Guy’s and St Thomas’ is among the UK’s busiest and most successful NHS foundation trusts. We provide a full range of hospital and community services for people in south London and as well as specialist care for patients from further afield including cancer, renal, orthopaedic, respiratory and cardiovascular services. Guy’s is home to the largest dental school in Europe and a £160 million Cancer Centre opened in 2016. As part of our commitment to provide care closer to home, in 2017 we also opened a cancer centre and a kidney treatment centre at Queen Mary’s Hospital in Sidcup. St Thomas’ has one of the largest critical care units in the UK and one of the busiest emergency departments in London. It is also home to Evelina London Children’s Hospital. Evelina London cares for local children in Lambeth and Southwark and provides specialist services across south east England including cardiac, renal and critical care services. We lead a number of specialist service networks aiming to ensure children are treated locally where possible, but have access to specialist expertise when they need it. Our community services include health visiting, school nursing and support for families of children with long-term conditions. Our adult community services teams deliver care at the heart of the local communities we serve, working in partnership with GPs, local authorities and other healthcare and voluntary sector organisations. Working with our partners in Lambeth and Southwark, we are focusing on new ways of working to improve care for local patients. In February 2021 the Royal Brompton and Harefield joined Guy’s and St Thomas’ NHS Foundation Trust, bringing together world-leading expertise in the care and research of heart and lung disease. Our merger provides a once in a generation opportunity to build a lasting, world-renowned heart and lung centre, providing the highest quality care for patients and conducting world-leading research. We have a reputation for clinical excellence and high quality teaching and research. We are part of King’s Health Partners, one of eight accredited UK academic health sciences centres. In partnership with King’s College London we have dedicated clinical research facilities including an MHRA accredited Phase I clinical trials unit. Patients are at the heart of everything we do and we pride ourselves on ensuring the best possible patient experience as well as safe, high quality care. We are proud to have one of the lowest mortality rates in the NHS. Following a comprehensive Care Quality Commission (CQC) inspection in 2019 we maintained our overall rating of ‘good’. Our adult community services achieved a rating of ‘outstanding’. The commitment of our 23,500 staff is key to our success. We are one of the largest local employers and we aim to develop and support all our staff so they are able to deliver high quality, safe and efficient care. The 2019 NHS staff survey results show that we have one of the most engaged and motivated workforces in the NHS. We know this has a positive impact on the care provided to our patients. We have one of the most ambitious capital investment programmes anywhere in the NHS. Job overview A fantastic opportunity has arisen for a candidate with a passion for organisation and the ability to handle responsibility right from the start. You will gain course and event operations experience within one of the largest and most experienced Commercial teams in the NHS. You will be supporting Guy’s and St Thomas’ NHS Foundation Trust to remain at the forefront of clinical education and training. Delivered through one of London’s largest and busiest teaching hospitals, our expertise spans a wide range of specialties. From workshops and internships to accredited courses and conferences; each training event we offer is held in Central London and open to healthcare professionals from the UK and overseas. We are looking for a competent Event Manager with proven experience within the events industry as well as designing, developing and delivering courses, conferences and education training. NHS experience is desirable but not essential. You will need to ensure that our events are successful and cost effective, paying attention to budgets and time constraints. Main duties of the job The job holder is responsible for planning, co-ordinating and implementing a range of external training programmes and events for the Trust, ranging from two day industry supported preceptorships and academies to short courses, masterclasses and workshops for 25 to 50 delegates, to annual three day conferences and exhibitions for 150 plus delegates, in order to contribute to the smooth and efficient running of the department. Working for our organisation The Commercial Directorate is responsible for making profits which go directly back into our frontline NHS Clinical Services. This allows the Trust to diversify its income away from core NHS funding streams as well as to enhance our clinical, educational and research expertise. It raises money for the Trust which supports the development of clinical services via clear and transparent financial flows. It utilises capacity that is not required for the delivery of contracted NHS activity. It enhances the reputation, name and brand of the Trust. It enables the Trust to operate more efficiently or at lower cost. It enables the Trust to attract more high quality talented people. The Events team was established just over 8 years ago following the development and ratification of the Commercial Strategy 2014-2019. Initially the focus was on identifying existing events that were running in the Trust and ensuring that these were run professionally and to the highest quality standards. The portfolio has expanded and now includes one and two day courses, workshops, visiting professional programmes and conferences for a wide range of markets including primary, secondary and tertiary care, for a national and international markets. The team now offer a range of industry supported events, partnerships and placements and a full programme of clinical attachments and observerships. Detailed job description and main responsibilities To provide administrative and logistical support for a range of larger external training events and industry supported courses run by the department annually. To work to agreed deadlines and budgets, with events often agreed at short notice and involving high profile international speakers and delegates. This requires working on several events at any one time, often with complex briefs. To assist in the co-ordination of the logistical aspects of events, such as speaker liaison, programme updates, internal room bookings and health and safety (in relation to current legislation). To work with clinicians and subject matter experts to ensure all training materials are received to agreed time scales. To prepare pen profiles of speakers and ensure relevant information on the Trust is included in the course materials. To collate and prepare the course materials for each event, and ensure they are printed according to house style guidelines and branding requirements. To prepare name badges, delegates manuals and packs, certificates of attendance and evaluation forms for each event, in line with branding guidelines. To ensure signage is appropriate for each event, including banners, door signs and registration area etc. To help in the running of events on site, handling any queries or issues that arise from delegates, speakers and sponsors to ensure the event runs smoothly. To help set up the registration desk and register delegates and speakers as they arrive, dealing with any queries that arise. To provide support to delegates registered for a programme to ensure they have the information they need to attend the course. Eg to assist with information on hotel accommodation, travel requirements, visas, dress code, as well as answering questions about the course eg level, content and format. To assist in collating all information post event, from the evaluation forms and prepare a report for each event. In conjunction with the Event Executives to prepare an event debrief report for discussion with the relevant department, in order to continually improve the service we provide. To work with external organisations as required for design and production of event materials including signage and course manuals. To develop and maintain good relationship with dept’s in the Trust including education and training, IT, hospitality. To contribute to the smooth running of the department by keeping up to date records on progress and dealing with enquiries and general requests by email, telephone, mail or in person both from within and outside the Trust. The postholder will also be required to set up events on the online booking system (Eventbrite). To host short courses and events online, usually on Zoom To set up the events on Eventbrite and manage bookings via Eventbrite and Zoom To work to agreed deadlines and budgets To manage venue and catering bookings for hybrid events To manage onsite requirements for hybrid events including registration desk, signage, printed course materials (as per the face to face courses) To project manage all events using the correct tools available To manage speaker briefings, payments and communications To work with clinicians and subject matter experts to ensure all training materials are received to agreed time scales. To prepare pen profiles of speakers and ensure relevant information on the Trust is included in the course materials. To collate and prepare the course materials for each event, and ensure they are available in PDF format in communication and on zoom chat and in printed format for hybrid courses To manage or assist with the running of the event online, handling any logistical requirements including delegate registration/waiting rooms, speaker assistance, break out rooms, chat information, screen sharing, polls and questions To collate all information post event, from the evaluation forms and prepare a report for each event. Person specification Experience Essential criteria Significant experience of organising conferences and events and handling multiple events at any one time Experience of working in a large organisation Experience of working under pressure, with strict deadlines and dealing with a range of complex issues Desirable criteria Experience of working in the NHS Experience of a wide range of Trust procedures and practices Qualifications Essential criteria Project Management or equivalent relevant experience Degree level education or equivalent knowledge Skills Essential criteria Ability to prioritise, screen and handle calls on behalf of the Senior Events Manager at all times. Ability to develop and maintain effective working relationships with colleagues of all levels of the organisation Ability to work autonomously Advanced software skills in word, excel and PowerPoint and Publisher and ability to learn other packages or databases as required Guy’s and St Thomas’ celebrates, respects and values the diversity of its staff and patients. We review our policies, procedures and practices to ensure that all employees, patients and carers are treated equitable according to their needs. We are actively committed to ensuring that no one who applies for a job, works or study’s at the Trust, or accesses our services is discriminated against on the grounds of race, ethnicity, nationality, disability, religion or belief, age, gender identity , gender reassignment, sexual orientation, pregnancy and maternity/paternity, or marital/civil partnership. Applications are welcomed from applicants with a disability. We can make reasonable adjustments and offer support and advice in a variety of ways throughout the application process. Equality of opportunity is our policy. As an organisation we are committed to developing our services in ways that best suit the needs of our patients. This means that some staff groups will increasingly be asked to work a more flexible shift pattern so that we can offer services in the evenings or at weekends. Flexible working We are committed to supporting all employees to achieve a healthy work life balance and to work in a way that is best for them and our patients. We will consider all requests to work flexibly, taking in to account the individual’s personal circumstances as well the needs of the service. We encourage all prospective applicants to discuss their individual circumstances with the recruiting manager as part of the on-boarding process. Your e-mail address is important to us - We communicate to all job applicants via the e-mail address which has been provided on the application form. Please ensure that you check your e-mail on a regular basis. Please apply for this post by clicking "Apply Online Now." Further details / informal visits contact Name Tamanna Jahan Job title Programme Manager Email address [email protected]