POSITION DESCRIPTION Venue and Event Operations Supervisor

Transcription

1 POSITION DESCRIPTION Venue and Event Operations Supervisor Organisational Context FSPL is a public entity that operates under a Constitution which includes the Civic and Cultural Charter, developed jointly by the State Government of Victoria and Melbourne City Council. Our vision is to be internationally recognised as Melbourne s inspirational public place where visitors come to celebrate, learn, innovate and connect. We desire to be an iconic destination that delivers visitors a memorable experience. Our actions, words and behaviours are guided by a core set of values that form the foundation of everything we do: community commitment, integrity, leadership, innovation, team work. Role Description To ensure the safe, efficient and effective co-ordination of event and activity arrangements at Federation Square through the provision of back and front of house services, support and supervision. The role also provides representation of Fed Square Management on weekends and after hours when required. A key element of this position involves supporting the venue & event operations team to ensure seamless integration with the Program team and Fed Square as a whole. Reports to Direct reports Key internal relationship Key external relationship Employment type General Manager Operations None o Executive and Management teams o Program and Events teams o Marketing and Communication teams o Operations team o General public o Clients/contractors (Security, Cleaning, Audio Visual)/ tenants o Police and other external stakeholders as required Full time 1 P a g e

2 FSPL Values Our actions, words and behaviours are guided by a core set of values that form the foundation of everything we do. Community Commitment Integrity Leadership Innovation Aspire to be a stronger and healthier society through supporting for the diverse community in our actions and decision making Consider ways to be inclusive through accessibility and the promotion of harmony and engagement in our behaviours and actions Demonstrate the organisation s value Act honestly and transparently in all our practice ensuring compliance with legal, governance and policy requirements Demonstrate trustworthiness in the sincerity of our actions and dealings Be accountable in delivering on expectations and outcomes and communicating openly and honestly Inspiration through passion and animated influence Demonstrate commitment to quality service, systems, experiences, safety and sustainability Establish and monitor performance goals which support the organisational strategy Drive for results through high performance ensuring goals link back to organisational strategy and adjust with the needs of the business Creativity in bringing new ideas to life Boldness in applying innovation to the business Flexibility in embracing change and adapting to new challenges Teamwork Take pride in our work and shared outputs, including with contractors Show respect for each other and our differing personalities and styles: build positive working relationships within own team and other areas to help achieve team/ department goals Support each other and show sensitivity to individual interests and priorities Demonstrate resilience in working to achieve goals Strive for balance combining hard work with a fulfilling personal life Key Responsibilities and Accountabilities To ensure the successful delivery of events at the Square through working with key stakeholders, undertaking the following duties: Supervision and hands on delivery of arrangements for day of event and performance activities throughout Fed Square Pty Ltd managed venues and spaces Supervise and support other Venue and Event operations staff including training and induction to ensure adequate event and general organizational knowledge Logistics and contractor supervision Occupational Health & Safety representative for event activity Control and allocation of event inventory (cloths, furniture, signage etc.) 2 P a g e

3 Client and public customer service and information interface during activities Participation as a warden in Fed Square s emergency response management system Contributing to optimum venue presentation pre and post events Contribution to activity logistics planning Liaison with tenants in delivery of activities Liaison with Security and Cleaning Services Manager in delivery of activities Post event reporting and debriefing with events personnel and management Contribute to the delivery of event risk management procedures Maintaining knowledge of and being pro-active in relation to Fed Square s policies and procedures with particular emphasis on risk management and occupational health and safety. Liaison with special authorities/stakeholders in respect of activity delivery Backfill adhoc responsibilities for program staff as required Champion venue and event related projects as allocated To Supervise and support Venue and Event Operations team by: Maintaining an effective service delivery roster Maintain effective operational delivery systems and process documentation. Maintain an effective team culture through activity. E.g., knowledge sharing excursions. Ensure venue and event operations staff are trained and informed on venue, event and general organisational knowledge as directed Ensuring a customer service focus and continuous improvement are key to work methods Assisting in issues resolution Ensure infrastructure related expense remains within budget allocation Availability for afterhours consultation from venue and event operational staff as required To ensure performance and event clients (and the public) at Federation Square receive the best in service by: Providing operational support and advice to clients and event coordinators throughout the event planning process Attending weekly event operations meetings and confirming activity brief requirements Greeting the client on site and confirming activity briefs Providing introductions to technicians, security, cleaning and caterers Liaising with event service providers such as AV, cleaning, security, caterers, casual labour, marquee suppliers, etc. Participating in post-event debriefs with event management colleagues Supporting Program Operations Manager with process improvement for the effective assessment and management of event related risk Support Program Operations Manager on staff recruitment as required To ensure the Square and associated public venues are set up in a timely fashion according to the activity brief and taking account of the public experience by: Setting up equipment and supervising positioning of chairs, tables, acoustic walls, ticket booths, stages and signage Providing assistance as required for events, exhibitions, performances, workshops etc. Completion of daily site inspection compliance checks to ensure that venues, public amenities, green rooms, dressing rooms, kitchens and the like are well presented Ensuring that event set-ups are well signed and interpreted so that the public appreciates what is planned 3 P a g e

4 Liaising with program team coordinators and the security and cleaning services managers to ensure that all event requirements have been met Participating in relevant problem solving To contribute to the safety and comfort of the public or patrons at an event in the public venues by: Liaising with program team coordinators, program operations manager, OH&S manager and the security and cleaning services manager to ensure that the risk evaluations are consistent with conduct of the event and resolving any issues arising Confirming client s understanding of safety and evacuation procedures Acting as a warden in implementing front of house procedures should the emergency or evacuation plan come in to force Ensure pre event site safety checklists are completed Control of program related risk including temporary structures, POPE permitting and wind management. Facilitation of accessibility requirements for event activity Temporary Power management Supervision of event related food & beverage to ensure Street Trader guidelines are followed Supervision of temporary liquor licences to ensure provisions are adhered to To act as a member of the wider Marketing and Program team by: Contributing to focussed and accurate business plans Support and advise program staff on operational requirements Providing accurate and timely information and reporting Exemplifying Fed Square s values Representing the organisation at the highest standard Attending internal and external meetings as requested Backfill adhoc program staff responsibilities as required Skills Required Essential Demonstrated logistics and co-ordination skills in a complex venue based environment Highly tuned customer service orientation Experienced in risk management and supervision including temporary structures and place of public entertainment permitting. Temporary power management and safety Experience operating AV equipment Staff rostering and co-ordination experience Experience in operating as a part of an emergency management response system Ability to both lead and operate as part of a team delivering cross organisation outcomes Frontline experience in dealing with VIP requirements and protocol Experience in the development and practical implementation of event risk management procedures First aid qualification/training required Special Requirements Willingness to play a pro-active hands on role in delivering services 4 P a g e

5 The role is equivalent to full-time but the working hours relate to performance and events that occur typically in the evening and on weekends. Out of usual hours work is required when public transport may not be available Special logistics and technical training will be required e.g. scissor/fork lift license and Construction Induction Demonstrated ability to use venue management systems and other technical support in the delivery and coordination of activities 5 P a g e