JOB DESCRIPTION
Post:
Education Centre Co-ordinator
Section:
Central Administration
Division:
National Heart and Lung Institute
Faculty:
Faculty of Medicine
Job Family/Level:
Professional Services, Level 3a
Salary Range:
£28,200 – £32,100 per annum
Responsible To:
Research Manager (Students & Fellows)
Works Closely With:
Catering Staff, Internal and External Course Organisers,
Institute Manager, Staff within the Institute and within its
associated hospitals, Imperial College Conferencing and
Events, NHLI Education Centre Users
Contract:
Full-time and open-ended
Location:
Royal Brompton Campus
Background Information
One of the largest departments within Imperial’s Faculty of Medicine, the National Heart
and Lung Institute’s main aim is to carry out research, development and education in
cardiovascular and respiratory science. It has close links to the Royal Brompton and
Harefield NHS Foundation Trust and the Imperial College Healthcare NHS Trust and is
based on sites at Royal Brompton and Harefield, Hammersmith, St Mary’s and South
Kensington.
The NHLI Education Centre, based at the Royal Brompton Campus, is a venue available to
hire for educational and training events and conferences. It supports NHLI’s programme of
clinical and academic short courses and other academic events held in association with its
associated hospitals.
Job Purpose
The overall purpose of the post is to contribute to the planning and management of the use
of facilities in the NHLI Education Centre as a premier research and education venue. You
will be responsible for ensuring sufficient income is generated for the Centre to function
efficiently, in consultation with the Research Manager (Students & Fellows). A key role
will be to develop and implement a successful marketing strategy to promote the use of the
Centre to internal and external users. You will be responsible for the day-to-day
administration and smooth running of the NHLI Education Centre and any event held
within the Centre, including responsibility for the audio-visual (AV) facilities within the NHLI
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Education Centre. The role is suited to applicants interested in a career in event
administration and management in a university environment. Due to the nature of the
events, the post involves periods of high activity with flexible working required.
Key Responsibilities
Education Centre Events
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To be the first point of contact for the NHLI Education Centre – dealing with
enquiries regarding bookings
Coordination of internal and external events held within the Centre such as
lectures, seminars, conferences and short courses, and in particular of logistics
such as booking of rooms, contacting NHLI Education Centre Users, arranging
audiovisual equipment and liaising with caterers
To book rooms in the NHLI Education centre and NHLI general meeting rooms for
academic events and for other internal and external bookings
To accurately maintain room bookings diaries, arrange rooms and co-ordinate
requirements as necessary to facilitate all bookings
Marketing & Communications
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Responsible for the Centre’s overall marketing strategy, to include publications and
the Institute’s website
Responsible for raising the Centre’s profile through marketing and communications,
as a premier research and education venue
Develop marketing tools to maximise the use of the Centre as an educational
venue
Responsible for internal and external Education Centre communications
To ensure the Education Centre remains locally and nationally competitive by
periodically reviewing external competitors
Audio-Visual Management & Provision
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Responsible for ensuring that all the facilities are up-to-date, including all AV
materials and that AV support is of the highest standards
Acting as a projectionist for the Centre when required
Responsible for the supervision of a Short Course Administrator, who will also act
as a projectionist for events taking place in the Centre.
Be the Institute’s first point of contact for AV needs within the Royal Brompton
Campus
Ensure that AV equipment is maintained in good order and liaise with suppliers in
regard to maintenance contracts and agreements as applicable
Prepare and set up AV facilities in rooms used for teaching and other educational
activities within the Education Centre and Royal Brompton Campus
Order and maintain supplies of AV materials
Update notices and information on plasma screens
To keep up to date with latest AV developments
Finance
The NHLI Education Centre finances are dealt with by the Education Centre staff in liaison
with the NHLI Finance Manager and the Research Manager (Students & Fellows). It will
be your responsibility to ensure that the following is undertaken:
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Charging for the room hire and other charges for events taking place in the
Education Centre
Managing payments made to the Education Centre, and ensuring the prompt
payment of cheques to the Finance Department
Planning for and ensuring that income generation is at a level to run the Centre in a
cost effective manner
Website
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To maintain and develop the website to support the marketing of events and the
Centre as an educational venue available to hire
Maintaining the Centre’s website and ensure it contains up-to-date information
Database and Reporting
You will be required to develop and maintain accurate and comprehensive booking records
and other documents in order:
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To provide statistical information on Centre events
To prepare evaluation information
To ensure the maintenance and accuracy of appropriate records
To ensure the maintenance of mailing lists and statistics
General
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To implement, review and maintain office procedures designed to streamline and
improve the running of the Education Centre
To undertake any other duties commensurate with the grade of the post as may
reasonably be requested by the Research Manager (Student & Fellows)
General administrative and other office duties
To observe and comply with all College policies and regulations, including the key
policies and procedures on Confidentiality, Conflict of Interest, Data Protection,
Equal Opportunities, Financial Regulations, Health and Safety, Imperial
Expectations (for new leaders, managers and supervisors), Information Technology,
Private Engagements and Register of Interests, and Smoking.
To undertake specific safety responsibilities relevant to individual roles, as set out
on the College Website Health and Safety Structure and Responsibilities page
(http://www3.imperial.ac.uk/safety/policies/organisationandarrangements).
Job descriptions cannot be exhaustive and the post-holder may be required to
undertake other duties, which are broadly in line with the above key responsibilities.
Imperial College is committed to equality of opportunity and to eliminating
discrimination. All employees are expected to adhere to the principles set out in its
Equal Opportunities in Employment Policy, Promoting Race Equality Policy and all
other relevant guidance/practice frameworks.
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IMPERIAL COLLEGE LONDON
PERSON SPECIFICATION
Qualifications:
Desirable
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A-levels
University degree, or equivalent vocational qualification, or equivalent experience
Experience/Knowledge:
Essential
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Previous experience of university administration preferably with some experience
of event administration
Experience in organising seminars, conferences and workshops
Experience of managing and operating audio-visual equipment
Excellent written and spoken English
Previous administrative experience in a service organisation environment
Desirable
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Experience of working in a Higher Education setting
Experience of developing and delivering effective marketing strategies for venues
and events
Skills/Abilities:
Essential
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Excellent written communication including the ability to produce concise written
and website based material for a range of audiences
Effective verbal communication skills with the confidence and diplomacy to
interact with all levels of staff and with students
Good interpersonal skills and the ability to deal with people at all levels
Ability to work independently and with limited supervision, or as part of a team,
together with the ability to prioritise tasks and work accurately, whilst working to
tight deadlines
Ability to balance and prioritise work requirements
Excellent organisational skills, good time management
Ability to manage a high volume of diverse tasks
Ability to use initiative and demonstrate a proactive approach
Ability to make informed decisions and take responsibility
Ability to work within a complex environment
Meticulous and well-structured administration skills including a level of accuracy
and consistent attention to detail
Proven ability to develop effective and efficient systems and cope with changes in
working practices
Proven IT skills including use of Word, Excel, Powerpoint, Outlook and databases
Proven numerical skills, including forecasting and budgeting
Ability to be proactive and demonstrate initiative in carrying out administrative
procedures
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The initiative and enthusiasm to take part in all aspects of managing the operation
of an education centre ensuring that a high, professional standard of work is
maintained
Ability to be flexible and adaptable and be willing to work outside normal office
hours
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Desirable
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Ability to identify inefficiencies in administrative processes and suggest and implement
improvements
Experience of taking minutes/notes of meetings
Experience of Web page management
Other:
Essential
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A responsible and conscientious attitude
Willingness to learn new skills
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