LIFE SAVING VICTORIA POSITION DESCRIPTION

Transcription

1 Position Summary Position Title: Position Category: Area Of Operation: Reporting To: Governing Councils: Direct Reports Venue Manager Fulltime / Fixed Term (2-years) Lifeguards@200 General Manager People N/A Head Chef Front of House Coordinator Function Staff The Venue Manager will develop, manage and implement Lifeguards@200 business operations, including business and develop and operations of Venue Hire, Conferencing, Events and Functions. General Description: The Venue Manager is accountable for the management of Lifeguards@200 business. The goal of Lifeguards@200 is to create a unique venue that is valued by the commercial clients, likeminded agencies and organisations, Life Saving Clubs, internal clients and the local community while delivering a positive financial contribution to the organisation. Develop an achievable venue strategy to maximise commercial activity and revenue in line with company values A proactive approach to venue hire, partnerships and relationship management across all stakeholders Effective negotiation, contracting and resourcing of venue hire agreements Key Results / Job Outcomes Efficient management of facilities booking systems, communications and OHS requirements Management of Bar and Front of House team and achieving a high level of customer services Promotion of the venue s profile and public and effective management of all public areas, further enhancing the reputation of Life Saving Victoria. Provide efficient and timely administrative support of delivery services to volunteers and clients. Issued By: General Manager People 1 of 6 Issue Date: June-2018

2 Develop and deliver the overarching business strategy to provide for long-term strategic business growth through proactive venue hiring, weddings events, function and commercial activities Increase revenue through strategic implementation and management of commercial activities and bar operations Strategic Planning & Growth Identify and cultivate new hirers for documenting and report of all contact and tracking progress Develop strategies for growth in key markets including Weddings, Events and Conferencing and identify new markets. Negotiate and secure new corporate and industry partners, including creating proposals for prospective corporate partners and sponsors Proactive promote of the venue to facilitate increased usage of all aspects of according to LSV values Collection and distribution of marketing, Front of House requirements and information Enquires & Administration Systems & Technology Relationship & Stakeholder Management Through effective line management with the Front of House ensure: The prompt (within 24-hours) reply to all correspondence relating to general enquiries and customer complaints etc. Ensure efficient response and records of tenders, quotations, orders, invoices and delivery notes for goods or services provided are kept. Work with clients to coordinate meet and greets, walk throughs and tastings as required to secure and maintain clients. Review, improve and implement systems to manage the operations of venue, ensuring the efficiencies between financial systems, venue system and systems. Continuous improvement of system utilisation, ensuring staff are trained and provided the tools required to efficiently run venue. Ensure venue maintains relevance and is highly regarded by maintaining contemporary technological solutions for clients. Management and improvement of audio/visual systems of venue, enduring preventative maintenance, upgrade and monitoring schedule is maintained. Provide exceptional customer service when responding to enquiries to ensure services meet and exceed expectations. Foster positive relationships between volunteers, clients and staff. Develop new and maintain existing relationship with key current, past and new clients. Attend industry networking, conference and other relevant events. Issued By: General Manager People 2 of 6 Issue Date: June-2018

3 Lead, develop and manage all business operations within the organisation including venue hire, events, functions, bar, and other commercial activities Review and manage contractual negotiations and relationships for major venue activities including vendors, clients and hiring agreements Communication of venue activity to team, working with Chef and front of house to ensure the proactive planning and efficient running of events. To lead on the management and efficient operations of all aspects of logistics impacting on events, the venues and the surrounding site. Business Operations Event Management To be a lead on the development of the asset and inventory management project and implement an efficient, documented, auditable process that will ensure all incoming assets, FF&E and stock are stringently tracked and controlled. To lead on the review of all roles within the Operations team, developing clear and documented processes of working and SOPs, ensuring teams are fully trained and competent in their role. Liaise with the relevant managers and service partners on site related operational issues and ensuring that all event related operational services are captured in event planning, delivery and debriefing. Maintain venue, equipment booking system and oversee scheduling. Liaise with key building stakeholders on facilities management To work in collaboration with the front of house coordinator and head chef to continually improve the event delivery, customer experience and site safety as well as continually looking to improve the efficiency of the event support team. Ensure that adequate control of all furniture and equipment related to events is taken to ensure correct and optimum stock levels are maintained at all times. Oversee the effective delivery of the events and venue hires, this will cover scheduling, staffing, technical requirements, health and safety, hospitality and catering, and onsite advertising. Establish a visible and accessible management profile on the day of each event overseeing all activity and fostering good relations with our clients. Remain in close contact with the Company s bookings department, have an overview on future and potential bookings. Input into the preparation of contracts and ensure the event contractual and financial terms are fully understood and adhered to. Liaising with the finance team and programming teams to budget for all event activity and ensure settlements are completed accurately particularly in respect of any recharges. Ensure that events are delivered in an operational and cost-effective manner in line budgetary expectations. Maximising the commercial success of the operation. Issued By: General Manager People 3 of 6 Issue Date: June-2018

4 Event Management Budgets and Reporting Human Resources & Administration Ensure correct levels of staffing for events (technical, front of house, bar, retail, hospitality, fireman and security) and ensure those staff have been fully briefed on matters pertaining to the event and the event schedule. Attend and when required to chair regular event update and debrief meetings with key operational members of the Company s staff. Produce event paperwork and distribute to staff and relevant contractors. Operate to annual venue hire income and expenditure budgets and targets To provide monthly reports of activities including KPIS, areas of achievement and areas of improvement for the operations team. To ensure effective resource management across both teams to ensure that adequate event cover is supplied whilst maintaining a favourable budget variance to staffing costs. Work closely with the key staff on setting, monitoring and forecasting the departmental budget. To be responsible for the purchase of and maintenance of all equipment relating to the operation. To write business cases as and when required for procurement purposes or proposed improvements to the team and service delivery. Analyse hire figures, interpret trends and forecast future hire volumes in order to maximise profits Maximise venue hire turnover and profit working to grow the business in order to support Turner Contemporary s ongoing financial viability Identify potential income generation opportunities from alternative venue hire strategies to ensure the organisation s long-term financial viability Ensure business development activities are complementary and all potential income generation activities are exploited To foster a positive working environment amongst staff under your control, ensuring appropriate development opportunities are provided. This includes identify training needs and liaising with the HR team where appropriate to arrange suitable training for individuals. To effectively manage the venue services staff, ensuring that teams remain motivated and in turn provide first class service to internal and external stakeholders. To work closely with the FOH Coordinator and Head Chef to act as a support function and assist with cover on FOH management shifts. To manage and motivate teams ensuring continuous improvement and operation. To be responsible for the practical application of the HR policies and for creating environment in which people are encouraged to thrive, ensuring staff under your control are kept appraised of both their responsibilities and entitlements. Support the recruitment, contract and qualification administration of staff. Create and disseminate event rosters in a timely and efficient manner, ensuring guidelines are adhered to, including ratios, minimum qualifications, employee availability. Processing the staff payroll accurately and in timely manner. Issued By: General Manager People 4 of 6 Issue Date: June-2018

5 OHS & Risk Management Safeguarding Children and Young People Implementation and review of emergency procedures, including evacuation practices and emergency wardens Ensure the compliance of OHS guidelines and procedures, using protective clothing or equipment provided at all required times. Identify hazards, monitor and assess risk, and immediately report any injury, near miss and damaged equipment or any other hazard observed in the workplace Demonstrates duty of care, consider own safety and the safety of others at all times. Monitor and promote the Equal Opportunity, Harassment and Bullying policy by treating fellow staff and others fairly and equitably and without discrimination, harassment or bullying. Understand and comply with the guidelines of the LSV s and SLSA s Safeguarding Children and Young People. Support the department to adhere and operate within the protocols of the Child Standards. Liaison and Key Relationships LSV Staff LSV Volunteers Lifesaving Clubs Internal External Clients, Community Groups and likeminded agencies Local Government, Land Managers and State Government departments. Sponsors & in-kind supporters. Suppliers & Key Service Providers Other agencies, aquatic industry agencies LSV Core Values Organisational Expectation Willingness to recognise and embrace LSV s core values when making decisions and working with our volunteers, clients, community and each other Positive and respectful relationships (cultural and intergenerational) Being open, welcoming and inclusive Personal development through a commitment to lifesaving Develop healthy lifestyles Taking personal responsibility for betterment Being relevant in today s and tomorrow s society Efficient and appropriate use of available resources Building stronger and safer communities Issued By: General Manager People 5 of 6 Issue Date: June-2018

6 Job Competencies Personal Attributes Essential Competencies Desirable Competencies: Solution orientated with a systematic approach to troubleshooting Ability to prioritise multiple tasks Ability to empathise and provide solutions Demonstrated high level experience in venue management or equivalent Excellent business acumen and financial management Excellent negotiation and communication skills together with a high level strategic and analytical thinking Demonstrated relationship management experience and highly developed interpersonal skills Exceptional written and verbal communication skills including the ability to prepare proposals Highly Regarded Demonstrated ability in the use of multiple software applications, including venue booking systems High level communication and literacy skills, including problem solving and ability to deliver verbal directives Ability to work with minimal supervision, and ability to work within a team Strong personnel management skills which include the ability to work to deadlines and within budgets Ability to provide constructive feedback, suggest improvements and use initiative within provided guidelines Current Working With Children Check or ability to obtain Previous experience in use of rostering and booking systems Knowledge of recruitment processes Driver Licence Current First Aid and SLSA Bronze/ CSLSC Awards Issued By: General Manager People 6 of 6 Issue Date: June-2018