Job Vacancy

The Academic Partnerships and Regional Events Intern will provide administrative support to the Academic Partnerships and Regional Lead. The role will help with the smooth delivery of academic partnership activity, regional CPD events, invoicing, payment follow-up, speaker liaison, and general day-to-day administration.

The intern will support a varied workload, including preparing event materials, maintaining accurate records, helping with routine correspondence, and liaising with speakers, sponsors, academic partners, members, and colleagues in a professional manner.

Key Responsibilities:

Invoicing and Payment Administration:

• Raise and process invoices for academic partners, event sponsors, exhibitors, and other relevant activities.
• Track invoice payments and maintain accurate records of payment status, due dates, and outstanding actions.
• Send polite payment reminders and follow-up emails where payments are overdue.
• Liaise with the finance team when payment issues need to be escalated.
• Update spreadsheets and internal systems to show invoice status and completed actions.

Event Administration:

• Support the planning and delivery of regional CPD events, online sessions, committee meetings, Presidential Inauguration and in-person events.
• Prepare delegate lists, name badges, signing-in sheets, feedback forms, and event packs.
• Monitor event bookings and update attendance records.
• Support venue information, catering numbers, joining instructions, and event logistics.
• Assist with post-event administration, including attendance records, CPD certificates, feedback summaries, and sponsor follow-up.

Speaker and Stakeholder Liaison:

• Contact speakers to request biographies, presentation titles, session descriptions, headshots, and presentation slides.
• Confirm speaker arrangements, timings, event format, and practical requirements.
• Maintain clear records of speaker information, deadlines, and outstanding items.
• Liaise with sponsors, exhibitors, committee members, academic partners, and company colleagues in a helpful and professional manner.

Academic Partnership Support:

• Assist with academic partner records, contact details, renewal information, and student presentation arrangements.
• Support the preparation of documents and correspondence linked to academic partnerships and accreditation activity.
• Track outstanding information from academic partners and follow up where required.
• Help maintain organised files and records for academic partners and related activities.

General Administration:

• Draft routine emails and correspondence.
• Maintain spreadsheets, trackers, calendars, and filing systems.
• Arrange meetings and prepare basic agendas or notes where required.
• Support data entry, document formatting, proofreading, and general administrative tasks.

Key Competencies/Behaviours

• Organised and able to manage several tasks at the same time.
• Accurate, with strong attention to detail when working with data, documents, and event materials.
• Professional and friendly when communicating with members, speakers, sponsors, academic partners, and colleagues.
• Proactive and willing to take ownership of agreed tasks.
• Able to follow processes, meet deadlines, and ask for guidance when needed.
• Calm and flexible when priorities change.

Requirements:

• The intern must adhere to company policies, procedures, and professional standards.
• The intern must maintain confidentiality when handling member, academic partner, finance, and event information.
• The intern should be able to work accurately with spreadsheets, documents, and internal records.
• The intern may be required to support in-person events, meetings, or office-based tasks where appropriate.

The intern should be willing to support colleagues across events, finance, membership, marketing, and education when required.

Evaluation & Monitoring:

Success will be evaluated by:

• Accurate and timely completion of assigned administrative tasks.
• Effective tracking of invoices, payments, event bookings, and outstanding actions.
• Quality and professionalism of communication with speakers, sponsors, academic partners, members, and colleagues.
• Reliable preparation of event materials, including name badges, signing-in lists, delegate lists, and feedback documents.
• Positive feedback from the Academic Partnerships and Regional Lead and relevant company colleagues.
• Regular check-ins to review workload, progress, development needs, and any support required.

Essential:

• Educated to the degree standard
• Good written and verbal communication skills.
• Strong attention to detail.
• Good organisational skills and the ability to prioritise tasks.
• Confident using Microsoft Outlook, Word, Excel, and Teams.
• Professional approach when dealing with members, speakers, sponsors, and colleagues.
• Ability to follow processes and keep accurate records.
• Willingness to learn and support a varied workload.

Desirable:

• Previous administrative, customer service, events, or office experience.
• Experience using spreadsheets to track information.
• Interest in events, education, membership organisations, or the built environment.
• Confidence drafting emails and handling follow-up communications.

• Aviva pension scheme, with a 6% employer contribution,
• Health Cash Plan,
• Annual discretionary bonus
• support towards relevant professional qualifications and CPD.

HOURS OF WORK: Monday to Thursday, 9.00am to 5.00pm, and Friday, 9.00am to 4.00pm, with a one-hour unpaid lunch break each day.12-month fixed-term contract – role to start DECEMBER 2026 /JANUARY 2027

HOLIDAYS: 24 days’ annual leave, plus bank holidays.

INTERVIEW PROCESS

1st STAGE – Telephone call/Teams

2nd STAGE – Face to face at the offices in Northampton Office

Please do contact us for more information or visit our Linkedin page.