Conference Operations Assistant (2 year fixed term contract) One Gilwell. Applicant Information Pack

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1 Conference Operations Assistant (2 year fixed term contract) One Gilwell Applicant Information Pack

2 Contents Page 3 Page 4 Page 5 Page 8 Introduction Job Description Personal Specification Terms and Conditions of Employment

3 Introduction Thank you for your interest in the above role. This document does not form part of the terms and conditions, but aims to give you more information about the role, its context and an outline of the work you could be involved with. Background to The Scout Association s Headquarters The UK headquarters of The Scout Association is based at Gilwell Park, Chingford, London, and is operationally divided into four directorates: National Centres: Gilwell Park is a unique place. Set in 108 acres of mature woodland on the edge of Epping forest, not only is it the home of Scouting but it is also a busy Conference, Training and Activity Centre. Operating 24 hours a day, seven days a week, we welcome a wide range of business activity; from meetings, seminars and conferences to corporate activity days, school residentials and large Scouting events. To ensure our guests to the estate have the best possible service and experience, we have one team of staff and volunteers, OneGilwell, working together to deliver to all our varying customers and guests. Our overarching statement that best describes what we are trying to do: At Gilwell we are proud to be Scouts and proud of our role in helping to positively change the lives of young people whilst they are here. We are proud we have been changing lives for nearly 100 years. Our aim is to provide the best guest experience possible. To do this we welcome all our guests into our extended Gilwell family for however long they are visiting. Here we strive to ensure they are safe, supported and their needs met in full.

4 If you love working with people, are tenacious, driven and dynamic and have a passion for delivering excellent guest care then this could be the role for you... Outline of Role: To support the Conference Operations Manager in terms of managing the operational delivery of the conference department. Ensure all bookings are delivered to a high standard. Applications: Please ensure in your application form, that you provide a statement as to why you believe you are suitable for the role and what you believe you could bring to the post. Ensure you address the points in the person specification (as attached in the relevant job pack). Please download both the application form and fill in the recruitment monitoring form online. The application form should be ed to human.resources@scouts.org.uk. Please note that if you have not heard from us within two weeks of the closing date please assume that you application has been unsuccessful.

5 Job Description: Conference Operations Assistant JOB TITLE: Conference Operations Assistant DIRECTORATE: Programme and Development REPORTS TO: Conference LOCATION: Gilwell Park Operations Co-ordinator NUMBER OF JOB HOLDERS: 1 DIRECT REPORTS: 0 DATE OF JOB DESCRIPTION: Feb TSA RANGE: Band C 13 COMPETENCY LEVEL: 4 1. PURPOSE OF THE JOB (all positions) To support the Conference Operations Manager in terms of managing the operational delivery of the conference department. Ensure all bookings are delivered to a high standard. 2. DIRECTORATE/DEPARTMENTAL OVERVIEW (and where the job fits in) National Centres are part of the Programme and Development Directorate which is responsible for the following areas of Headquarters; Youth Programme, Adult Support, Development, Activities, International and National Centres. National Centres has a number of locations across the UK with a mixture of Activity Centres and Conference Centres within the group. We aim to Enable Scout members (young people and adults) to take part in residential activity experiences. Demonstrate the benefits of Headquarters services through the provision of value for money high quality experiences to Scout members. Contributing directly to the development of young people through the provision of safe, challenging, exciting and supportive residential and activity experiences. Strengthening the public perception of Scouting, amongst adults and young people, through the provision of high quality residential and activity experiences and training and conference facilities to external audiences. Remaining financially viable and returning agreed surpluses to the general funds of Headquarters. Based at Gilwell Park Scout Activity and Conference Centre, the post-holder will contribute to delivering these aims both locally through the operation of the Centre and nationally through external contacts and supporting colleagues at our other Centres.

6 n/a 3a. GUIDANCE AND AUTHORITY (managers only) n/a 3b. DETAILS OF ANY LIMITS/AUTHORITY LEVELS/SUPERVISION OF STAFF (supervisors only) 4. QUANTITIVE DIMENSIONS OF THE JOB (managers only) Working at Gilwell Park, the job impacts on the combined annual financial targets that are set for the Conference and Activity Centre. The role impacts on the Association nationally particularly in terms of reputational risk. 5. PRINCIPAL RESPONSIBILITIES (all positions) Conference Delivery and Quality Ensure all guests to Gilwell Park receive the best possible experience. Work with the conference staff team and other elements of the Gilwell team to ensure consistent quality standards across the operation. Regularly walk the floor to ensure facilities are fit for purpose and of high quality. Manage the delivery of large events as directed by the Conference Operations Manager Actively engage with guests to ensure satisfaction. Ensure you and the Conference Assistants deliver bookings to the requirements dictated on function sheets presented by the sales team. Be creative and influential in terms of suggesting new products to offer. Help re-define the products we offer to make it easy for guests to buy; wedding packages by example. To work with the Head Chef and Kitchen Team to ensure the communication of timely and accurate information regarding the catering requirements for all forthcoming events. To work with the Night Officers to ensure high quality delivery of guest care and operational duties during their shifts.

7 Conference and Event Sales Safety and Standards Support the Business Development and Guest Services team to generate sales and support the guest journey. To work with the Business Development Manager in supporting events such as wedding fairs and networking events where we are the host venue. Support the Conference Operations Coordinator in ensuring all retail outlets at Gilwell Park are appropriately stocked and operated in accordance with Scout Association policies and procedures. To oversee and take full operational accountability for large events throughout the year. Ensure all safety standards are implemented across your work areas. Implement a quality and safety audit to ensure set standards are adhered to. Contribution to the development of Gilwell Park and National Centres Work with all colleagues to enhance already established working relationships and ultimately ensure guests receive best possible service across conference, activity and accommodation facilities. 6. MAJOR CHALLENGES (managers only - not obligatory) 7. OTHER INFORMATION The nature of the business requires a flexible working approach in this busy 7 day week all year round operation. This could include weekend and evening working. Whilst every effort has been made to ensure the detail of this job description are correct this job description cannot be exhaustive. Therefore, the jobholder may be required from time to time to carry out other tasks as required by management in order to meet the operational needs of the business.

8 8. KNOWLEDGE, EXPERIENCE AND SKILLS TO UNDERTAKE THE ROLE AT A FULLY ACCEPTABLE LEVEL (all positions) E = Essential HD = Highly Desirable D = Desirable KNOWLEDGE Hold a current driving licence. E Working knowledge of the hospitality and conference industry and or/outdoor industry. E Sound knowledge of sales techniques and working practices. D Knowledge of B2B and B2C sales. D Understanding of the aims and ethos of the Scout Movement. D Educated to degree level or equivalent. HD Health and safety systems. HD EXPERIENCE Worked for at least three years in a Hotel, Conference/ event centre environment. E Experience of telesales and face to face relationships. D Financial experience including construction of and working within budgets. E A proven record of being customer focused. E Experience of leading teams. HD Working with electronic booking and prospect systems. HD Proven experience of generating sales opportunities and new business. D. SKILLS Be able to communicate effectively both orally and in writing. E Ability to communicate effectively with people at all levels within and outside of Scouting. E Possess good planning and organisational skills. E Possess excellent presentation skills. E Ability to influence and negotiate. E Be able to effectively motivate and lead staff. E Contribute to the development of imaginative marketing initiatives to increase revenue. D Think strategically, but also to manage in a crisis. E Represent Scouting and the venue to a wide variety of clients and users. E

9 What s in it for me? Annual Salary: Starting salary non negotiable at 20,321 (including OLW) which represents Level 1 of Band C Salaries are paid monthly by direct transfer on or about the 20 th of the month. Overtime is not paid although time of in lieu may be authorised. This is a 2 year fixed term contract. Hours of Work: 40 hours per week Location: Gilwell Park, Chingford Holiday Entitlement: 23 days per year plus bank holidays. This increases after two years service to 26 days and after five years to 30 days. Probationary Period: This post is subject to a 6 month probationary period. Notice Period: 1 month Employee Benefits an introduction The Scout Association is keen to ensure that employees are offered a range of attractive benefits. At the same time, we also need to cater for a variety of needs and lifestyles. Benefits apply to employees upon completion of three months in their role unless otherwise stated. Looking after your health and wellbeing Simply Health medical scheme Employees have access to the Simply Health medical scheme. Full details are available on employment but a summary of the benefits is as follows: Dental 100% - up to 120 Optical 100% - up to 120 Face to face counselling sessions up to 6 sessions Private consultation and diagnostics 100% - up to 300 Physiotherapy/Osteopathy/Chiropractic/Acupuncture/Homeopathy 75% - up to 300 There is an opportunity to add a partner and up to four children to this scheme at an additional cost to the employee. Sickness Absence The Association pays sickness above the statutory minimum requirement. Keeping fit and active Employees can benefit from discounted rates on gym membership. Being a member of the Health Club and Wellbeing Scheme gives you and your family access to the lowest corporate membership rates at over 2,000 health clubs, gyms and leisure centres across the UK. Food and Drink Free lunch is provided to all employees when they are working at Gilwell Park, between Monday and Friday. Alternative arrangements are in place for staff at our Scout Activity Centres. Free beverages are available at all sites. This benefit is available immediately upon taking up employment. Looking after your future Pension For all employees, the Association has a Group Personal Pension Plan. This plan allows employees to contribute a minimum of 1.5% of their gross salary up to the maximum allowed within HMRC limits. The Association will contribute twice the employee s contribution, up to a maximum of 10% of gross salary.

10 Life Assurance All employees are covered by a scheme which pays two times the basic salary in the event of death in service. Getting to and from work Interest free season ticket loan Employees may apply for a loan to assist with the purchase of a travel season ticket. The loan will be paid back monthly by automatic deduction from salary. Car parking All sites offer free car parking to employees Cycle to Work scheme This scheme is a form of salary sacrifice which enables employees to purchase a bicycle through the Government s Cycle to Work Scheme and can save you up to 50% on the retail value (depending on the employees tax bracket). Minibus Service (Gilwell Park) A minibus service is provided which collects colleagues at 08:40 and 08:50 from Chingford Station and drops off to the same location at 17:00 hours. Looking after your nearest and dearest Carer s Leave Up to three day s paid leave a year please see our Leave policy. Maternity Leave The Association pays maternity leave above the statutory minimum requirement. Paternity Leave The Association pays paternity leave above the statutory minimum requirement. Childcare Vouchers This scheme is a form of salary sacrifice, enabling employees to purchase childcare vouchers. Start and finish time Employees can apply for some flexibility on their start and finish times of work. Making your money go that little bit further Scout Shops purchase Employees can make purchases from Scout Shops LTD with a discount of 25% on certain items, excluding uniforms. Restaurant discount card This discount card is in conjunction with TasteCard and allows a range of discounts (up to 50%) on a range of restaurants across the UK. This can be purchased for approximately 30. Developing yourself and others Study and volunteer leave Special leave includes paid leave for volunteering and study leave.