Front of House Admin - Chichester, United Kingdom - 279 University Hospitals Sussex NHS Foundation Trust

279 University Hospitals Sussex NHS Foundation Trust
279 University Hospitals Sussex NHS Foundation Trust
Verified Company
Chichester, United Kingdom

2 weeks ago

Tom O´Connor

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Tom O´Connor

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Description
The Front of House provides the first "port of call" for all visitors to the educational facilities of CMEC.

The Front of House manages all the electronic room booking system, maximising room usage and provides all "front of house" services for meetings and conferences, including some reprographic work.

The post holder takes all bookings for CMEC and allocating appropriate rooms to maximise room usage. The post holder is also responsible for the book or meeting sponsors where applicable.

The post holder is primarily responsible for the smooth running of meetings and conferences held in the centre including invoicing room hire and setting up of equipment and ensuring room is set up as required.

The post holder provides clerical assistance for medical education and supporting document production, photocopying etc.

  • Provide an accessible, helpful and courteous "front of house" service for all usersincluding visitors to CMEC, including car park reservations / assisting with queries with the ability to use tact and diplomacy where necessary
  • Coordinate & oversee arrangements, as required, to ensure the smooth running of meetings, conferences and room bookings. Providing advice on room suitability / event planning.
  • Discuss sensitive/complexed financial information with external companies to review against room booking charges and generate invoice for payment.
  • Book catering for PGME events and oversee catering requirements for all CMEC users where applicable
  • Arrange and book meeting sponsors/drug representatives as applicable for meetings.
  • Prepare rooms for meetings and courses, ensuring facilities are equipped with suitable furniture and audiovisual equipment. Be on hand to deal with unexpected issues and be confident at problem solving.
  • To provide first stage IT/AV support / keep up to date with new equipment.
  • Liaise with external contractors, ensuring safe entry and egress, including organisation of car parking and security arrangements for out of hours work
  • Carry out regular checks on facilities within the centre, liaising with the Estates and Facilities department regarding repairs and maintenance required in order to maintain a fully functioning centre and safe working environment.
We are a busy Medical Education Centre and facilitate meetings for Consultants and Trainee doctors and management groups throughout the Trust

  • Receive all users to the department in a professional, welcoming manner
while actively maintaining the security of the area

  • Provide general nonclinical advice, information, guidance or ancillary services
directly to patients, clients, relatives or carers.

The post holder administers the room bookings system, keeping the centre diary fully up-to-date with detailed information.

The post holder is also responsible for the analysis of room capacity and usage and is required to provide up to date information to the Medical Education Managers, the DME and HEE KSS.

The post holder will ensure the smooth running of all meetings and conferences.

They will ensure that rooms are set up correctly and that the CMEC building is correctly maintained, operational and meets Health & Safety requirements, reporting issues to Estates when necessary.

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