Membership, Grants and Education Coordinator

Organisation:  Healthcare Infection Society

Full Time

Salary: £33,000-35,000

Location: London/hybrid

Application Deadline: 08/04/2024

  • Full Time
  • London/hybrid
  • 33,000-35,000 GBP / Year
  • Salary: £33,000-35,000

HIS-infection Healthcare Infection Society

Membership, Grants and Education Coordinator – Role description

Location: London (2 days a week – Tuesday and Wednesday) and from home – Hybrid | 37.5 hours per week | Fixed term 18-month contract with possibility of a permanent role

Starting salary: £33-35K dependent on experience | 30 days annual leave plus time off in lieu for weekend work

Reporting to: Head of Membership and Professional Development (HOMPD)

The post holder will be an experienced coordinator, ideally with previous experience of working in a membership (or similar) organisation. The post holder will work closely with the other members of the membership, education, and communications teams to ensure high quality coordination of membership and grants management and delivery of HIS events.  This is an exciting role that offers a generous holiday allowance and up to 7% pension contributions.

The Society

The Healthcare Infection Society (HIS) is a membership organisation whose objectives are to advance knowledge, foster scientific interest, and disseminate information about the prevention and control of healthcare-associated infections (HCAIs).

We have an exciting opportunity to join our enthusiastic, committed and engaged team of staff, committees and our 1,300 members who are experts in the prevention and control of HCAIs.   Members are drawn largely from the medical profession and are predominantly consultant microbiologists and doctors enrolled on an infection specialty training programme.  Nurses, clinical scientists, research scientists and others with a demonstrable professional interest in HCAIs are also a vital part of our membership network.

Our working environment and team

Our team of eleven members of staff work to a hybrid model, spending two days per week (Tuesday and Wednesday) in our beautiful new offices in Bloomsbury, London, and the remainder of the working week from home.  We work according to a flexible model with a generous annual leave allowance of 30 days per year. There is an expectation for flexibility and additional days working in office/venue to fit with the events programme.

Working with our members and volunteers is a pleasure, and each member of our staff team works closely with our committees and board of trustees.  Our working culture is collegiate, respectful, and motivating. We value our staff and offer generous travel and training support as well as employee perks and wellbeing packages.

About the role

Main duties and responsibilities

Membership administration

Oversee  and responsible for the day-to-day management of the membership database, oomi (training will be provided) and member enquiries.  This will include:

Daily approval of new and renewing members and ensuring eligibility

Co-ordinate and successful completion of member renewals

Annual updates of renewal communications

Dealing with telephone and email enquiries regarding membership eligibility, member benefits and payment

Become the CRM (oomi) champion for the organisation.

Responsible for the membership email inbox

Grants and awards coordination

Coordination of the education related grants and awards programme.  This will include:

Responsible for the review and awarding of the HIS certificates programme

Responsible for the triage and review process for HIS travel grants

Responsible for the review and award process for Sponsored Events Grant, Career development Bursary, Public engagement grant and the Mike Emmerson International Fellowship

Responsible for the grants email inbox

Event coordination

Support the Events Awards and Partnerships Manager and the Digital Learning Manager in the planning and delivery of an agreed programme of events and training courses for HIS by establishing and maintaining effective SOPs and coordinating and delivering events.  This will include:

Delegate liaison, speaker liaison, venue logistics (face-to-face events), updating budgets, event marketing and communications and post event follow up communications.

Creation and maintenance of HIS website content in relation to events promotion and bookings

Attending and ensuring the smooth-running of events on the day and staffing the registration desk (face-to-face events)

Setting up and running online events in the Zoom or MS Teams platform

Providing technical support to convenors, trainers and participants prior to and during online webinars, events and training courses.

Organising internal HIS events and meetings including accommodation booking, ordering catering and monitoring attendance

Producing monthly statistical events reports

Other

Responsible for  the Society’s admin email inbox

Using the Umbraco content management system (training will be provided) to make changes to the content and imagery of the website for events, grants and membership

Carrying out regular audits to ensure content is up to date and accurate

Carrying out from time to time and as directed, any other duties as required in addition to the above that will be both reasonable and within your capabilities.

Always ensuring that you take care of your health and safety and that of others by complying with health and safety obligations, particularly by reporting promptly any defects, risks or potential hazards

Providing cover for the Editorial and Production Manager and liaising with the external journal manager and publisher as required

Person specification

We have an inclusive work environment and individuals those from all backgrounds, sexuality, ability, race, ethnicity, gender and age are welcome to apply.

 

Essential, unless otherwise stated

 

Education and experience

Educated to A’ level standard or equivalent

Demonstrated experience of working in a similar role or a learned society

Demonstrated experience of event management

Demonstrated experience of running online meetings and webinars in Zoom (or similar platform)

Competencies

Knowledge of working with CRM/customer database systems for membership and event management

Excellent interpersonal and communication skills – written and verbal

Understanding of and commitment to equality, diversity and inclusion

Task-driven self-starter, with good time management, attention to detail and the ability to manage own workload

Technical IT skills: competent in the use of Microsoft Office suite, ability to understand logical processes

Excellent administrative and organisational skills

A proven track record of delivering a high standard of customer service

Excellent telephone manner

Knowledge of compliance, specifically as it relates to data protection

Proven track record of producing work accurately and to a high standard whilst under pressure, with emphasis on attention to detail whilst working to deadlines

Ability to work as a key and supportive member of a flexible team

Willingness to travel and stay away from home on occasion and overnight

Willingness to work outside of office hours when event management duties dictate

What we can offer you as our Membership, Grants and Education Coordinator

Hybrid working

30 days holiday

Additional holiday between Christmas and New Year

Employee perks programme

Generous pension scheme

Generous training budget

Flexible working

Employee assistance programme

Opportunity for overseas travel to scientific and medical conferences

Team days

To apply

We welcome applications from all individuals, and we are committed to our ED&I principles.

Candidates must have the right to work in the UK.

The deadline for applications is 09:00 on Monday 8 April 2024. Applicants are required to submit a CV and a covering letter of no more than two A4 pages in length addressing why they would like this post, and why they are perfect for this role via Helen Davies, Helen.davies@his.org.uk

Applications without a covering letter will not be selected for shortlisting.

First interviews will take place on Wednesday 17 April via Zoom.  Successful candidates will be invited to a second interview at the HIS office in London on Wednesday 24 April.

 

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