ESTRO in a few words 

Founded in 1980, ESTRO, the European Society for Radiotherapy & Oncology (ESTRO), is a non-profit and scientific organisation that aims at reinforcing radiation oncology as a core partner in multidisciplinary cancer care and at guaranteeing accessible and high-value radiation therapy for all cancer patients who need it. 

With over 8 000 members in and outside Europe, ESTRO supports all the Radiation Oncology professionals in their daily practice: Radiation Oncologists, Medical Physicists, Radiobiologists and RTTs (Radiation Therapists) and the wider oncology community. 

ESTRO’s mission is to promote innovation, research, and dissemination of science through its congresses, special meetings, educational courses and publications. 

 

Job objective 

The ESTRO Programs Administrator is responsible for ensuring administrative support to ESTRO Units and smooth running of office operations. Namely, this encompasses administrative management for the activities ongoing in the society, ensuring proactive prioritization, quality and timely service. S/he responsible for following up the office operations. In the performing of her/his duties, s/he is proficient in the use of the Database, and in the understanding of stakeholders’ requests, providing the most efficient service to manage the activities effectively. 

 

Main Responsibilities 

As part of the pool of ESTRO Programs Administrators:  

Core activities 

ESTRO PROGRAMS 

• Proactively and autonomously update the ESTRO programs webpages (this includes, but is not limited to: about ESTRO pages, news, all governance pages, careers’ page, education…); 

• Reply quickly and autonomously to the general infobox of the Society and to the central phone number, providing swift information and support concerning the ESTRO activities and projects; 

• Manage the membership mailbox, to provide support and follow-up to Members; 

• Manage the entry of collective membership (entering Joint, Joint Young, institutional members, RTT Alliance); 

• Provide list of Members when necessary (eg. Elsevier); 

• Maintain and clean the DBase: process manual entries of Members in DBase, check for accuracy, fix double entries; 

• Support the update of the National Societies database; 

• Solve login problems to MyEstro in CRM-Kentico; 

• Chase payments for all Units (congress, education, membership): check before the deadline if all registrations are duly paid. Send overview of weekly unpaid invoices to ESTRO Finance Coordinator for chasing and follow-up; 

• Provide support with refunds and credit notes when needed; 

• Manage group registrations for congresses and teaching courses; 

• Manage the administration for a number of teaching courses autonomously: registrations, list of attendees, reports, printing of badges…; 

• Take statistics directly from the CRM on a regular base and/or upon request; 

• Keep abreast of other programme activities and processes to cover up in case of absences; 

• Provide onsite support at ESTRO Congresses (mostly registrations). 

OFFICE Operations 

• Liaise with the landlord (Tribes) for all office-related matters (this includes but is not limited to lighting, badge, air conditioning, entrance, maintenance and cleaning);  

• Organize shipments to congresses and events when necessary; 

• Dispatch the post;  

• Respond to incoming calls on the general ESTRO phone line; 

• Provide general support for meetings at the office and visitors during meetings  

• Book transport and accommodation upon request; update the travel DataBase, follow-up on travel invoices;  

• Ensure logistics for internal events (such as team building activities, business meetings,…) and celebrations  

• Proactively take care for and maintain office supplies; 

• Proactively execute assigned tasks, identifying opportunities for optimization and enhancement to elevate operational efficiency and contribute to the company's positive reputation 

HR Administration  

These activities require a strong sense of confidentiality and compliancy. 

• Collect transportation receipts and build the monthly related file for payroll purposes; 

• Handle employees public transport abonnements and manage contacts and invoices from public transport companies (STIB/SNCB/DE LIJN/Tiers-payant); 

• Organize timely the agendas for the on-boarding of newcomers; 

• Handle insurances and lunch vouchers invoices, regularize if need be; 

• Ensure compliancy in terms of Health and safety and liaise with ESTRO provider on this matter, complete the annual report in close collaboration with the HR Senior Manager; 

• Handle logistics and administration of work accidents; 

• Organize all logistics and administration for the “congé-éducation” 

Other duties as per defined scope 

Participating to and/or leading transversal projects 

 

Education and professional experience 

• Bachelor degree, preferably in Communication, languages or in an Administration or Secretariat field 

• 1 to 2 years of experience in a similar multifaceted job is an asset 

 

If you also combine following criteria and qualities, then you are probably the person we are looking for: 

• Trustworthy 

• Upstanding 

• Strong sense of confidentiality 

• Proficient management of CRM (Microsoft Dynamics) 

• Fast learner to acquire excellent knowledge of the ESTRO activities and projects 

• Excellent organization skills 

• Proactive 

• Common sense 

• Strong time management and planning skills and ability to multi-task and to prioritize work 

• Attention to detail and problem solving skills 

• Be the smiling face and voice towards stakeholders 

• Flexible and open to learn 

• Service-minded 

• Positive mindset 

• Ability to meet changing deadlines 

• IT literate (office, CRM, CMS) 

• Stable and passionate by qualitative administrative work 

 

To apply, please send your CV and cover letter in English (with reference “ADMIN” in the subject line) by 20 October 2023 latest to recruitment@estro.org. Only shortlisted candidates will be contacted. Contacts should happen by 30 October.