Join ASME and help deliver inspiring events for the health professions education community

The Association for the Study of Medical Education (ASME) is looking for an enthusiastic, organised and proactive Events and Conference Co-Ordinator to join our team in Edinburgh.

This is an exciting opportunity for someone who enjoys bringing events to life and is confident working across event coordination, administration, communications, social media and stakeholder management.

The successful candidate will support the planning and delivery of ASME's varied programme of conferences, events and workshops throughout the year, covering online, hybrid and in-person events. This includes major events such as our Annual Scholarship Meeting (ASM), which attracts approximately 800 delegates, and HPERx, which attracts around 100 delegates.

You will work closely with the Events Manager across the event portfolio, while also having the opportunity to take ownership of individual events and deliver them independently with minimal support.

About the role

Your responsibilities will include:

• Coordinating the planning, administration and delivery of online, hybrid and in-person conferences, events and workshops.
• Supporting the delivery of large-scale events, including ASM and HPERx.
• Independently planning and delivering selected events and courses.
• Coordinating event logistics, delegate management, speaker liaison, registration and on-site event delivery.
• Liaising with ASME Board members, committees, groups and colleagues to ensure successful events.
• Building effective relationships with venues, hotels, suppliers, contractors and other external stakeholders.
• Creating and maintaining event listings and event pages on the ASME website.
• Supporting event marketing and communications, including creating and scheduling graphics and engaging with members across social media.
• Creating and monitoring event budgets and ensuring expenditure represents good value.
• Supporting post-event evaluation and identifying opportunities for continuous improvement.
• Working within established procedures to ensure effective event management and accurate record keeping.
• Providing support and cover for colleagues when required.

About you

We are looking for someone who is highly organised, efficient and able to manage multiple priorities and deadlines. You will need to be comfortable working both independently and as part of a small team, with the initiative to anticipate potential issues and find practical solutions.

You will have:

• Excellent organisational and time-management skills, with the ability to manage multiple events simultaneously.
• Excellent written and verbal communication skills.
• Strong interpersonal skills and the ability to build positive relationships with colleagues, members, suppliers and other stakeholders.
• A proactive approach, with excellent attention to detail and the ability to prioritise effectively.
• Confidence communicating professionally and diplomatically with people at all levels.
• Practical experience of digital and event management tools, including Microsoft Office and platforms such as Canva, Hootsuite, SurveyMonkey, Mailchimp, Microsoft Teams and/or Zoom.
• Confidence using social media platforms including LinkedIn, Instagram, X and Facebook.

Experience of organising conferences, workshops or professional events would be advantageous, as would experience with WordPress or similar websites, event registration/delegate management systems, venues and suppliers, and monitoring or managing event budgets. A relevant qualification or equivalent experience in events and conference management is also desirable.

Full job description available here: https://www.asme.org.uk/vacancies/

Initially the role is office based, but there is opportunity for hybrid working after completion of a probationary period. Salary currently under review.

Why join ASME?

You will be joining a small, committed team supporting a vibrant professional community within health professions education. This is a varied role offering the opportunity to develop your event management, communications and digital skills while contributing to the successful delivery of some of ASME's key annual activities.

If you are an organised and enthusiastic events professional who enjoys working with people, managing varied projects and making sure every detail comes together, we would love to hear from you.

Help us support the people who educate tomorrow's health professionals

The Association for the Study of Medical Education (ASME) is seeking an organised, enthusiastic and committed Administrator to join our small team in Edinburgh.

ASME brings together people involved in the study and practice of health professions education. Through our awards, mentoring, events, publications, membership, committees and wider activities, we support our community to share knowledge, develop their practice and contribute to the future of health professions education.

We're looking for someone who will enjoy playing a central role in making that work happen.

About the opportunity

This is much more than a general office administration role.

You will have responsibility for two important areas of ASME's work – Awards and Mentoring – while also becoming part of a team where everyone contributes to the successful delivery of our wider programme of activity.

You'll work closely with the Chief Officer and Directors of Awards, and Career Development and colleagues across the organisation, as well as communicating with members, volunteers, applicants, assessors, committees, training providers and other stakeholders.

Supporting excellence through our awards

ASME offers a range of awards, grants and prizes recognising and supporting contributions to health professions education.

You will help ensure these programmes are administered effectively from submission through assessment and notification of outcomes. This will include maintaining records and spreadsheets, communicating with applicants and assessors, supporting awarding committees, updating online information and forms, preparing certificates and promoting opportunities through our website and social media.

Supporting professional development through mentoring

You will also play a key role in the administration of ASME's mentoring activity.

This includes maintaining our mentor database, processing applications, responding to enquiries, communicating with mentors and mentees, liaising with our mentor training provider and coordinating the Mentoring Workshop Programme, delivered three times each year.

You will be helping to create a positive experience for people participating in these programmes and ensuring that the administration behind them is efficient, accurate and welcoming.

Being part of the wider ASME team

ASME is a small organisation, and this means that the role is varied.

Alongside your main responsibilities, you will have the opportunity to support colleagues across other areas of our work. This may include website updates, meetings, events, communications, membership administration and general office activities.

You'll therefore need to be someone who is happy to get involved, support colleagues and adapt when priorities change.

About you

We are looking for someone who combines strong administrative skills with a professional, helpful and collaborative approach.

You will have:

·At least one year's previous experience in an administration role

·Excellent organisational and time-management skills

·A high level of accuracy and attention to detail

·Excellent written and verbal communication skills

·The confidence to communicate professionally with a wide range of people

·The ability to manage competing priorities and work to deadlines

·The ability to work independently while also contributing positively to a small team

·Initiative and good problem-solving skills

·Strong Microsoft Office skills, particularly Word, Excel, PowerPoint and Outlook

·Good numerical skills

·Familiarity with social media

·Ideally, some experience of updating website platforms

A minimum of an HNC in Office Administration or equivalent is preferred.

You will also need to be able to travel occasionally within the UK, sometimes around 3–4 times per year.

What we can offer

You'll join a small team working to support a national and international community involved in health professions education.

The role offers:

·A permanent, full-time contract

·37.5 hours per week

·Salary of £26,227.50 per annum

·An Edinburgh-based workplace at EH4 5BP

·The opportunity for hybrid working following successful completion of probation

·A varied role with opportunities to broaden your experience across the organisation

·The opportunity to work directly with members, volunteers, committees and other stakeholders

·The chance to contribute to programmes that support learning, development, scholarship and collaboration within health professions education

Equality, diversity and inclusion

ASME is committed to promoting and supporting equality, diversity and inclusivity across our organisation and wider community.

We welcome applications from people with different experiences, backgrounds and perspectives and are committed to ensuring that everyone who engages with ASME is treated with dignity and respect.