Job Description

The British Geriatrics Society is the professional association for NHS doctors, nurses and other healthcare specialists engaged in the treatment and care of older people across the UK, united by a mission to improve healthcare for older people. We have over 5,200 members who work in acute, community and primary care. We are a registered charity with a friendly staff team of 17.

The BGS is seeking to recruit a Conferences Co-Ordinator to assist with the planning, delivery and promotion of its portfolio of virtual, hybrid and in-person events. If you are interested in establishing your career in events management, this role provides exposure to a range of administrative tasks supporting a varied and interesting programme of events. You will have the opportunity to travel and work with leading and inspiring health professionals around the UK.

The BGS Events team consists of four full-time staff members. We deliver a varied events programme, including two large scale national three-day meetings in the spring and autumn. 

Job title: Conferences Co-Ordinator 

Reporting to: Conferences and Region Development Manager 

Salary:£31,752 (grade 6.1), rising by annual increments

Benefits: 11% employer pension contribution; 29 days annual leave (plus bank holidays)

Base:The British Geriatrics Society’s office in Farringdon, London EC1; Occasional UK travel with overnight stays will be required, with occasional evening work supporting delivery of events (around 12 times per year). The BGS has a flexible working policy and most staff combine working from home with working in the office

Hours:  This is a full-time role but consideration can be given to working less than full time, for 4 days a week pro-rata.

Benefits:11% employer pension contribution; travel loan and cycle to work scheme. Access to a range of healthcare benefits.

Overall purpose: 

To support the BGS education offer by

·Providing administrative support to the BGS Events team in the preparation and delivery of high-quality programmes and meetings

·Delivering good customer care (pre and post meeting), whilst also providing an excellent delegate experience at conferences

·Supporting the wider BGS team with events-related aspects of marketing, scientific abstracts, sponsorship and website content

Through these events, we support a UK and international audience of healthcare professionals to access high-quality information and education about healthcare for older people. Continuing professional development (CPD) is an important part of the BGS member offer, and we pride ourselves on delivering relevant, high-quality, engaging events.

The next few years of conference delivery will be an exciting time, evolving our mix of hybrid (in-person and online) and virtual conferences, and reintroducing our region meetings across England. Supporting the development of regional meetings will be an important part of the role. We are also expanding our digital offer to support online community networking and sharing knowledge beyond the conferences. 

Main duties and responsibilities:

1.Responding confidently to incoming enquiries by telephone and email. Managing ad hoc delegate queries about registration, continuing professional development (CPD) and event information promptly.

2.Processing conference registrations; taking payments; providing confirmation and supporting correspondence to delegates, sponsors and speakers.

3.Processing and maintaining records related to registrations, using our member database (CiviCRM).

4.Co-ordinating and administering abstract submissions, supporting the local officers in their adjudication and publication of results.

5.Processing and managing CPD applications (live and distance learning) for all conferences via the Royal College of Physicians (RCP).

6.Administering and processing both speaker expenses and invoices arising from conferences. Regularly updating budget information and liaising with the BGS Finance team as required.

7.Supporting the Conference and Region Development Manager to source venues and suppliers, whilst negotiating best rates and liaising with them as required.

8.Providing logistics support for conference speakers, staff and contributors. Co-ordination will include booking travel and hotels, external social events and conference dinners.

9.Assisting the Conferences and Region Support Manager to provide efficient and effective onsite support at conferences.

10. Arranging courier collections of event equipment (to and from each venue and BGS office), with oversight of items throughout. This will also apply for external career fairs.

11. Preparing, packing / unpacking event equipment for each event both onsite and at BGS office.

12. Preparing printed materials for each event (badges, programmes, biographies, signage and any other information as required).

13. Managing event stock and maintaining the stockroom.

14.Website content editing and updating (BGS events and region pages).

15. Supporting the Communications and Marketing Co-Ordinator in promoting BGS conference activities, along with regular meetings.

16. Analysing feedback from event attendees and compiling results for speakers.

17. Supporting the Conferences and Region Development Manager with administrative tasks associated with the development of BGS England regions. This will include engagement tasks such as attending region committee internal meetings, regular web updates, supporting hybrid meetings and producing quarterly e-bulletins.

18. Supporting the Director of Learning and Professional Development in preparation, approaches and follow-up with pharmaceutical sponsors.

19. Undertaking other administrative tasks as may arise.

20. Contributing to the development of BGS conferences and to the Society overall.

Person Specification

Essential skills/experience required:

·Strong organisational skills – ability to manage your time effectively and deal with competing priorities/deadlines

·Excellent attention to detail to ensure accurate information is shared with relevant audiences

·Excellent written and verbal communication skills – enabling you to communicate clearly and concisely

·Excellent customer relationship skills - ability to communicate effectively with people at all levels

·Experience in an administrative role, demonstrating efficiency and reliability

·Ability to work independently - taking initiative and demonstrating a problem- solving approach

·Highly motivated, enthusiastic and willingness to be flexible in a rapidly changing environment

·Fully competent using Microsoft 365, in particular MS Excel, MS Word, MS Teams and Outlook

·Minimum of 1 year’s previous experience assisting conference or membership administration or equivalent experience

·Experience of working in a collaborative manner and as a team member

Desirable:

·Experience of supporting the delivery of conferences (in-person, virtual and hybrid)

·Experience of using of using and maintaining Constituent/ Customer Relationship Management (CRM) Databases (ideally Civi-CRM, but alternatively other comparable CRM databases)

·Experience of managing conference registrations, or similar, including taking payments, invoicing and receipting

·Experience of website content creation and editing

·Experience of working within a charity or public sector role

·Interest in the delivery of older people’s care with the NHS or social care sector

How to apply

Applicants should send a tailored CV (maximum 2 sides A4) and cover letter (maximum 2 sides A4) setting out what they would bring to the position, in relation to the Person specification above, via the link on our website by Thursday 30 January 2025. Interviews will be held during the week of 10 February 2025

For more information on the importance of the role please see this video about BGS events and community