The following document outlines the different Voluntary Supervisory roles available within the Oxfam Stewarding Team.

Transcription

1 Oxfam Stewarding Supervisory Role Profiles 2014 The following document outlines the different Voluntary Supervisory roles available within the Oxfam Stewarding Team. If you are interested in working in a supervisory position with the Oxfam Stewarding Team you can tell us this as part of your online application, or please get in touch with the office. Oxfam Stewarding Co-ordinators (Staff Members) Logistics Co-ordinators Driver / Runner Shift Leader Deputy Shift Leader Security Control (Oxfam Comms) Steward Supervisors Teams of Stewards Supervisory Role Profiles 2014 V1.0 Page 1 of 9

2 Steward Supervisor The role of the Steward Supervisors is varied. At Leeds, the main arena entrance is comparable to a busy pedestrian gate at Glastonbury. A supervisor can be responsible for a static position with a small team of stewards or may be responsible for a wide area with multiple positions within that area to oversee (you may need to do this on a bicycle). At all other festivals, Oxfam has supervisors to oversee campsites, gates, music tents and stages. The role will involve: Being responsible for the stewards you are supervising Have a good knowledge of the lay-out of the area you are supervising and of the stewards roles within that area Ensuring that the stewards are fully briefed in their tasks, and able to answer the questions they may be asked particularly use of fire equipment, knowledge of evacuation policy and means of contacting you. Ensuring that the stewards are adequately dressed and have the necessary personal protective equipment they may need i.e ear plugs, sun screen etc. Making sure that stewards are given breaks Making sure that stewards get refreshments Acting as liaison between the Oxfam stewards and security/other festival staff in your area of responsibility Maintaining morale of the staff in your area Making sure that the stewards are doing the task that has been allocated to them, and rotating positions to avoid stress/boredom/over exposure to the elements Liasing with the Oxbox, reporting any incidents/accidents In order to carry out this role you need to: Be willing to take responsibility Be flexible Be confident Lead a team Keep calm under pressure and in stressful situations Have good problem solving and negotiation skills Be friendly and approachable Have festival stewarding experience Supervisory Role Profiles 2014 V1.0 Page 2 of 9

3 Shift Leader The Shift Leader is stationed in the Oxbox (the Oxfam HQ portacabin) and is responsible for the smooth running of the shift. Each shift may consist of between 50 and 200 people and you will have a management team of a maximum of 5 people to assist you. Duties include: Overseeing shift change over ensuring there are adequate staffing levels in all locations and that each location has supervision. Taking immediate responsibility for the health & safety and welfare of all stewards on that shift. Acting as liaison between Oxfam and the festival organisers in the absence of the Stewards Co-ordinator. Dealing with any queries over the radio from the gates/steward locations. Co-ordinating with the Comms team to ensure emergency situations are immediately communicated to the relevant agencies. Co-ordinating with the festival production teams to maintain site (and therefore public) safety (reporting on facilities and services.) Assisting the Oxfam Stewards Co-ordinator to manage a response to a Major incident. Reallocating stewards to other areas to fill gaps and boost steward numbers during busier periods. Keeping adequate paperwork ensuring that all stewards on shift have been signed-in/out and recording any changes to the staffing lists, logging radio usage, and signing in/out equipment. Managing one or two deputy Shift Leaders and one or two drivers*. Ensuring that refreshments tea/coffee & water and supplies hats, ponchos, sun block are distributed to the stewards positions. Answering queries posed by off-duty stewards i.e shift changes, lost tabards/laminate passes, lost property, illness etc. Recording all incidents/accidents and carrying out any follow-ups required. Anything else that may arise (in the nature of festivals!) Have had extensive experience in festival supervision, and have previously volunteered as a supervisor or deputy Shift Leader (or Shift Leader) Be Flexible Be Confident Enjoy strategic planning Have good management skills Have a good memory Cope well under pressure and in stressful situations Be willing to make decisions quickly. You will be supported from above by the Oxfam Stewards Co-ordinator and Assistant Coordinator, and below by one or two Deputy Shift Leaders*. * the number of Deputies and drivers vary according to different festivals. Supervisory Role Profiles 2014 V1.0 Page 3 of 9

4 Deputy Shift Leader The Deputy Shift Leader is stationed in the Oxbox, and can also be mobile. Duties include: Taking instruction from the Shift Leader and assisting him/her in the smooth running of the shift. Standing in for the Shift Leader on occasions. Monitoring the radio channel and recording all radio traffic. Assisting the Shift Leader in managing the Oxfam steward s response to a Major incident in conjunction with the Oxfam Stewards Co-ordinator and the Security Control Team. Visiting the gates/stewarding positions to monitor situations/resolve situations/boost morale. Acting as the eyes and ears of the Shift Leader. Relaying information to the Shift Leader from the ground. Driving a land rover/buggy to drop-off/pick up stewards, assisting the drivers in delivering refreshments. Inputting the registration sheet information onto the computer. Dealing with enquiries from off-duty stewards regarding for example shift changes, lost tabards/laminate passes, lost property, illness etc. Anything else that may arise (in the nature of festivals!) Have been a supervisor or experienced steward Be Flexible Be Competent Be a good team player Cope well under pressure and in stressful situations Be willing to take responsibility Be friendly and willing to listen Have basic computer skills Have a current driving licence and be over 21 years old Supervisory Role Profiles 2014 V1.0 Page 4 of 9

5 Drivers / Runners At different festivals we have different modes of transport ranging from landrovers, to golf buggies to bicycles to being on foot. The duties of the drivers/runners are: To provide radio batteries, tea and coffee, water, refreshments, hats, ponchos, sun cream etc, to the stewards and supervisors in their positions. Ensuring there are adequate levels of tea, coffee, milk, sugar, water in the marquee/tea tent to fill the flasks and for off-duty stewards. To manage the supplies. To notify the shift leading team of any additional supplies required with sufficient warning to avoid running out of anything. To collect daily milk supplies from the market on site. To manage the tea & coffee stewards in their maintenance of the urns, filling the flasks etc. To taxi stewards to the furthest away positions and retrieve them at the end of the shift. To assist in the reallocating of stewards/floaters during the shift. To ensure that the Land Rovers/buggies have adequate fuel for the shift and to refill as required, liasing with the shift leading team/the Site office. To report to the shift leading team any incidents/accidents involving the Land Rovers, or witnessed by you during your shift. To carry out any additional on/offsite driving duties as they arise. Have a current driving licence and be over 21 years old Have a good knowledge of the layout of the festival site Have patience, care and consideration whilst driving (max driving speed during the festival 5mph often reduced to standstill by sheer crowd numbers) Have confidence to drive in difficult weather/ground conditions i.e very muddy/dusty Have initiative Feel confident on a radio Have experience of stewarding and therefore an understanding of the importance of the deliveries of refreshments, personal protective equipment & radios Supervisory Role Profiles 2014 V1.0 Page 5 of 9

6 Security Control (Oxfam Comms) NB. This role is only available at some festivals, not all. The following describes Comms at Glastonbury festival. In the Security Control tent are representatives from each organisation present at the festival the police, all the security firms, the campsite stewards, the traffic co-ordinators, the bus people, and the festival bronze and silver command. The tent also houses the CCTV cameras which monitor the site. The duties of the comms person are: To monitor the radio traffic at all times, and keep an accurate record of issues arising, To liase with the Shift leading team, To consult with the other organisations regarding questions raised by the Shift leading team, To relay messages from the gates to the other organisations represented, To relay messages from the other organisations represented to the gates, To assist the festival organisers in the managing of a major incident by maintaining radio contact with the Shift Leader, To network with other organisations and keep the Shift leading team abreast of secondary issues which may be of significance to the stewarding operation. Cope well under pressure and in stressful situations Have a high boredom threshold Have good listening skills Be able to use initiative without stepping on the shift leading team s toes Have good negotiation skills Have the ability to filter information Be able to keep your head when all around are losing theirs! Supervisory Role Profiles 2014 V1.0 Page 6 of 9

7 Team Leader (Glastonbury only) The Glastonbury Team Leader is located at the gate for which they hold responsibility and is required to ensure the smooth operation of that area. You will be responsible for between 4 and 55 people and may have a team of up to 3 people to assist you. Duties include: Having a clear understanding of the lay-out of your gate/area and positioning stewards, briefing them on the duties they are to carry out. Overseeing shift changeover at your location. Ensuring that Stewards are informed of any changes to procedures. Ensuring that Stewards are monitored and given adequate breaks, drinks and refreshments. Assisting to resolve problems encountered by Stewards. Using a radio to maintain communication with the Shift Leader, Gate Office and Comms. Liasing with the Security Teams and the Police at your location. Monitoring of essential equipment, e.g. Generators and UV lamps. Maintaining a record of incidents, accidents and shift management. Assisting ticket holders with their queries. In the event of a Major Incident, coordinating the Stewards at your location and liasing with the Shift Leader. Carry out a hazards check of the immediate stewarding environment. In order to carry out this role you need to: Be willing to take responsibility Be flexible Be confident Lead a team Keep calm under pressure and in stressful situations Have good problem solving and negotiation skills Be friendly and approachable Supervisory Role Profiles 2014 V1.0 Page 7 of 9

8 Gate Organiser (Glastonbury only) The Glastonbury Gate Organiser is responsible for a designated area at a particular gate, managing up to 15 people and reporting to the gate Team Leader. Duties will include: Clear understanding of lay-out of designated area and positioning/roles of each steward. General management of designated area and monitoring of Stewards. Assisting Stewards with difficulties and queries. Ensuring the strict application of entry requirements. Assisting Ticket Holders with their queries. Monitoring of equipment as required, e.g. generators, UV lamps. Temporarily act as Team Leader/Supervisor if required. Be aware of your responsibilities in the event of a Major Incident and act in accordance with your Team Leaders instructions. Be flexible Be competent Be willing to lead a team A good team player Be friendly and approachable Have good management and problem solving skills Cope well under pressure and in stressful situations Be willing to take some responsibility This would be the first step up the supervisory ladder if you were thinking about supervising for the first time. Supervisory Role Profiles 2014 V1.0 Page 8 of 9

9 Logistics Co-ordinator The role of the volunteer Logistics Co-ordinators is to assist in the delivery, logistics, set-up and breakdown of the Oxfam stewarding operation on a festival by festival basis. If you love festivals, are well organised, have a full clean driving licence and want to learn more about the logistics behind music events, read on. The logistics role is an exciting new role, set-up by the Oxfam festival team in 2012 to help streamline the way we run our events, with an aim of cutting down on costs, improving safety / training and enabling us to be much more effective in how we all carry out our roles on site. Logistics co-ordinators work in teams of two, starting and ending their assignment at the Oxfam Stewarding HQ in Bristol, and will share the responsibility throughout. This crucial role requires the Logistics team to work full days at both the start and finish of the festivals, and are often the first and last Oxfam teams on site, however benefit from the ability. The duties of the volunteer Logistics Co-ordinator are: Start and End Assignment in Bristol (you will need to make your way to and from Bristol) Loading and Unloading vans safely using manifest Driving Vans between Bristol and the festival. Monitor Stock Levels / Stock Reporting Setting up and Setting down the Oxfam campsite and office at the start and end of the festival Liaising with other agencies and key onsite representatives Liaising with deliveries, i.e. caravans, buggy, water Occasional local collections of stock Taking down, packing and stock checking at end of festival Have excellent interpersonal and communication skills Be very well organised and good time management Have Manual Handling Ability Have Strong Communication Skills (The logistics teams will need to interact with a number of key onsite representatives) Hold a full Clean Driving Licence Have a high level of initiative and common sense Be flexibility to adapt to changing priorities Have the ability to remain calm when under pressure Have previous experience with the Oxfam Festivals Team (desirable) Please note as this role is selected by competency and not allocated on a first come first served basis, to apply for this role you will need to send a covering letter and CV demonstrating that you have all of the required skills and competencies listed above to stewards@oxfam.org.uk with details of which festivals you wish to apply for and the subject line LOGISTICS VOLUNTEER. As we may take a while to process applications, you should also apply for any festivals you wish to go to as a fallback, and tick the logistics box on the application form under the supervisory section. This way, if you were not successful in gaining this role, you will still be able to attend the festival in a stewarding / other supervisory role. If you apply for this role and do not also apply online, you risk losing out on a place at that festival should the remaining places become full before we have processed your application. Supervisory Role Profiles 2014 V1.0 Page 9 of 9