London Borough Lambeth. Job Description

Transcription

1 London Borough Lambeth Job Description Job Title: Division: Department: Grade: Rate: Responsible to: Responsible for: Commercial Event Operations Manager Corporate Resources EventLambeth & LamCo PO per day Head of Events & Filming Freelance staff and contractors from time to time. Main purpose of post Commercial Event Operations Manager for the new commissioned service for Harrow Events and to facilitate the delivery and generate and annual commercial events activity. The post holder will possess a track record of achievement in complete event management. Encompassing large outdoor commercial events and/or festivals and will have experience of working on commercial outdoor events with attendance levels of up to 100,000. A solid working knowledge and operational approach to major event delivery, advising and negotiating with stakeholders, partners, internal and external agencies and other services within the authority. Experience of managing and facilitating events from inception to completion is essential. Experience of working in parks and open spaces within a local government setting is essential. To manage commercial customer accounts and ensure high standards are maintained at all times. Key accountabilities 1. Support and deputise the Head of Events & Filming on all matters relating to service provision and developing sustainable event models. 2. To meet with prospective and existing clients face to face and provide advice and guidance on complete events process. Working evenings, early mornings and weekends, onsite at outdoor events and meetings as required. 3. Take lead operational delivery responsibility for the event management of complex and sensitive events programming. 4. With each external event agree and implement relevant fees. Prepare and review quotes and exercise budgetary control, ensuring compliance with the Councils financial regulations standing orders and procedures. 5. Research, find and collate potential commercial sales opportunities from commercial organisations for the annual programme of commercial events. To develop a comprehensive understanding of the market to identify new potential clients and make intelligent proposals to clients. 6. Oversee the creation and implementation of a sales growth strategy whilst continually developing new business and building long-term relationships within existing clients. Identify areas of potential growth and gaps in current programming using creative solutions to bring a wide range of events and programming to 19 parks and open spaces across Harrow with minimal risk to the council. 1

2 7. Responsible for the entire events hire process from prospect to close, ideally exceeding the service targets. Continually assess the event application process looking for ways to to develop the processes. 8. Responsible for ensuring that all relevant contracts, terms and conditions are rigorously enforced at all times. Adhering to the events protocols and ensuring all clients are aware of the principle codes of practice and guidelines. 9. Co-ordinate and report regular event programmes and budgets to the Head of Events & Filming. 10. Enable and engage a coherent and decision making process across a number of detailed event management matters and ensure environmental feasibility. 11. Manage the tender process for the procurement of consultancy and contractor services and award the contract taking full consideration of procurement methodology to ensure value for money and compliance with standing orders and procedures. Oversee equipment log for the department ensure details of what is owned and where it is stored are up to date and that any equipment loaned out is logged in and out. 12. Maintain up to date awareness of all current legislation covering the delivery and management of outdoor public events and other issues within the area of responsibility. Take appropriate action where necessary including reporting to the Head of Events and senior management. 13. Management of freelance staff brought in to perform specific commissioned work. Onsite management of contractors. Support the work of EventLambeth on all works relating to commissioning event services. Report all staff management issues to the Head of Events. 14. To monitor budgets, income and expenditure and give regular updates to the Head of Events. Ensure the Councils financial and procurement procedures are complied with by Event Management. Ensure a record is maintained of all monies received by the service in cheque or credit card format. Make sure protocols are in place to ensure the safe storage of such monies until they can be banked. 15. To ensure all relevant paperwork is delivered as required in relation to both internally organised and externally organised events. Managing priorities to ensure events are delivered. Managing workload especially where clashes occurs and recognising how priorities may be needed to be re-examined where necessary to deal with changing workloads. 16. Liaise with the Harrow Parks & Open spaces officers, Communities Officers and appropriate officers and other council services on technical, environmental and regulatory matters relating to events. Ensure the impacts from events taking place are understood and the consequences dealt with in consultation with the parks team and ensure it is communicated to relevant parties. 17. Represent the Council, LamCo and EventLambeth at external and internal meetings, including but not limited to London Events Forum, Licensing Committee Meetings, where appropriate, and SAGs presenting a positive image for the borough. Provide a secretariat function for the Safety Advisory Groups. Work with friends and MACs to ensure an understood working relationship around the use of parks and open spaces. Liaise with the Harrow parks team around the impact the changes to that process will have. Make recommendations to policy changes based on feedback from all interested parties. 18. Responsible for ensuring all database and systems are kept up-to-date and developed accordingly to ensure the highest possible management and practice standards are set and maintained. 2

3 19. Deal with queries in writing, by telephone and in person relating to Borough events, including correspondence with elected Members, MP s, community groups, residents and the media as required. Understand the need for discretion when dealing with commercially sensitive enquiries and requests for information. Ensure that others who may have access to this information are also aware of the need for discretion. 20. To carry out the duties of the post in accordance with the Data Protection Act, the Computer Misuse Act, the Health & Safety at Work Act, and other relevant legislation, as well as Council policies, procedures, Standing Orders and Financial Regulations. 21. To take appropriate responsibility to the post for tackling racism and promoting good race, ethnic and community relations. 22. To clearly understand and manage the complex political sensitivities and the cultural, environmental and political impacts of public events in regards to delivering the service and being able to effectively provide advice and information to senior officers, elected members and community members. Lambeth Council 3

4 Job Title: Division: Department: Grade: Rate: Responsible to: Responsible for: Commercial Event Operations Manager - London Borough Of Harrow Corporate Resources EventLambeth & LamCo PO per day Head of Events & Filming Freelance staff and contractors from time to time. IT IS ESSENTIAL THAT IN YOUR WRITTEN APPLICATION YOU GIVE EVIDENCE OR EXAMPLES OF YOUR PROVEN EXPERIENCE IN EACH OF THE SHORTLISTING CRITERIA MARKED ESSENTIAL Person Specification Education Knowledge Experience Educated to degree level or equivalent Evidence of ongoing professional development, including relevant high level academic and/or professional qualifications. Membership of relevant professional organisations K1. Detailed knowledge of outdoor event production and management K2. Detailed knowledge of legislation relating to public events K3. Knowledge of project management and budget management E1. Proven experience of selling hire spaces for large scale complex public events as lead officer. E2. Proven experience of organising, managing and delivering for large scale, complex public events as lead officer. E3. Substantial experience of the development of strategy based on events programming and venue hire sales knowledge, experience and practices. E4. Experience of identifying and leading on the development of new business and potential opportunities that have resulted in dramatically improved revenue outcomes. E5. Experience of operating effectively in complex and creative environments. E6. Experience of managing a team and direct line management of staff. E7. Experience of managing and facilitating customer relationship management and corporate client accounts in public sector organisations and private sector events agencies. E8. Experience of working directly and effectively with multiple communications platforms that lead to effectively implementing successful events hire sales campaigns. E9. Significant successful experience of working in an environment Desired Desired 4

5 where influence, negotiation and persuasion are significant levers to progress. E9 Experience of operating effectively within a customer facing environment. E10. Must hold a clean Driving Licence. Behaviours Focuses on Citizens Level 3: Systematically engages with citizens on a regular basis. Takes ownership Level 3: Drives continual improvement. Works collaboratively Level 3: Builds partnerships and relations internally and externally. Integrity Level 3: Walks the talk. Committed to the borough Level 3: Gives back to the borough. Supports learning and development Level 3: Develops talent for the long term. Manages performance for outcomes Level 2: Monitors performance. Leads and engages Level 3: Positions themselves as a leader. Empathy Level 3: Understands meanings. Scans the environment Level 3: Keeps up to speed. Thinks strategically and creates clarity Level 3: Establishes strategic focus. Politically astute Level 3: Understands the local politics. Influences Level 3: Takes multiple steps. 5