SCHOOL GAMES EVENT COORDINATOR

Transcription

1 Sports Development Centre SCHOOL GAMES EVENT COORDINATOR Job Ref: REQ17360 As part of the University s ongoing commitment to redeployment, please note that this vacancy may be withdrawn at any stage of the recruitment process if a suitable redeployee is identified. Background Information The School Games is a major multi-sport event that brings together over 1,600 of the best young athletes (ages between 12 and 17) in the country, plus officials and volunteers, with competition across 12 sports over four days. In 2016, the School Games was hosted by Loughborough University with an agreement to host for a further two years, 2017 and This presents a significant opportunity to promote Loughborough to the country s next generation of talented sportspeople. To put into perspective, had those athletes who had previously participated in the School Games competed as a team in the Glasgow 2014 Commonwealth Games they would have finished third in the medal table. As hosts we want to build upon the first year successes and make this a great athlete experience for all competitors, officials, volunteers and young leaders. Working for the Business Development Team, the appointment of the School Games Event Coordinator will be integral to the event by co-ordinating services in association with the event organisers. Whilst we want to ensure we provide the best Games environment for young people, we also want to create an impression that is life shaping; be that as a participant, a leader, a coach or as a committed volunteer. As part of the Business Development Team your primary role will be to support the management of external event contractors (Sport Event Solutions) and the client, the Youth Sport Trust, whilst gaining experience of delivering major events. These are exciting times for Loughborough University and builds upon our latest achievement as the 2017 Sports University of the Year. Working closely with our marketing, PR and commercial teams you will play an integral role in maximising our events nationally and internationally. Copyright Loughborough University. All rights reserved. 1

2 Job Description Job Grade Administrative Services Grade 5 Job Purpose To support the event management of Loughborough University s portfolio of events, including the 2017 and 2018 School Games by co-ordinating key services whilst maximising value added opportunities across the wider campus. Key Tasks To partner Youth Sport Trust to provide event management support to the external Event Management Contractor, Sport Event Solutions (SES) and contribute significantly to the smooth planning of Competition Venues, Games Services and Athlete Villages. To liaise with key event stakeholders both internally and externally to deliver an exceptional athlete experience. To work closely with the Youth Sport Trust, Sport Event Solutions, and Loughborough Sport Coach & Volunteer Academy to co-ordinate a highly effective workforce that engages as many young volunteers as possible. To deliver a wide range of new and existing sports events and projects that maximise our profile nationally and internationally. Duties and Responsibilities Contribute to the design and implementation of the key event strands, in particular Event Management, Athlete Experience and Volunteering for maximum impact across campus. Liaise with Loughborough University Heads of Services and their delivery teams to communicate effectively all necessary requirements for the smooth delivery of events To work collaboratively with Sport Event Solution (SES), the Youth Sport Trust (YST) and Loughborough Sport Coach Volunteer Academy to lead on the recruitment, training, deployment and co-ordination of a robust Volunteer Plan. To work closely with our marketing, PR and commercial teams, along with the Sports Development Centre Operations teams to ensure effective scheduling and event delivery. To support the Business Development Manager to identify and develop opportunities to exploit sport fully at Loughborough University. To liaise with the Youth Sport Trust and Loughborough University Student Outreach team to maximise the opportunities to deliver an exceptional athlete experience by ensuring programme content and education workshops represent Loughborough University. Support the Business Development Manager to develop a strong team and work ethic by setting clear targets and standards of performance across the whole team. Copyright Loughborough University. All rights reserved. 2

3 Provide guidance on all statutory obligations with the staging or hosting of sports events/teams, including risk assessment, and ensuring all Health & Safety regulations are met. To attend team and other necessary meetings and contribute as appropriate. To undertake other duties, commensurate with the grade, as may reasonably be required. General Administration To respond to enquiries received in person, by telephone or and take appropriate action. This will include dealing with students and parents, academic staff, external organisations and other University Colleagues. To provide cover and support for other colleagues at busy times and in cases of absence, by undertaking such duties and responsibilities which are commensurate with the grade and nature of the post. To ensure compliance with relevant University policies and procedures. To undertake any training and development deemed appropriate for the position by the School Operations Manager and the relevant line manager. Points to Note The purpose of this job description is to indicate the general level of duties and responsibility of the post. The detailed duties may vary from time to time without changing the general character or level of responsibility entailed. Special Conditions It will be necessary, on occasions, to work outside normal office hours including work in the evenings, at weekends and in particular during the entire event period for dates to be confirmed for 2017 and The post is offered on a fixed term basis until 31 st October Organisational Responsibility Reports to the Business Development Manager Copyright Loughborough University. All rights reserved. 3

4 Person Specification Your application will be reviewed against the essential and desirable criteria listed below. Applicants are strongly advised to explicitly state and evidence how they meet each of the essential (and desirable) criteria in their application. Stages of assessment are as follows: 1 Application 2 Test/Assessment Centre/Presentation 3 Interview Essential Criteria Area Criteria Stage Experience Proven experience of coordinating and administering events. 1,2,3 Experience of working as part of a team. Ability to work with multiple stakeholders. Previous experience of marketing and promoting a range of events. 1,2,3 Previous experience of working with and recruiting volunteers for events. Skills & Abilities Excellent communication, negotiation and interpersonal skills. Excellent organisational and time management skills with a proven record of managing multi tasks and prioritisation of workload. Ability to work cooperatively, flexibly and on own initiative to meet deadlines. Ability to prioritise and make decisions. Ability to deal with and resolve complex situations. 3 Methodical approach and close attention to detail. 1 Familiar with Microsoft Office (particularly Word, Access and Excel). Knowledge of Health & Safety legislation (in particular risk assessments). Qualifications Educated to A level or equivalent relevant experience. Training Be committed to, and actively participate in, a programme of continuing professional development. Other Willingness to work irregular hours as necessary. 3 Enthusiasm and a keen interest in sport. Evidence a good working knowledge of equal opportunities and understanding of diversity in the workplace. Must be available for the dates of the School Games (to be confirmed). 3 3 Copyright Loughborough University. All rights reserved. 4

5 Desirable Criteria Area Criteria Stage Experience Previous experience of coordinating and administering sports events. 1,2,3 Skills and Abilities Ability to work with multiple teams, both internally and externally. Experience as an event volunteer. An understanding of computer programmes and management information systems and the ability to effectively use this information. An understanding of university sport. 3 Qualifications Recognised qualification in Sport/Leisure Management Conditions of Service The position is full time and fixed term until 31 st October Salary will be on Administrative Services Grade 5, 23,879-28,452 per annum, subject to annual pay award, at a starting salary to be confirmed on offer of appointment. The appointment will be subject to the University s normal Terms and Conditions of Employment for Operational and Administrative staff, details of which can be found here. The University is committed to enabling staff to maintain a healthy work-home balance and has a number of familyfriendly policies which are available here. We also offer an on-campus nursery with subsidised places, subsidised places at local holiday clubs and a childcare voucher scheme (further details are available here) In addition, the University is supportive, wherever possible, of flexible working arrangements. We also strive to create a culture that supports equality and celebrates diversity throughout the campus. The University holds a Bronze Athena SWAN award which recognises the importance of support for women at all stages of their academic career. For further information on Athena SWAN seehttp:// Successful completion of probation will be dependent on attendance at the University s mandatory courses which include Respecting Diversity and, where appropriate, Recruitment and Selection. Informal Enquiries Informal enquiries should be made to James Smith, Sports Business & Events Manager by at J.A.Smith@lboro.ac.uk or by telephone on +44(0) Applications The closing date for receipt of applications is Wednesday 10 May Interviews will be held on Thursday 25 May Copyright Loughborough University. All rights reserved. 5

6 Copyright Loughborough University. All rights reserved. 6