Vacancy: Events Coordinator
Job title:

Lead Events Manager


£24,000 – £28,000


Hammersmith Hospital, London W12

Work Pattern


Closing date:

Tuesday 11 February, 2020


Week commencing 17 Feb 2020

Start Date:


Genesis Research Trust, founded by Lord Professor Robert Winston in 1978, is the largest collaboration of reproductive health researchers in the UK. We fund life-saving research into female infertility, miscarriage, late pregnancy loss, preterm labour and stillbirth. We have strong ties with the faculty of medicine at Imperial College London, and are based in the Institute of Reproductive and Developmental Biology (IRDB) at Imperial College’s, Hammersmith Hospital Campus.

The Role

A unique charity positioned right at the heart of original, cutting-edge medical research, we are currently looking to appoint an ambitious Events Coordinator to join our Symposium Office Team

The Symposium Office is a small team that runs approximately 16 courses or events per year, ranging from single day or evening meetings to 5-day courses/conferences.  Currently all events take place in in the UK, at several different venues. The role involves sole delegate management for all events and includes keeping the database up to date, dealing with course payments, answering queries, sending receipts and certificates, preparing badges, registering delegates on site and post event evaluation.

The ideal candidate will enjoy working in a small, busy office environment. This post requires excellent networking, communication, problem-solving and organisational skills, as it involves working with a diverse group of stakeholders. The post holder will be proactive and have strong administrative skills and be comfortable with a varied, dynamic job. This post will require unsociable working hours when needed, in order to carry out these duties.

Job Description
Job title: Events Coordinator

Reports to: Lead Events Manager

Key relationships:
  • Genesis Symposium team
  • Genesis wider team including finance and marketing
  • Scientists, clinicians, conference hosts/speakers
  • Conference delegates
  • Imperial College Administration
  • Venues
Principal duties and responsibilities
  • Provide high level support to the Lead Event Managers and the wider Genesis office
  • Being present at events and management of delegates
  • Management and upkeep of the events database (includes data entry)
  • First line support for event delegates, speakers and stakeholders across all media
  • Dealing with the cancellation of places and processing refunds
  • Reconciling payments received with the database entries and online payment system and passing these onto the Finance department
  • Organising the venue and catering for the conferences
  • Liaising with the Marketing Team
  • Sourcing and collating data for final event reports
  • General administration duties

Person Specification

  • Previous events experience, ideally in medical/academic conferences
  • Experience working in a small team and communicating with a wide range of people in a multicultural environment, including external stakeholder management
  • Experience in a customer service environment
Knowledge and Skills
  • Working knowledge of SalesForce CRM
  • Excellent standard literacy and numeracy
  • High level of organisation and efficiency
  • Ability to use initiative, meet tight deadlines and manage own workload through effective prioritising and time management
  • Excellent interpersonal skills and the ability to deal confidently, professionally and politely across all media
  • Meticulous attention to detail
  • Ability to work both in a team and unsupervised
  • Excellent IT skills especially MS Office suite
Special Conditions
  • On occasions events and team activities will require you to work outside of our normal office working hours during evenings and weekends
To apply, please send a cover letter and CV to Stephen Button, at