Kings Commercial Services (KCS) Job Description Job Title: Events Administrator/Receptionist Salary:£25,725 per annum (Eligible f.....
Kings Commercial Services (KCS) Job Description Job Title: Events Administrator/Receptionist Salary:£25,725 per annum (Eligible for Company Bonus Scheme) Contract: Permanent Working Pattern: Full-time, office-based Hours: 37.5 hours per week Private Pension: Eligible for the workplace pension scheme; up to 6% employee contribution matched by employer. Annual Leave: 30 days plus Bank Holidays Start Date: ASAP Accountable to: KCS Executive Director Reporting to: Deputy Centre Manager Location: Kings Academy, 1-5 Hinton Road, Brixton, London, SE24 0HJ About Kings Academy: Kings Commercial Services Limited (KCS) is a subsidiary of Kings College Hospital NHS Foundation Trust (the Trust). KCS aims to extend the Trusts expertise to new markets, including healthcare management, training, and recruitment. KCSs mission is to export Kings College Hospitals specialist expertise globally, supporting the long-term sustainability of the Private Patient business. Kings Academy, a state-of-the-art training facility that opened in July 2023, is key to this mission. Located in Loughborough Junction, a 15-minute walk from Kings College Hospital, the facility offers simulation, teaching, and meeting rooms for nursing, midwifery, and Allied Health Professionals (AHPs) staff. The Academy is housed in a newly refurbished unit on Hinton Road, with 820m of dedicated space. The Trust employs over 8,000 nurses, midwives, and AHPs. Enhancing training and education opportunities for these groups is central to the Trusts five-year strategy and BOLD vision, published in 2021. The Academy primarily trains the Trusts Nurses, Midwives, and AHPs but also aims to generate income by offering these courses to other NHS organisations and international clients. The Academy's development is in three phases: 1. Phase One: Delivery for Kings College Hospital (KCH), bringing training courses in-house for CPD. 2. Phase Two: Delivery for the Integrated Care System (ICS) and wider NHS/Private Providers, commercialising CPD delivery to other clients. 3. Phase Three: Commercialising and selling CPD nursing programs nationally and internationally, and offering Academy spaces for external hire. The Academy is currently in Phase Three. The facility features two dedicated simulation rooms with bedded bays for immersive patient simulations using the latest manikins, complemented by debriefing rooms for review and education in a safe environment. Separate teaching rooms allow staff to practice technical skills like catheterisation and IV cannulation. The facility also delivers in-person and online training for NHS staff from other Trusts, as well as international nurses and organisations. The facility is funded and delivered in partnership with KCS, which works both in the UK and internationally on projects to generate funds for the Trust, support staff, and improve care for NHS patients. Job Purpose: This is an exciting role at a newly opened venue focused on healthcare education. As the Events Administrator/Receptionist, you will be the face of the Academy, serving as our guests' first point of contact. You will support the Centre and Deputy Centre Manager with the day-to-day administration and operations of the Academy, ensuring efficiency and helping achieve the Academy's strategic objectives. This role is ideal for a people person with excellent attention to detail who wants to progress in a fast-paced, varied, and dynamic environment. We welcome applications from candidates with strong administrative skills looking to work in Events, Education, or Training. The Events Administrator/Receptionist will provide a professional welcome and registration service throughout the day, acting as the client liaison for trainers and delegates. You will provide general administrative support to both clients and venue teams, working as part of a small, close-knit team. Key Responsibilities: - Overseeing the Academy Email Inbox: Manage inquiries and bookings, handling new and existing booking forms, ensuring prompt and efficient communication. - Event Coordination: Coordinate and collate event information, maintaining exceptional customer service, and assist in event preparation and coordination. - Learning Management System (LMS) Coordination: Manage the in-house LMS system 'LEAP', checking daily bookings, addressing queries, ensuring Course Leads upload course content, and enhancing the candidate journey. - Client Services: Provide professional arrival and registration services, welcoming clients, trainers, and delegates, maintaining a visible presence, and assisting with general requests. - Client Feedback: Communicate client comments and complaints to the Deputy Centre Manager, ensuring appropriate handling of feedback. - Technical Support: Troubleshoot IT issues as they arise, acting as an advocate for both clients and KCS, providing first-line support when necessary. - Compliance: Ensure compliance with Health and Safety, Data Protection, and other statutory requirements, maintaining a safe and secure working environment. - Team Collaboration: Work as a team player, adapting to varied situations, assisting in all departments, and working closely with the Centre and Deputy Centre Manager. - Sales and Marketing Support: Assist in preparing sales invoices and support the sales and marketing team in report preparation, actively promoting the Academy and generating new business. - Social Media Management: Co-manage social media platforms, creating and posting content, and establishing followers to promote the Academy, maintaining a consistent online presence. - Equipment Maintenance: Ensure all learning resources and equipment are well-maintained, reporting faults to the ICT team, and ensuring rooms are prepared for the following days events. - Client Relations: Build relationships with facilitators and delegates, ensuring client preferences are recorded and recognised, delivering exceptional client care. Serve as the key point of contact for domestic and international clients. - Administrative Support: Provide general administrative support, including managing incoming phone calls, coordinating courier and mail services, and assisting with operational rotas and invoicing. - Health and Safety Compliance: Adhere to KCSs Health and Safety policies, ensuring a safe working environment, managing risks, reporting incidents, and participating in mandatory training. - Professional Development: Participate in personal development opportunities, ensuring performance is appraised following the KCS appraisal process. You will be eligible for external courses after successfully passing your first-year appraisal. - Safeguarding: Ensure compliance with safeguarding policies, particularly concerning vulnerable adults and children. As this role is exempt from the Rehabilitation of Offenders Act 1974, any criminal convictions must be disclosed at the time of application. Other Key Responsibilities: - Marketing and Promotion: Use effective marketing tools to advertise courses, promoting Kings Academy nationally and internationally, maximizing visibility through websites and social media. - Client Engagement: Serve as the key contact for delegates and clients, including working with global colleagues to manage availability and forging new relationships with potential customers and stakeholders. - Event Preparation: Assist in delivering and serving food and beverage requirements, ensuring rooms are prepared for the following day in line with event details. Key Working Relationships: Internal: - Academy Centre Manager and Deputy Centre Manager - Kings Academy staff - KCS Team - KCS Finance External: - Advertising Media - KCS Business Partners and External Contractors - Kings Academy Business Partners and Clients - KCH NHS FT Staff or Team including Clinical Leads - Visiting Professional Delegates, Facilitators, Course Leads, and Academy Clients Skills and Attributes: Essential: - Experience in a similar administrative or reception role - Proficiency in Microsoft Office (Word, Excel, Outlook) - Excellent communication skills, written and verbal - Strong organisational and time management skills - Ability to work independently and as part of a team - Flexibility to work outside regular hours when required - Customer-focused with a commitment to high-quality service - Ability to handle multiple tasks and prioritize effectively - Proactive, self-motivated, positive attitude - Professional appearance and demeanour Desirable: - Experience in event coordination or management - Familiarity with Learning Management Systems (LMS) - Experience in a healthcare or educational environment - Knowledge of social media management - Familiarity with Kings College Hospital NHS Foundation Trust or other NHS organisations Key Benefits: - Comprehensive training and development opportunities - Access to Kings Academy's state-of-the-art facilities - Career progression within Kings Commercial Services - The chance to work with a dynamic and innovative team - Contributory pension scheme - Annual leave entitlement plus bank holidays Application Process: To apply, submit your CV and cover letter outlining your suitability for the role, including your experience and why you are interested in working at Kings Academy. Applications will be reviewed on a rolling basis, and shortlisted candidates will be contacted for an interview. Due to the high volume of applications, we may not respond to all applicants individually.
