Events Assistant

Purpose of the post

The Events Assistant will support our flagship event – the HDR UK Conference 2027 on 6-7 October in Belfast, Northern Ireland – as well as other strategic events.

Reporting to the Events Manager, you will play an important role in enhancing HDR UK’s reputation through the delivery of high-quality, professional events for our audiences across academia, NHS, industry, charities, as well as patients and the public. You will work with external event providers and also advise and support HDR UK programmes and teams in delivering their events, webinars and workshops.

Your duties will include various administration tasks to ensure our flagship event runs smoothly: answering enquiries from delegates and suppliers, sponsors balancing priorities and delivering tasks on time and making sure supplies are delivered, checked and ready to be shipped.

You will work remotely, but some days in our central London office are required in the run up to the event and attendance at the event itself in Belfast on 6-7 October is essential. There will also be some travel to events across the UK.

You will be part of the Communications team, which leads HDR UK’s communications, events and marketing activity, ensuring we communicate the institute’s mission, impact and strategic priorities clearly. We support public confidence in the safe and secure use of their data through responsible communication on data use, ethics, privacy, and societal benefit. And we help attract funding, partnerships and talent by demonstrating our impact.

This is a fantastic opportunity for an organised and meticulous events professional looking to gain further experience and develop their career. The ideal candidate will enjoy working as part of a team to deliver a large-scale event that provides a great experience for our delegates, speakers and exhibitors in the area of health data science.

Main responsibilities

• Assist the Events Manager with our flagship conference taking place in Belfast on 6-7 October 2027
• Provide logistical and administrative support for the smooth running of all aspects of the HDR UK Conference
• Liaise with speakers, delegates, exhibitors, sponsors and suppliers
• Manage event bookings and content on the online conference platform
• Manage the conference dinner
• Ensure all branded items for events are bought and arrive on time
• Work with members of the Communications team and teams across HDR UK to support event delivery, including event marketing, registration and communication with delegates
• Manage HDR UK’s events calendar and email inbox
• Help with event management and logistics for HDR UK events and webinars across the UK to ensure high levels of delegate satisfaction
• Ad-hoc duties for events including, but not limited to, attendee queries, packing equipment and boxes

Experience

Essential

• Experience of event planning and delivery on the ground in a professional capacity
• Experience of customer service and administration
• Working with external suppliers

Desirable

• Use of Content Management Systems (CMS), Customer Relationship Management (CRM) systems, event management software or online conference platforms
• Event marketing
• Knowledge of health and safety procedures

Skills

Essential

• Excellent customer service skills
• Excellent planning, organisation and time-management skills
• Strong IT skills
• Strong verbal and written communication skills with good attention to detail
• Good interpersonal skills, with the ability to develop effective working relationships with internal and external stakeholders
• Ability to prioritise a wide range of demands and requirements, showing resilience and adaptability to changing event needs