Event Executive - HSJ

1 week ago(9/1/2018 9:47 AM)
# of Openings
Wilmington Healthcare

Company Outline




Wilmington Healthcare is an unrivalled, single healthcare data, education and information resource with outstanding analytics capabilities. We provide our clients with market leading insight into local health economies, complemented by increased access to senior health stakeholders and the wider NHS which results in effective and actionable insights.

Wilmington Healthcare comprises Wellards, Binley’s NHiS and HSJ.


Main Purpose of Role

Support the Senior Event Manager to deliver a portfolio of pre-defined leading healthcare award events, on time, below budget, and to the required standard pre, during and post. Lead on the delivery and ownership of Wilmington Healthcare events portfolio, which consists of 1-day training seminars.


The awards portfolio, which consists of 4 ceremonies per year – Healthcare Partnership Awards (new for 2018), Patient Safety Awards (800+ attendees), Value in Healthcare Awards (1000+ attendees) and the HSJ Awards, which is the largest awards programme in the world and welcomed 1,700 attendees in 2017.


Wilmington Healthcare seminar series has been developed to help NHS suppliers understand the marketplace and build relationships with the NHS for long-term business success, the team will deliver 12 events in 2018 which are expected to have between 40-80 attendees at each event.


Attention to detail, customer service and the ability to build strong relations with internal stakeholders and all event attendees are all key attributes as well as a can-do attitude.

Skills and Experience Required



Awards Portfolio

Recruitment of judges

  • Work with the internal teams and Senior Event Manager to identify suitable judges to be invited using internal database. Manage the invitations and responses
  • From those judges who confirm, get an update biography and photo and then load these to the website in advance of the launch of the event

The short-list

  • Work with the Senior event manager to process the online judging scores for all the entries received. Send out invitations to those organisations that have been successful, documenting responses. Inform unsuccessful entries by email.
  • Manage associated customer queries by telephone and email  

Live judging

  • Produce all packs for each room that judging is taking place in
  • Set up each room, meet and greet all judges and presenters and brief them on process
  • Assist the event manger with venue liaison ensuring that all equipment and catering is on time and to the required standard

Awards bookings

  • Send out the essential guides to the table or individual seat booker, which includes all vital information for the event
  • Act as main point of contact for customer queries either by phone or email – responding within 24-hour time frame where possible

Pre-event administration

  • Support the Senior Event Manager to collate all the required documentation in advance of the event
  • Ensure that any changes that come in are communicated to all the relevant team
  • Print out documents for table checks, staff plans, organisation lists and attendee lists
  • Send out all the table place cards to the table bookers
  • Chase up any outstanding names of attendees that haven’t been provided by the table bookers

At the event

  • Support the Senior Event Manger with set up during the day ensuring that all jobs on the staff plan are completed
  • Support the Senior Event Manger with the on the night management, problem solving where possible assisting to keep the event running to time

Post event

  • Send email communication post event to thank everyone for attending including feedback form
  • Once the form has run for 1 week, collate customer feedback and testimonials from sponsors, winners and guests post event – to be included in the debrief
  • Provide any additional administrational assistance to the event manager as require

Wilmington Healthcare Events

  • Once events have been allocated, the role has full responsibility for operational delivery, including speaker, attendee, venue, budget management.
  • Send out communications to internal and external speakers providing all required information
  • Set up automated emails on Salesforce so that new bookings receive automated confirmation of booking
  • In the lead up to the event, provide further event information to attendees including programme, speaker and venue
  • Venue liaison, provide set up, numbers, timings and all AV and stage requirements
  • Produce all documentation, administration, signage and branding for the event following brand guidelines where necessary
  • Run the event, problem solving where required
  • Post event administration, getting attendee feedback, raising purchase orders, processing invoices and budget management, ensuring that at all time the event does not go over budget

Other duties

  • On site attendance at other HSJ conferences and summits will be expected to assist the team to deliver their events – this will involve some overnight stays in locations such as Birmingham and Manchester
  • Provide the wider operations team with additional administrational support where workload permits
  • Carry out additional tasks as requested by Head of Event Operations, Director of Events or the Wilmington Healthcare MD which facilitate and support the growth of Wilmington Healthcare, which may not be specified in your job description


  • 9 – 5.30pm but as part of you contract you are required to do extended hours when at an event, as the event requires
  • On several occasions, you will be required to do an overnight stay when an event is taking place outside of London

Qualifications and experience 

  • 5 C grades or above of GCSEs to include English and Maths
  • Minimum 18-months experience within an event coordinator or similar role
  • Experience within an awards or event company would be an advantage
  • Excellent interpersonal skills
  • Computer literate

Skills and compentencies 

  • Attention to detail
  • Excellent customer services and focused
  • Teamwork, partnership and collaboration
  • Willingness to learn and ambitious

 Personal attributes

  • Organised and orderly
  • Adapts well to change
  • Self-motivated
  • Punctual for all meetings – internal and external
  • Positive and enthusiastic
  • Remains calm and professional under pressure
  • Curious, happy to ask questions at all levels of the team



We are focused on ensuring that Wilmington remains a great place to work. We value our people and we continue to invest in their career development. We encourage learning, and career opportunities are possible across all Wilmington companies

“We are committed to equality, equality of opportunity and valuing diversity”





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