Cornwall Development Company personnel

Transcription

1 SERVICE: Tourism SECTION: Visit Cornwall JOB TITLE: Event Planning Coordinator RESPONSIBLE TO: Festivals & Events Manager SUPERVISORY RESPONSIBILITY: Festivals & Events Assistant KEY RELATIONSHIPS: Internal: Cornwall Development Company personnel External: Cornwall Council Members, Cornwall Council specialist personnel, Emergency Services, Police, Town & Parish Councillors, Clerks and personnel, Community Network Managers, Town and BID Managers, public and commercial partners in the festival and events sector, RNLI, Cormac, the public, the media, corporate clients and sponsors, Visit Cornwall Partnership, industry panels, tourism associations, tourist information centres, universities and regional and national bodies MAIN PURPOSE OF THE JOB: To support the delivery of an annual programme of high quality national and international festivals in Cornwall, through the development and facilitation of an effective events application and approval process working in partnership with Council services and agencies responsible for event support, regulation and delivery 1

2 KEY TASKS: 1. To act as the central point of contact for event organisers for all initial event application enquiries to ensure a clear coordinated approach to the decision and approval process 2. Overall responsibility for the management of the event application and approval process and its future development 3. Assessment of event applications for identification of internal and external stakeholders and distribution of relevant information to specialist Council services and external agencies for action and approval 4. Overall responsibility for capturing all data relating to the management of the event notification process 5. Ascertaining that statutory requirements have been met and providing guidance on regulation, ensuring compliance with and best practice for relevant legislation, regulation, government and council policies and advice on training opportunities where necessary 6. Assessment of any corporate for risk for Cornwall Council /or Cornwall Development Company 7. Monitoring of event application progress working closely with Community Network Managers and Local Safety Advisory Group members, with the production of reports for Cornwall s Event Safety Advisory Group 8. Liaison and joint working with Cornwall Council specialist and event support staff, key agencies, organisations and individuals involved in the support or regulation of events 9. Establishing and maintaining external relationships with event organisers, providing support, keeping them up to date on development progress, publicity and training opportunities, 2

3 guidance or changes to legislation and acting as a central point of contact 10. Contribute to the on-going development and delivery of the Event Support, Regulation and Management work streams in particular the event regulation process, standardisation of procedures and guidance for event organisers, IT requirements, event teams and network development, external and internal training and publicising the communication plan. 11. Contribute to the development and maintenance of event guidance and information published on Cornwall Council s online event web pages 12. Management of post-event evaluation including data entry and analysis and producing reports for stakeholders where necessary 13. Take an active part in meetings and following up actions including attendance at Virtual Events Team meetings and Local Safety Advisory Group meetings as appropriate 14. Preparation of reports and recording of statistical information for reporting outputs and KPIs of the service 15. Assisting with the coordination and administration of the delivery of major events, working with internal and external partners, when required 16. Day to day management of Festivals & Events Assistant providing advice, training and guidance for their role in administering the events application and approval process 17. Any other activities consistent with the level and responsibility of this position as may be required 3

4 KEY RESULT AREAS: To standardised procedures and guidance for event organisers and assist in the delivery of high quality, well planned and safe events To grow cross service collaboration for services supporting or regulating events within Cornwall Council and Cornwall Development Company To contribute to raising the reputation of Cornwall Council, Visit Cornwall and Cornwall Development Company as an exemplar in professional festival and events coordination, support and delivery To utilise events to reinforce the profile of Cornwall and maximise their economic and social returns 4

5 PERSONAL & TEAM RESPONSIBILITIES The post holder will be expected to act as part of the VisitCornwall Team, supporting the Festivals & Events Manager and managing the Festivals & Events Assistant To be responsible for his/her own self-development on a continuous basis To carry out at all times, his/her responsibilities with due regard to the Data Protection Act and current Data Protection Policy To carry out, at all times, his/her responsibilities with due regard to the Company s Equal Opportunities Policy To work at all times within the code of the Health & Safety at Work Act 1974 and related legislation This job description is not comprehensive or exclusive and duties may be varied from time to time, but these will not change the general character or level of responsibility of the job. This job description and your performance will be regularly reviewed with you. Good communication and organisation skills as well as self motivation and self confidence will remain essential qualities to fulfil this role. In addition to fulfilling this specific role, you may occasionally be required to make your abilities available to help meet related business needs of the Company in your own or other services. This would only be required if authorised by your Line Manager and subject to confirmation that precedence is given to your normal duties. 5

6 Date Last Reviewed: June 2013 Approved by Manager: Agreed with Post Holder: Date Personnel Informed: 6

7 SERVICE: SECTION: JOB TITLE: PERSON SPECIFICATION Tourism VisitCornwall Event Planning Coordinator ATTRIBUTES ESSENTIAL DESIRABLE HOW Relevant Experience Experience of management in a festivals and events coordination and support function Knowledge and experience of risk management and mitigation procedure and practices including matters relating to safeguarding within a local authority environment Knowledge and experience of event regulations and statutory requirements Experience in the coordination of event guidance and policy Demonstration of building, maintaining and utilising positive internal and external partnerships Experience of staff management Effective crisis management experience Range of festivals and events development and delivery environments Experience of contract negotiation and contracting and compliance activities Some direct or indirect involvement in tourism delivery IDENTIFIED From application form and at interview 7

8 Education & Training Special Knowledge & Skills Relevant degree A minimum of NEBOSH certificate or NVQ3 (basic level of qualification of H&S) And City and Guilds Licenceeship and Integrated Emergency Event Management qualification or NVQ4 in events management Or alternatively - working towards the above and to be obtained within a set period of time Excellent communication and interpersonal skills both verbal and written Very high levels of accuracy and attention to detail High level of literacy skills High level of numeric skills Knowledge of IT and skills in its use Handling complaints and dealing with problems as they arise Positive attitude, proactive and self motivated Ability to Application form Certification From application and interview 8

9 prioritise work and meet multiple deadlines Any Additional Factors Willing to take on other tasks and responsibilities as they arise From application and interview Team working skills Flexible re hours and locations Willingness and ability to travel throughout the county and on occasion to other areas of the country 9