Job Summary
Keech Hospice are recruiting for an experienced Administrator to join our Education team for maternity cover. This role is key to ensuring the smooth running of the conference facilities and events, as well as providing administrative support to the team.
Main Duties of the Job
1. Co-ordinate and administer the conference facilities and bookable meeting spaces.
2. Be the main point of contact for conference facilities, greeting users and facilitating events.
3. Support internal and external educational activities.
4. Undertake general administration for the education team.
5. Promote conference opportunities to generate income.
6. Use and train others on conference room technology.
About Us
Keech provide free, specialist care for Adults in Luton and South Bedfordshire, and children from Bedfordshire, Hertfordshire and Milton Keynes living with a life limiting illness. Keech supports adults and children to live pain and symptom free, to spend untroubled time with their loved one, to understand what's happening to them, to stay out of hospital and to make the most of the time they have.
Job Responsibilities
Responsible to: Learning and Development Officer
Responsible for: Co-ordination and administration of the conference facilities and bookable meeting spaces. Be the main point of contact for conference facilities, greeting users and facilitating events. Supporting internal and external educational events and undertaking general administration for the education team.
Job Purpose
To provide confidential co-ordination and administration to ensure the smooth running of the hospice conference and meeting rooms. To effectively manage the multiple pressures on the role, be responsible for receiving, recording and processing conference enquiries that are made through a variety of channels including telephone, email or face to face both efficiently and accurately. To provide support to the education team, including setting up for educational events and sourcing external conference and meeting rooms.
Specific Duties
1. Manage a high quality, customer focused conference and meeting room service.
2. Be the central point for internal meeting room requests, utilising hospice meetings rooms to maximise use of space and coordinate the bookings of external meeting and conference rooms as required.
3. Liaise with external organisations and individuals, respond to enquiries, secure bookings and ensure all suitable requirements are agreed and confirmed in writing.
4. Set up and re-set the conference and meeting rooms in a timely fashion. Set up refreshments for events and liaise with the Catering team on catering orders for events.
5. Schedule, manage and be the main point of contact for all conference bookings for internal and external clients (including catering, audio visual equipment and other requirements as needed).
6. Have an awareness of all technology in the conference rooms, how to use it and be able to train others.
7. Complete regular housekeeping checks throughout the Conference rooms to deliver a seamless experience to all internal and external users.
8. Be the first point of contact for all room issues, providing timely response and coordination of remedial work.
9. Evaluate users experience of the room use and act on any feedback.
10. Advise internal and external users on conference and meeting room availability and suitability by using a Booking System.
11. Promote conferencing opportunities and generating income with new customers of the conference rooms.
Education Administration
1. Provide general administrative support to the Education team. This will include but is not limited to; full administration of educational events, mandatory training, student placements, work experience students and ad hoc support requests from the team.
2. Work closely with the Library and Learning Resources Co-ordinator to support internal and external education and training events (virtual and face to face); setting the room up, tea and coffee availability, meeting trainers/presenters when they arrive, providing administrative support for online educational events.
3. Work with the Education team to organise and book meeting rooms and venues for education and training events (for education delivered internally and externally).
4. Provide administrative support for Project ECHO.
5. Provide administrative support for cross-organisational groups as required.
General Duties
1. Ensure up to date and accurate management of data.
2. Work with the finance team and within a specified budget.
3. Have an awareness of religious events, main organisational events, (clash calendar), educational events and Business Club members use of the conference rooms.
4. Liaise with all hospice teams.
5. Manage last minute changes and problem solve where necessary.
6. Promote the services of the Conference and Training facility.
7. Conduct facility tours for prospective clients and trainers.
Person Specification
Qualifications Essential
* Excellent level of education including English and Maths.
Experience Essential
* Extensive experience in administrative role.
* Experience working with databases.
* Diary management using Outlook or similar.
* Previous customer service experience.
Desirable
* Previous experience working with volunteers.
* Previous experience of marketing.
Additional Criteria Essential
* Excellent Microsoft Office skills.
* Good written and verbal communication skills.
* Excellent organisational and administrative skills.
* Able to work accurately with good attention to detail.
* Able to prioritise own workload.
* Able to maintain confidentiality at all times.
* Self-motivated.
* Able to work as part of a team.
Desirable
* Knowledge of the hospice.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer Details
Employer name: Keech Hospice Care
Address: Keech Hospice Care, Great Bramingham Lane, Streatley, LU3 3NT
Employer's website: https://www.keech.org.uk/
Seniority Level: Mid-Senior level
Employment Type: Full-time
Job Function: Human Resources
Industries: Non-profit Organizations
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