B Inner London basic: 35,895-46,424 National: 30,229-40,087

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1 Section 1: Job title Events Manager Pay span or equivalent: Location: Working hours: Contract type: Funding source for this post: This role reports to: This role manages these roles directly: Date effective from: B Inner London basic: 35,895-46,424 National: 30,229-40, Petty France, London or National (with regular travel to London and other HMCTS locations within England & Wales) FTE This appointment will be made on a fixed term basis, due to the time limited nature of the Reform Programme. For existing civil servants, whilst the role itself is time limited, at the end of the fixed term period, you will retain your permanent status but will be placed on the redeployment register. Successful appointment on promotion will secure this grade on a permanent substantive basis. Reform-funded fixed-term post for 3 years with the option to extend Head of Communications Channels No direct reports. 2 Page 1 of 9

2 Section 2: The role Background: About HMCTS Providing access to a fair, proportionate and effective justice system Her Majesty s Courts & Tribunal Service (HMCTS) is responsible for the administration of criminal, civil and family courts and tribunals in England and Wales and non-devolved tribunals in Scotland and Northern Ireland. Our aim, through our people, is to deliver access to a fair, proportionate and effective justice system. Who we are HMCTS was created in April It brought together Her Majesty s Courts Service and the Tribunals Service into one integrated executive agency, sponsored by the Ministry of Justice. We employ around 15,000 staff and operate from locations in England, Wales, Scotland and Northern Ireland. We re responsible for: Providing a fair, efficient and accessible courts and tribunal system for everyone Supporting an independent judiciary in the administration of justice Working with other organisations, including the legal profession, to improve access to justice What we do Our courts and tribunals protect rights and uphold the rule of law maintaining the order and individual liberty that all of us enjoy. Together with the judiciary, we deliver a system that is just and accessible to everyone who needs it. Every year, we handle over 2 million criminal cases, 1.8 million civil claims, more than 150,000 family law disputes, almost 800,000 tribunal cases and we collect over 440m of fines imposed by courts every year. Our work involves: People - We employ 15,000 people to process cases, assist court users and enforce court judgments. Our court clerks, legal advisers and judicial teams support judges and magistrates, who are independent. Judges and magistrates are not employed by HMCTS. Buildings We manage round 400 courts and tribunals buildings, including Derby Magistrates Court, which was built in 1659 and is our oldest court in use, to the Rolls Building which opened in late Page 2 of 9

3 Technology We provide the public with online access to justice and develop digital solutions to improve the efficient administration of justice. Where are we going? Our justice system has a world-class reputation. We have an outstanding independent judiciary that is widely admired as an international leader. Our legal sector is globally recognised for excellence and contributes billions of pounds every year to the UK economy. To maintain these standards, our justice system needs to respond to and meet the rapidly changing needs of our society. We must continually modernise and upgrade our system, so that it works better for everyone, from judges and legal professionals, to witnesses, litigants and the vulnerable victims of crime. We re investing over 1bn to transform and modernise our justice system. This programme of reform is one of the boldest and biggest transformations in the public sector and will create an organisation that has the technology, infrastructure and people to serve the UK in the 21 st century. Our people As public servants carrying out a vital role, we re proud of the work we do for the people we serve. Within the MoJ (Ministry of Justice) we strive to be an organisation that demonstrates our core values of working together with purpose, humanity and openness. As we adapt to the changing needs of society, the nature of our work and how we do it will also change. But we are committed to keeping the people we serve at the heart of what we do. Team overview: We are restructuring the HM Courts & Tribunals Service, to ensure it has the capability to support the demands of a large and complex organisation that is undergoing major change. We will be professional communications leaders: defining the organisation's communications strategy; working with communications partners in the MoJ and Judicial Office; delivering operational communications activities; and enabling others to deliver and improve their own communications. The team will be designed around five core functions: 1. Internal communications 2. External communications 3. Strategic communications planning, insight and evaluation 4. Content and campaigns 5. Communications channels We will provide an integrated communications service - recognising internal and external communications requirements - that supports and enables the organisation's objectives. We will listen to the wants and needs of the organisation, our internal clients, as well as those of Page 3 of 9

4 our stakeholders to ensure that we are effective in communicating. Underpinning this, we will ensure that our systems and processes are fit for purpose, meaning that we can be efficient, consistent and responsive in all that we do. We will increasingly use digital communications channels, using audience insight and evaluation to ensure that we have the right channels in place to reach our key stakeholders. Working with others, the team will own the HMCTS corporate narrative. These are the key messages that we will use to tell our story, to establish and promote our identity and vision, and to demonstrate what HMCTS does and seeks to do. Purpose of role: Plan and deliver corporate, employee and stakeholder events, from inception to completion. Key interactions (outside the Communications Team) will be with: Government Communications Service External suppliers such as printers, AV companies, venue finders Chief executive's office & Senior Management Team Change directorate and reform project teams Page 4 of 9

5 Section 3: Skills, knowledge and experience Required skills, knowledge and experience: A proven track record of planning and executing the successful delivery of internal and external events. Minimum of 2 years experience in successful events management. An ability to work accurately and with excellent attention to detail, use initiative and prioritise tasks Ability to work with people at all grades/seniority Has confidence and presence with groups of people not shy to give directions or speak publicly if required The ability to learn quickly and to think on your feet Experience of managing high profile events, with knowledge of different formats and their best use. Flexibility and adaptability including willingness to travel, work outside normal hours and undertake tasks not directly linked with the core job description Highly organised with strong attention to detail; ability to manage and prioritise multiple events at any one time Ability to work on own initiative, get things done and be part of a broader team Excellent verbal and written communication skills Excellent organisation skills The ability to carry out a number of tasks at the same time Good communication and people skills A creative approach to problem-solving A high level of attention to detail The ability to work under pressure and meet tight deadlines Good negotiation, sales and marketing skills Budget awareness Page 5 of 9

6 Section 4: Key responsibilities Operational management & strategy: To work with colleagues across the to plan and deliver events, from inception to completion including: To set, communicate and maintain project timelines and priorities To develop contacts to secure appropriate and good-value venue hire To liaise with external suppliers including venues, caterers, speakers etc To organise appropriate sponsorship and co-badging of external events To co-ordinate the production of delegate packs and event collateral. To manage invitations, sign up, guest lists, confirmations. To deliver events on time, within budget, that meet (and hopefully exceed) expectations. On-the-day management of events Prepare and deliver pre-event briefings for event speakers/hosts Ensure post event evaluations are delivered and shared, to determine efficacy, identify opportunities and build learnings into future events. You will need to be confident: Financial authority: External relations: Discussing a client brief Dcoming up with original ideas for events Agreeing budgets and timescales with the client Researching venues, contacts and suppliers Negotiating prices with suppliers and contractors Booking venues, entertainment, equipment and supplies Hiring and supervising contractors such as caterers and security Publicising the event Making sure that everything runs smoothly on the day Ensuring that health, safety and insurance regulations are followed You will be responsible for delegated budget management. You will comply with HM Courts & Tribunals Service financial regulations and use finance admin systems appropriately.you will regularly ask for quotations from suppliers and will work with the Strategic Planning function to manage financial transactions. You will develop constructive and productive working relationships with the wider Ministry of Justice and government communications network. Your key contacts will include suppliers, who you will commission to undertake work on behalf of the communications team. Page 6 of 9

7 Representation of the department: You will represent the communications team at internal and external meetings and events. Team leadership: Resolution of complex and difficult problems: You will cover other band B roles within the team, as required. You will have line management responsibility for at least one person and will be required to performance manage members of your own team. You will support others through a period of significant change, helping them to understand the wider reform programme, their role in the organisation and how they contribute to achieving HM Courts & Tribunal Service's objectives. You will provide technical knowledge, advice and expertise about event management. You will support the development of individuals and the service. You will be required to manage competing priorities. You will be able to deliver effective communication with limited technical support, equipment and software. You will need to exercise sound judgment, always aware of the reputational impact of your decisions. You may need to give difficult messages to senior colleagues. You will need to negotiate a way forward when people don't always agree with you or what you are recommending. If things don t go to plan, you will have to take decisions quickly and independently, on-site at events to ensure they run smoothly. Other duties: You will be responsible for all of your personal admin. You will be responsible for your own personal development plan, and will create a team that learns from and shares its experiences. You will undertake effective and compliant line management duties (and associated admin) You will support the wider communications team to deliver shared objectives and the overarching communications strategy. You will support in the operational delivery of tactical tasks (such as running an event, chairing a meeting, organising couriers, completing paperwork). Every member of the team is required to take personal ownership of an element of the HMCTS Communications Team s People Survey Action Plan for Every member of the team to review the HMCTS Communications Grid on a regular basis and ensure any organisation-wide or external projects are included. Actively participate in meetings and lead on at least one session or presentation per year. Communications in HM Courts & You will be part of a wider network of communications professionals across government, connected through the Government Page 7 of 9

8 Tribunals Service: Communications Service. You will be expected to play an active part in this network, contributing to and learning from its expertise. Section 5: Core competencies to be evidenced on the application form (evidence required at level 3 Changing and improving: Leading and communicating: Collaborating and partnering: Seek and encourage ideas, improvements and measured risk taking within own area to deliver better approaches and services. Encourage a culture of imaginative thinking, seek to expand mindsets and genuinely listen to ideas from employees and stakeholders. Identify step changes that quickly transform flexibility, responsiveness and quality of service. Challenge the status quo in own and related areas to achieve valueadding improvements and change. Lead the transformation of services to users, moving to a digital approach whenever possible. Create effective plans, systems and governance to manage change and respond promptly to critical events. Be visible to staff and stakeholders and regularly undertake activities to engage and build trust with people involved in area of work. Clarify strategies and plans, giving clear sense of direction and purpose for self and team. Stand by, promote or defend own and team s actions and decisions where needed. Confidently engage with stakeholders and colleagues at all levels to generate commitment to goals. Lead by example, role modelling ethics, integrity, impartiality and the elimination of bias by building diverse teams and promoting a working environment that supports the Civil Service values and code. Be open and inviting of the views of others and respond despite pressure to ignore, revert or concede. Actively build and maintain a network of colleagues and contacts to achieve progress on objectives and shared interests. Demonstrate genuine care for staff and others build strong interpersonal relationships. Encourage contributions and involvement from a broad and diverse range of staff by being visible and accessible. Effectively manage team dynamics when working across Departmental and other boundaries. Actively involve partners to deliver a business outcome through collaboration that achieves better results for citizens. Seek constructive outcomes in discussions, challenge assumptions but remain willing to compromise when it is beneficial to progress. Please note in addition to the above, you will be tested on the following competencies at interview: Managing a Quality Service and Seeing the Bigger Picture Managing a Make effective use of project management skills and techniques to deliver outcomes, including identifying risks and Page 8 of 9

9 quality service Seeing the big picture: mitigating actions Develop, implement, maintain and review systems and service standards to provide quality, efficiency and value for money Work with team to set priorities, goals, objectives and timescales Establish mechanisms to seek out and respond to feedback from customers about service provided Promote a culture that tackles fraud and deception, keeping others informed of outcomes Develop proposals to improve the quality of service with involvement from a diverse range of staff, stakeholders or delivery partners Be alert to emerging issues and trends which might impact or benefit own and team s work Develop an understanding of own area s strategy and how this contributes to Departmental priorities Ensure own area/team activities are aligned to Departmental priorities Actively seek out and share experience to develop understanding and knowledge of own work and of team s business area Seek to understand how the services, activities and strategies in the area work together to create value for the customer/end user Further information: Civil Service competencies: Government Communications Service: Government Digital Service: HMCTS: Inside HMCTS: Page 9 of 9