Detailed job description and main responsibilities

Events

·        To support with the planning of events both internal and external

·        To support colleagues with booking of venues and relevant facilities required to run events to meet the requirements of the NOE CPC

·        To support colleagues to ensure all supporting materials are available in a timely manner for each event

·        Confident telephone manner and interpersonal skills to communicate with venues, speakers and delegates

·        Attention to detail and excellent written and verbal communications skills are vital to this role.

New Business

·        Promote NOE CPC aims, objectives and values to drive uptake of NOE CPC membership

·        Direct contact with staff and stakeholders on matters relating to new business opportunities and/or events

·        Dealing with relevant complaints proactively and ensuring escalation/brokering complaints to ensure these are dealt with by the relevant person(s) only when necessary

Commercial Operations

·        Liaise with all members of the team at all levels across the organisation and within external stakeholders, to ensure key corporate functions are supported, providing cover where necessary.

·        Receive mail and items of correspondence and decide on appropriate dissemination and prioritisation, taking action where appropriate.

·        Maintain high level of confidentiality at all times.

·        Provide and receive routine information as a requirement of the post holder’s role.

·        Receive, screen and assist visitors, acting as an ambassador for the CPC at all times.

·        To place orders and process incoming invoices as and when required.

·        To receive, screen and make telephone calls, resolving enquiries where possible, taking messages or re-directing calls as appropriate to facilitate timely and appropriate communications with others.

·        To keep office tidy and stocked with relevant equipment as appropriate to the role.

·      Provide support to all stakeholders around NOE CPC and other relevant events, managing delegate lists appropriately to ensure the events are relevant to the audience.

·        Provide advice to staff at all levels internally and externally both utilising and delivering the service.

·        Effectively influence and engage individuals, teams, and clients to use different training solutions and attend/ support events.

·        Anticipate pro-actively the needs of the team, working on own initiative, progressing matters on behalf of members of the team, acting as a filter for information and passing topics to other members of the Directorate as required.

·        Recognise the need for confidentiality within and across the team to ensure a disciplined loyalty and commitment.

·        Support the planning and implement multiple NOE CPC events to ensure that NOE CPC is always working in a logical manner, with no diary clashes.

·        Prioritise work to align with NOE CPC training and development and income generation goals and objectives.

·        Support colleagues to ensure that when events are happening everything is in place to allow the event to run smoothly. This may include room set-up, managing sign-ins, liaison with venues and training providers, prior communications, printing of materials, delegate lists and name badges, managing catering and accommodation bookings when required.

·        Work with the Marketing and Communications team to plan and coordinate promotion of internal and external events.

·        Plans workload to meet deadlines.

·        To organise meetings – both internal and external, including booking rooms / venues, hospitality, confirming dates and ensuring availability.

·        To service meetings by preparing notes / agendas and taking minutes as and when required.  Also ensuring the timely circulation of agendas and supporting papers.

·        Undertake the arrangement and administration of seminars, conferences and workshops, attending where appropriate to give administrative support.