Job Description. Services Events Producer 1 year fixed term, part-time (3-4 days/week) Healthcare Advocacy Services Directorate

Transcription

1 Job Description Post Location Services Events Producer 1 year fixed term, part-time (3-4 days/week) Edinburgh/flexible Department Healthcare Advocacy Services Directorate Reporting to Responsible for Healthcare Advocacy Services Director Services Events Coordinator and Services Events Administrator Job summary As Services Event Producer you will have full responsibility for delivering event projects of all types and sizes within the Healthcare Advocacy Services Directorate, from taking the initial brief, through development of proposals, and managing all aspects of pre-event planning, and on-site delivery. Key tasks include: Manage event projects from brief to delivery Develop creative event proposals, and present to line manager/partners Research venues, suppliers, carry out site visits etc Produce detailed documentation for events Manage all production related elements, negotiate with and manage suppliers Manage the events budget On-site event management Provide leadership and strategic direction for the Services Events programme and team and oversee operational delivery Focus the work of the Services Events team to help deliver the departmental plan and contribute to Myeloma UK overall strategic aims and priorities Line manage the Services Events Coordinator and Administrator with appropriate leadership, development and appraisal of staff 1

2 Ensure all Services events are appropriately planned (both event delivery tasks and event programme development) and marketed Adhere to existing, or further develop, quality standards for all Services events taking account of best practice (internally/externally) and implement these across the Services Events programme Identify areas for improvement or development, learning from other industries and organisations Establish and maintain effective working relationships with other teams who help to deliver the Services events programme As a member of the Healthcare Advocacy Services Directorate, the Services Events Producer will contribute towards the planning and delivery of the business s operational and departmental plans Other deliverables Support the Services Events Coordinator and Administrator in detailed programme planning for each event to ensure these meet the needs of the audience i.e. setting out associated tasks, deadlines and responsibilities as well as identifying appropriate event content, speakers and the target audience Ensure all events are promoted appropriately to maximise attendance, working with the Services Events team and the Communications team to produce a comprehensive marketing plan making use of a range of platforms and approaches Implement effective resource management, working with the team to streamline contracts with external suppliers across all events to obtain value for money Ensure all events operate to best practice and within any required legislation with established quality standards including monitoring and evaluation and have associated written operational manuals, Standard Operating Procedures and guidelines Be accountable for the Services Events budget Drive improvement and innovation across the Services events programme, making use of new technologies and acting on service user feedback as well as learning from other areas/industries Identify under-represented groups within the Services Events programme and ways to address this under-representation e.g. by targeted events tailored for specific groups 2

3 Research, develop and plan new events to meet the aims of the Myeloma UK operational and Services Departmental Plans ensuring that the Services Events programme evolves in response to new opportunities Establish and maintain effective working relationships with other teams who help to deliver the Services events programme Represent Myeloma UK at events as required Provide internal training on events planning, delivery and evaluation to the rest of the team and the wider organisation Contract vendors and staffing of all sorts, from venues to AV equipment to catering etc Conduct initial site inspections to ensure that the venue is adequate for a particular event format and the needs of delegates Ensure that every aspect of an event runs smoothly and supervise/ coordinate technical requirements of an event Oversee work allocation within the team to ensure cover for absence and ensuring out of office commitments are distributed fairly amongst team members Be prepared, if necessary, to cover on-the-day event delivery at short notice which will usually require travel and an overnight stay Monitor the team s relationships with external contractors and all event participants to contribute to successful event delivery Oversee analysis and evaluation of performance information for Services Events monitoring and reporting against objectives, outcomes and Key Performance Indicators (KPIs) Develop new KPIs as required to evaluate all programme events and proactively report on performance and success of the team as required Oversee programme budgets, report performance and variances and work with the Director Of Healthcare Advocacy Services to forecast, reforecast and conduct contingency planning Ensure that all programme plans and activity are implemented to the highest standard and in line with legislation, codes of practice and operational procedures Prepare regular updates for team meetings on the progress of agreed programme plans and objectives 3

4 General duties Continuous improvement, developing new skills, adhering to organisational quality standards and values, and team-work underpin all roles at Myeloma UK Adopt the Myeloma UK principles of quality management and the Myeloma UK values Be attentive to and implement organisation style and brand guidelines Participate in team meetings and work together with colleagues to maintain and improve knowledge and skills Act as a source of information and support to colleagues throughout the organisation Demonstrate a commitment to ongoing learning and development and to participate in any training relevant to the role As our work is UK wide the post holder is required to travel throughout the UK and sometimes work outside normal business hours therefore the post holder must be willing to travel Any other duties appropriate to the post This job description is not exhaustive. It merely acts as a guide and may be amended to meet the changing requirements of Myeloma UK at any time after discussion with the post holder. 4

5 Person Specification Area Essential Desirable Qualifications Educated to degree level or equivalent professional experience Relevant events qualification Experience Proven experience of successfully developing, delivering and managing a portfolio of events for a range of stakeholders with diverse needs and expectations Proven event project management skills, event direction and production skills Excellent interpersonal skills to liaise with internal and external partners and secure speakers with ease Previous marketing experience Experience in both event delivery and event programme development Experience of managing events in a database (e.g.raiser s Edge) Proven line/team management experience Evidenced successful contract negotiation with external suppliers and stakeholders to deliver events Management of volunteers Experience of developing and successful delivering new events with responsibility for marketing, programme planning, on the day event delivery and post-event evaluation Experience of using new technologies for events Proven experience dealing with varied event suppliers including catering, venues, AV technicians, etc Experience in planning and delivering events for both a patient and healthcare professional audience Having some background in production 5

6 Area Essential Desirable Knowledge A thorough understanding of every stage of the events planning and delivery process Event production scheduled management pre and onsite Demonstrable problem solving ability and skills Budget management A proven track record in delivering successful events on a regular basis Able to work in fast-paced, deadline driven environment Knowledge of the NHS Cancer and/or myeloma awareness and knowledge including the challenges this poses for patients/family members and healthcare professionals Knowledge of the charity sector Knowledge and understanding of the needs of Services Events users including patients, family members, healthcare professionals Personal An ability to think strategically and take the initiative A passion for attention to detail Constant desire for improvement and a commitment and desire to make a difference to the lives of myeloma/cancer patients Dedicated team player Calm in a crisis and ability to work under pressure A high level of organisation and planning skills Able to stay on course with assigned tasks Very good at getting the most out of your team and suppliers Well presented An ability and willingness to work out of the office as required and at evenings/weekends across the UK 6

7 Terms and Conditions Post Services Events Producer 1 year fixed term, part-time hours per week Salary 27,000-29,000 pro rata Probation period Six months The standard working week comprises 35 hours, Monday to Friday. Myeloma UK operates a flexitime scheme and details will be provided by the HR and Operations Manager. Hours of work The post holder will be expected to assume duties outside working hours to support the delivery of their role and the operation of the organisation when required. This post will be required to work out of office hours and across the UK in accordance with the schedule of activity. Time off in lieu is offered for weekend and evening work in accordance with the organisation policy. Holidays Pension scheme Premises Holiday entitlement is 30 days per calendar year, plus 6 public holidays. Myeloma UK will comply with its auto-enrolment obligations and details of its designated scheme can be obtained from the HR and Operations Manager. Myeloma UK is situated at 22 Logie Mill, Beaverbank Business Park, Edinburgh, EH7 4HG 7