Senior Conferences and Events Officer

2 weeks ago

London, United Kingdom UK Civil Service Full time

Job summary

The Senior Conferences and Events Officer will be responsible for providing comprehensive support for the planning, co-ordination, and execution of the UKHSA Conference 2025, as well as other stakeholder-led event activity to be delivered across the organisation.

This is a crucial role in ensuring the success of the UKHSA Conference and other UKHSA-led events, working to the External Affairs strategy to encourage collaboration and partnership and the promotion of UKHSA's aims and mission to a diverse range of stakeholders.

The successful candidate will be an experienced event communications professional with a proven track record in delivering large conferences and events across in-person, virtual, and hybrid formats. Exhibition management skills and the ability to contribute to the delivery of a multifaceted conference programme will be key. The role requires a resourceful individual who can secure all essential event services, ensuring seamless coordination throughout. This includes managing vendors for AV equipment, catering and accommodation.

The post-holder is expected to be a competent negotiator with strong budget and time-management skills, with the requirement to work effectively and largely independently on several projects or elements of an event simultaneously. The role requires the ability to communicate and build effective relationships with colleagues at all levels of seniority across UKHSA, as well as with external suppliers, stakeholders and partners to maintain strong relationships and ensure active involvement and satisfaction in conference and events activity.

The Senior Conferences and Events Officer plays a vital role in enhancing UKHSA's brand, mission and reach among external audiences.� Their work facilitates knowledge exchange and fosters collaboration among key players within the health security sector.

Job description

Support the Senior External Affairs and Events Manager to deliver the UKHSA Conference 2025, working to UKHSA guidelines, policies, procedures and protocolsOversee the logistics of the conference, including venue, catering, audio-visual, ePoster and exhibitor managementCoordinate with external suppliers to ensure smooth delivery of all conference elementsCollaborate with Communications colleagues to maximise promotion of the conference to UKHSA target audience (stakeholder engagement, internal communications, content creation, social media, press and media, regional comms)Develop and manage the conference website and registration and abstract submission processLiaise with external event software provider to explore new updates and innovations for elements such as registration, finance management and development of the conference appContribute to the design process for key branded event materials, ensuring visual engagement and alignment with the overall conference them

Person specification

Detailed job description and main responsibilities

Oversee on-site coordination of the UKHSA Conference 2025, ensuring a seamless experience for attendees, speakers, and exhibitorsManage a team of volunteers/staff to support logistics and operations during the conferenceSupport development of a post-conference report, including a budget analysis, feedback from attendees, and key takeawaysWork within agreed budgets, negotiate with suppliers and assist in the maintenance of records of costs and revenuesBuild strong connections throughout UKHSA to proactively discuss upcoming events and engagement opportunities. Ensure early scheduling to allow for optimal resource planningReview and refine working processes to ensure optimisation of available technology, ensuring a seamless and streamlined event management experience. Be proactive in finding ways to deliver higher quality event management services through continual improvement and innovationsMonitor event costs and analyse spending after events to understand full costs against budgetBe the central point of contact for event support requests within the organisation � highlight and communicate the External Affairs team remit, discuss requirements with senior managers and assess the strategic importance of proposed event activityProvide professional advice on event management to colleagues across the UKHSA. This includes providing advice on logistics, venues, budgets, invoicing, marketing, branding and suppliers.Deputise for the Senior External Affairs and Events Manager as required, attending meetings, writing reports and acting as a first point of contact for members of the Senior Leadership Team

This job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role.� The job holder will carry out any other duties that may reasonably be required by their line manager. The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the Department and the organisation.

Essential criteria�

The successful candidate will have:�

Extensive experience in organising successful conferences, including large, multi-stream events attended by 500+ people, preferably with commercial event management experienceExcellent project management skills with the ability to prioritise and manage multiple tasks simultaneouslyExperience of using specialist event management software and setting up online registration for large eventsStrong communication, interpersonal, and negotiation skillsBudget management experienceExcellent writing and editing skillsAttention to detail and a strong sense of organisationAbility to work independently and as part of a team�

Skills and capabilities �(these are part of the essential criteria)

Lead by example, communicate in a truthful, straightforward manner with integrity, impartiality and promoting a working environment that supports the Civil Service values and codeDemonstrate excellent oral and written communication skills and set standards for communicationAnalytical skills, including effective use of insight and evaluation dataAbility to recognise emerging issues and trends which might impact or benefit our work. Previous experience in working with the media would be helpful

Values �(these are part of the essential criteria)

An understanding of and commitment to UKHSA�s values: Impactful, Insightful, Inclusive, including the need to listen to a range of stakeholder voices and to work in partnership with our people, our partners and across communities.

Benefits

Alongside your salary of �42,716, UK Health Security Agency contributes �11,533 towards you being a member of the Civil Service Defined Benefit Pension scheme. Learning and development tailored to your roleAn environment with flexible working optionsA culture encouraging inclusion and diversityA with an average employer contribution of 27%

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