Job summary
- Main area
- Event Management
- Grade
- NHS AfC: Band 6
- Contract
- 12 months (Fixed term)
- Hours
- Full time - 37.5 hours per week
- Job ref
- 196-COF11219-T
- Employer
- Guy's and St Thomas' NHS Foundation Trust
- Employer type
- NHS
- Site
- 200 Great Dover Street
- Town
- London
- Salary
- £47,951 - £56,863 inc HCA
- Salary period
- Yearly
- Closing
- 25/08/2026 23:59
- Interview date
- 02/09/2026
Employer heading
Event Executive
NHS AfC: Band 6
Guy’s and St Thomas’ is among the UK’s busiest and most successful NHS foundation trusts. We provide a full range of hospital and community services for people in south London and as well as specialist care for patients from further afield including cancer, renal, orthopaedic, respiratory and cardiovascular services.
Guy’s is home to the largest dental school in Europe and a £160 million Cancer Centre opened in 2016. As part of our commitment to provide care closer to home, in 2017 we also opened a cancer centre and a kidney treatment centre at Queen Mary’s Hospital in Sidcup. St Thomas’ has one of the largest critical care units in the UK and one of the busiest emergency departments in London. It is also home to Evelina London Children’s Hospital.
Evelina London cares for local children in Lambeth and Southwark and provides specialist services across south east England including cardiac, renal and critical care services. We lead a number of specialist service networks aiming to ensure children are treated locally where possible, but have access to specialist expertise when they need it. Our community services include health visiting, school nursing and support for families of children with long-term conditions.
Our adult community services teams deliver care at the heart of the local communities we serve, working in partnership with GPs, local authorities and other healthcare and voluntary sector organisations. Working with our partners in Lambeth and Southwark, we are focusing on new ways of working to improve care for local patients.
In February 2021 the Royal Brompton and Harefield joined Guy’s and St Thomas’ NHS Foundation Trust, bringing together world-leading expertise in the care and research of heart and lung disease. Our merger provides a once in a generation opportunity to build a lasting, world-renowned heart and lung centre, providing the highest quality care for patients and conducting world-leading research.
We have a reputation for clinical excellence and high quality teaching and research. We are part of King’s Health Partners, one of eight accredited UK academic health sciences centres. In partnership with King’s College London we have dedicated clinical research facilities including an MHRA accredited Phase I clinical trials unit.
Patients are at the heart of everything we do and we pride ourselves on ensuring the best possible patient experience as well as safe, high quality care. We are proud to have one of the lowest mortality rates in the NHS. Following a comprehensive Care Quality Commission (CQC) inspection in 2019 we maintained our overall rating of ‘good’. Our adult community services achieved a rating of ‘outstanding’.
The commitment of our 23,500 staff is key to our success. We are one of the largest local employers and we aim to develop and support all our staff so they are able to deliver high quality, safe and efficient care. The 2019 NHS staff survey results show that we have one of the most engaged and motivated workforces in the NHS. We know this has a positive impact on the care provided to our patients.
We have one of the most ambitious capital investment programmes anywhere in the NHS.
Job overview
The Event Executive is responsible for planning, coordinating, and delivering a diverse portfolio of external training programmes and events on behalf of the Trust. This role ensures the smooth and efficient operation of the department by managing events of varying scale and complexity, from small specialist workshops to large-scale conferences and exhibitions.
The post holder will organise and implement a range of programmes, including two-day industry-supported preceptorships, academies, short courses, visits, and workshops for groups of 25–50 delegates, as well as annual five-day conferences and exhibitions hosting 150+ delegates. Responsibilities include end-to-end event management, logistical coordination, stakeholder liaison, delegate management, supplier coordination, and on-site delivery to ensure high-quality participant experiences.
Working closely with internal teams, external partners, and industry representatives, the Event Executive will ensure that all events are delivered on time, within budget, and to agreed standards, contributing to the Trust’s reputation for excellence in professional development and training in healthcare.
Main duties of the job
- Event Management: face to face, virtual and hybrid courses
- Operations Management
- Finance Management including budgets, raising PO's, Invoices, Reporting
- Training and Course Materials
- Communication Skills
- People Management
- Analysis and Evaluation
More details on the above can be found on the job description
Working for our organisation
The Events team was established just over 10 years ago following the development and ratification of the Commercial Strategy 2014-2019. Initially the focus was on identifying existing events that were running in the Trust and ensuring that these were run professionally and to the highest quality standards.
The portfolio has gradually expanded and now includes one and two day courses, workshops, visiting professional programmes, masterclasses, conferences and educational visits for a wide range of markets including primary, secondary and tertiary care and for regional, national and international markets.
In early 2016, a more specific strategy was developed focusing on commercial education and events and this has led to a further expansion of the portfolio to include industry supported events, partnerships and placements and a full programme of clinical attachments and observations. The department was renamed the Commercial Education & Events team at this time.
Our values
Our values help us to define and develop our culture, what we do and how we do it.
It is important that we all understand and reflect these values in our work. We are:
Caring – we put patients first
Ambitious – we innovate and strive for excellence
Inclusive – we respect each other and work collaboratively
Our values and behaviours framework describes what it means for every one of us in the Trust to put our values into action. The framework can be found on our Trust jobs pages and our intranet.
Detailed job description and main responsibilities
Event Management
- To provide administrative and logistical support for a range of larger external training events and industry supported courses run by the department annually
- To work to agreed deadlines and budgets, with events often agreed at short notice and involving high profile international speakers and delegates. This requires working on several events at any one time, often with complex briefs
- To assist in the co-ordination of the logistical aspects of events, such as speaker liaison, programme updates, internal room bookings and health and safety (in relation to current legislation)
- To work with clinicians and subject matter experts to ensure all training materials are received to agreed time scales. To prepare pen profiles of speakers and ensure relevant information on the Trust is included in the course materials. To collate and prepare the course materials for each event, and ensure they are printed according to house style guidelines and branding requirements
- To prepare name badges, delegates manuals and packs, certificates of attendance and evaluation forms for each event, in line with branding guidelines
- To prepare event app usage for larger events, liaising with app provider, Marketing Manager and sponsors
- To ensure signage is appropriate for each event, including banners, door signs and registration area etc.
- To help in the running of events on site, handling any queries or issues that arise from delegates, speakers and sponsors to ensure the event runs smoothly
- To prepare project plans to monitor and report on progress
- To help set up the registration desk and register delegates and speakers as they arrive, dealing with any queries that arise
- To prepare staffing documents for support staff at events
- To provide support to delegates registered for a programme to ensure they have the information they need to attend the course. E.g. to assist with information on hotel accommodation, travel requirements, visas, dress code, as well as answering questions about the course eg level, content and format
- To assist in collating all information post event, from the evaluation forms and prepare a report for each event. In conjunction with the Event Executives to prepare an event debrief report for discussion with the relevant department, in order to continually improve the service we provide
- To work with external organisations as required for design and production of event materials including signage and course manuals. To develop and maintain good relationship with dept’s in the Trust including education and training, IT, hospitality
- To contribute to the smooth running of the department by keeping up to date records on progress and dealing with enquiries and general requests by email, telephone, mail or in person both from within and outside the Trust. The postholder will also be required to set up events on the online booking system (Eventbrite)
Please see attached Job Description / Person Specification for full responsibilities
Person specification
Experience
Essential criteria
- Experience of managing budgets, raising Invoices, Purchase Orders and maintaining accurate financial records
- Significant experience of organising conferences, events and handling multiple events at any one time (minimum 5 years’ experience)
- Experience of working under pressure, with strict deadlines and dealing with a range of complex issues
Desirable criteria
- Experience of working in the NHS
Skills
Essential criteria
- Reporting & Monitoring: Ability to produce financial reports, track budget performance, and provide updates to managers and stakeholders
- Managed income generating events including sponsorship income
- Excellent organisation skills with the ability to deal with competing demands and high workloads
- Ability to prioritise, screen and handle calls/emails on behalf of the Programme Manager at all times.
- Ability to prioritise and make decisions
- Ability to clearly plan key deliverables within a fixed timeframe using project plans or other tools
Desirable criteria
- Ability to forecast event costs, allocate resources effectively, and plan financial requirements across multiple events simultaneously
- Ability to prioritise, make decisions, following clear procedures and using initiative to develop new working methods or using tools to manage tasks
Qualifications
Essential criteria
- Degree level education or equivalent knowledge
- Project Management or equivalent relevant experience
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Tamanna Jahan
- Job title
- Programme Manager
- Email address
- [email protected]
- Additional information
Please note informal visits or meetings are not guaranteed and based on availability
Tamanna's working days are Tuesday's, Wednesday's and Thursdays
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