and maximise the level of service the organisation receives. Supervise the event services assistant whose primary responsibility is delegate management; maintaining and updating the event bookings system (Engage/ Eventbrite); entering and co-ordinating delegate bookings to ensure delegate information/ records are kept up to date and accurate for future events. Working with the event services assistant to ensure the delegate management process is efficient and precise for all events. (At times this will require the post holder to assist with bookings using our events system.) Proactively supporting the event services manager in enhancing our purchasing power and maximising income streams. Identifying and making proposals for new commercial opportunities and event activities where appropriate. Successfully managing internal relationships to enable the smooth project management and delivery of events. Regularly contributing to team meetings and planning days to ensure a well-balanced event portfolio. Collaborating with the partnerships team to ensure the exhibition and sponsored element of events are an integral part of the delegate experience. Working with the commercial manager to ensure we deliver all onsite expectations of our key sponsors. Assisting colleagues across the team with other events (particularly onsite support at events). KNOWLEDGE, SKILLS AND EXPERIENCE The post-holder will be someone who has experience of working in an events management setting, with a demonstrable track record of achievement and will be self motivated and able to act on own initiative within the guidelines set out by the Event Services Manager. The post holder will have project managed and delivered national events working with standard project management processes and systems. The role requires an individual with excellent interpersonal skills and customer service skills in order to liaise, influence and build good working relationships both across the organisation and outside the organisation. The national event programme cuts across the whole organisation. The ability to work under pressure to tight deadlines and manage multiple projects with conflicting priorities is essential. Therefore sound project management skills are essential as well as a high degree of accuracy and excellent attention to detail and good oral and written communication skills.

3 The post holder must be financially experienced and astute, and have experience of managing budgets in excess of 10k per event. They should be able to demonstrate a sound understanding of budgets and management accounts, as liaison with the finance team is an integral part of this role. A high degree of IT literacy and competence in the use of MS Office in order to produce documents of a high quality is required as well as database input and experience as an end user. Knowledge of and/or experience of working in the NHS and health sector is preferable (but not essential). The job holder is expected to have at least three year s office experience preferably in an events or customer services environment. SAFETY Health and Safety at Work Act The jobholder is required to take reasonable care for the safety and health of themselves and others who may be affected by their acts; and to co-ordinate with management in the promotion and maintenance of health and safety measures. SIGNATURES Jobholder Name Manager Name Director Name

4 PERSON SPECIFICATION Job Title: Senior Event Manager ATTRIBUTES ESSENTIAL CRITERIA DESIRABLE CRITERIA DEMONSTRATED BY Experience Delivery of small scale national events (in excess of 100 delegates) Project/programme management of projects with conflicting deadlines and pressures Liaising with external suppliers and contractors Working in a high pressured environment in a busy team Financial management and experience of managing budgets in excess of 6k per event (up to 200k per year) Reporting to line manager Experience working with a CRM and/or an event management system Experience working on commercial events Application Exercise Knowledge Good practice in event management and delivery Health sector Application Skills Negotiation and influencing skills Application

5 High level communication skills across all levels of an organisation Exercise Ability to quickly and accurately re-forecast projects in the face of changing circumstances IT skills (software applications, particularly databases)