Job description

The Conference Administrator will be the first point of contact for our conference delegates providing information, advice and support in respect of their attendance at events. You will also provide a supporting role to the Conference Managers/Director, in all aspects of conference management.

You will be expected to undertake the specific responsibilities listed below:

Process delegate registrations using our bespoke delegate management system

Handle high volumes of telephone calls and emails and respond in a timely and professional

manner

Reconciling receipt of delegate payments and undertaking credit control to ensure all delegate

fees are paid in full and on time

Distributing regular email marketing campaigns for individual events

Preparing standard correspondence in relation to all events for approval by Conference

Managers/Director

Preparation and collation of badges, delegate pack inserts and general conference materials prior

to attendance at conferences i.e. tickets, signage, delegate lists etc

Collating and distributing mailings to delegates, speakers and exhibitors (a mailing house is

employed for bulk mailings)

Providing a Secretariat/supporting role to the Conference Managers/Director

Assisting with logistics of multiple events, undertaken by several Conference Managers

Identifying and placing appropriate advertising and publicity for events

Liaison with subcontractors to ensure the smooth running of events

Preparation of exhibition floor plans under the guidance of the Conference Managers/Director

Liaising with exhibitors and sponsors under the direction of the Conference Managers/Director

Ordering appropriate signage under the supervision of Conference Managers/Director

Checking scientific abstracts submitted online and preparation / mailing of materials to authors

under supervision of Conference Manager/Director

Attendance at conferences throughout the UK and occasionally abroad will be expected. This will

include overnight stays

Additional duties as deemed appropriate by the Directors may be allocated from time to time.

The job description describes the principal purpose and main elements of the job. It is a guide to the nature and main duties of the job as they exist currently, but it is not intended as a wholly comprehensive or permanent schedule.

Hours of Work:

The hours of work are 20 hours per week

Skills required:

Maintain a professional attitude when dealing with colleagues, clients, delegates, suppliers and

members of the public

Experience of office procedures including drafting business correspondence with an excellent

command of written and spoken English

Be able to maintain appropriate administration procedures, maintain and coordinate

communications and establish new standard operating procedures when required

Maintain and coordinate communications, policies and functions as needed

Ability to prioritise and take instruction from a number of Managers/Directors as well as

communicating regularly to keep colleagues informed

Attention to detail is vital

The ability to remain calm under pressure

A confident telephone manner

Computer literacy with a good working knowledge of Microsoft Word and Outlook, excellent

Excel skills, knowledge of using social media in a business environment, confident data processor

and familiarity with online marketing.

Relevant experience in general office administration.

A flexible approach to working is essential in this industry.

Special details

Permanent - part-time 20 hours per week

Salary up to £25,000 to be pro-rated