Events Assistant

Royal Society of Medicine

Hours
35 hours per week

Length of contract
26th February 2027

About the Organisation

Royal Society of Medicine (RSM) is one of the UK's leading providers of continuing learning in healthcare. As a registered charity and membership organisation, we bring together healthcare professionals to share knowledge, exchange ideas and advance learning across medical specialties. Our vision is ‘Bringing people together across healthcare to debate, network, and learn.

We aim to do this through being the membership body of choice for healthcare professionals, being the trusted convenor on the future of healthcare, extending the reach of our learning offer, and transforming our premises into the premier destination for healthcare professionals.

As a registered charity and membership organisation with a global network of 16,000 members, we bring together healthcare professionals across specialties. We offer a range of membership options for every career stage, from students to retirement. We deliver multidisciplinary, specialist and general education, as well as professional development, drawing on the support of leading experts in over 50 specialist areas (Sections) of medicine.

Our learning resources span a wide collection of books, journals, digital journals and online medical databases. We are home to one of the finest physical and digital medical libraries in the world. By leveraging expertise from across the RSM, we connect those involved or interested in healthcare, and support, help and inspire the innovators developing the medical products and services of tomorrow.

About the role

We are seeking an organised, enthusiastic and detail-oriented Events Assistant to join our education team and support the successful delivery of our programme of medical conferences, meetings, lectures and webinars. This is a fantastic opportunity for someone with event coordination or administration experience who enjoys working in a busy, collaborative environment and delivering excellent customer service.

Working closely with the Events Manager, you will support the planning, coordination and delivery of in-person, hybrid and online events, ensuring a smooth and welcoming experience for speakers, delegates and stakeholders. You will play an important role in the day-to-day organisation of events, from managing registrations and coordinating logistics to providing on-site support and gathering post-event feedback.

Responsibilities

Event Delivery:

• Conferences, lectures and medical education meetings and webinars delivered end-to-end, in person, hybrid and online, to a consistently high standard, on time and within budget.
• Clear event plans (brief, budget, timeline and resourcing) in place for every event, with the most suitable format chosen for each.
• Event schedules and speaker line-ups agreed with Section officers and organisers, with speakers briefed, supported and well looked after.
• A smooth, welcoming experience for delegates, from registration and communications through to on-site support and follow-up.
• Accurate delegate records, payments and reports maintained in the event management and CRM systems.
• Abstract and submission processes run efficiently and fairly, with authors and reviewers kept informed throughout.
• Professional printed and digital event materials produced with designers and ready by deadline.
• Confident on-site leadership at events, including some evenings and weekends.

Financial Management and Suppliers:

• Event budgets monitored accurately, with variances flagged early to the Events Manager.
• Delegate payments, purchase orders, and supplier invoices processed accurately and on time.

Data, Reporting and Evaluation:

• Accurate event records, delegate lists, and payments maintained within the CRM and event management systems.
• Delegate feedback collected and evaluated, with lessons learned captured and shared so that each event improves on the last.

Risk, Quality and Compliance:

• Events delivered in line with RSM service levels, governance and quality standards.
• Personal and sensitive data, particularly members’ data, handled in line with RSM data protection requirements.

Stakeholder Management in Support of Events:

• Strong, trusted working relationships established with Section officers, speakers, delegates and colleagues.
• Section officers and organisers kept informed through timely and professional communication on logistics, registrations and attendance.

Promotion and Communications:

• Event information and content provided to Marketing and Communications on time, and event content on the RSM website kept accurate and up to date.
• Delegate communications, including confirmations, joining instructions, reminders and follow-up, sent accurately and on time.

Innovation and Improvement:

• Ideas for improving processes, tools and the delegate experience contributed, with new technology trialled where it adds value and environmental sustainability considered in event planning.

Team and Organisation:

• Colleagues supported and event cover provided during peak periods and absence, so that no event is put at risk.
• Own development actively managed, with training needs identified and discussed with the Events Manager.
• RSM and Charity Commission policies complied with, organisational values upheld, and other duties undertaken as the needs of the business require.

The post holder must always, when conducting responsibilities and interacting with others:

• Uphold the vision, mission and values of the RSM, and support effective communication and consistent management of RSM policies and procedures throughout the organisation, in particular the Discrimination, Bullying, Harassment and Victimisation policies.
• Adhere to the Society’s Health and Safety regulations and ensure the safety of oneself and others on RSM premises and engaged in RSM work, by reporting hazards to a senior manager or taking action (where possible) to remove them.
• Adhere to the Society’s Data Protection regulations, using data only as required to undertake the role and handling it appropriately and confidentially.

Skills, Competencies, Experience & Attributes

Requirements:

• Experience of delivering conferences, meetings, webinars or events from planning through to evaluation.
• Experience of event administration, including delegate registration, speaker liaison and on-site support.
• Experience of booking and working with venues and suppliers such as AV, catering, design and print.
• Experience of monitoring event budgets and processing payments and invoices accurately.
• Experience of working in a membership organisation, charity or healthcare environment.
• Experience of working with volunteers, organising committees, or senior or clinical stakeholders.

Technical Skills:

• Experience of using CRM, registration or event management systems.
• Ability to use Microsoft Office software, including Word, Excel and PowerPoint.
• Confidence using online meeting and webinar platforms to support online and hybrid events.
• Experience of working with event apps.
• Ability to use data and delegate feedback to suggest improvements.

Interpersonal and Communication Skills:

• Strong organisational skills and attention to detail, with the ability to work on multiple events and meet deadlines under pressure.
• Excellent written and verbal communication, with a warm, professional approach and excellent customer service.
• Ability to use initiative, anticipate problems and raise concerns early.
• A good team player who builds positive relationships with colleagues, Sections, speakers and delegates.
• Willingness to work some evenings, early starts and occasional weekends.
• Willingness to take on tasks outside the normal range of duties that add value to the RSM’s events and education function.
• Ability to self-evaluate and identify training needs.

Working locations

• Hybrid model, working in the London office and remotely.
• Some early mornings, evenings, and occasional weekend work may be required.

How to apply

• Please send an email to [email protected] with the subject line "RSM180 or Events Assistant"
• Applications will be reviewed on a rolling basis, and suitable candidates will be invited to interview as applications are received. We therefore encourage early applications.

Policies

The RSM is committed to equal opportunities. Equal opportunities are provided to all applicants for roles without regard to race, religion, colour, age, sex, national origin, sexual orientation, gender identity, genetic disposition, neurodiversity, disability or any other protected category.

The Society is committed to the safeguarding and fair processing of information received from candidates applying for opportunities within it and fully complies with the spirit and regulations of the GDPR. For a full statement about the type of data that the Society keeps about job applicants and the purposes for which it is kept, please visit our website.

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