Candidate Brief. Appointment of Club Secretary & Chief Executive. The Reform Club

Transcription

1 Candidate Brief Appointment of Club Secretary & Chief Executive The Reform Club Advising Consultant: Richard Evans, Director, Marylebone Executive Search 5 th Floor, Candlewick House, 120 Cannon Street, London, EC4N 6AS T: +44 (0) M: +44 (0) E: info@maryleboneexecutivesearch.com Website:

2 Contents Welcome from the Chairman... 3 Background... 3 Job Description... 4 Job Purpose... 4 Key Responsibilities... 4 Strategy, Policy and Planning... 5 Management and Administration... 5 Governance... 5 Finance... 5 Catering and Accommodation... 6 Social... 6 Human Resources and Health & Safety... 6 House and Fabric... 6 Membership and Marketing... 7 Information Technology... 7 General... 7 Person Specification... 7 Salary and Conditions of Service... 8 Recruitment Process... 8 Thank you for your interest in this post. This information pack is designed to help you with your application. Please read it carefully before submitting your application. If you have any questions that are not addressed in this pack then please contact me: Please download further details of the position from Page 2 of 8

3 Welcome from the Chairman Thank you for your interest in the Reform Club. The Reform Club, one of the most prominent London clubs, was founded in 1836 to promote the ideas associated with the reform of Parliament following the passing of the Great Reform Bill of Although today the Club has ceased to have a political function and is largely a social club it maintains its close interest in world affairs. This year the Club has reached two significant milestones. We celebrate 175 years of our historic Clubhouse and 35 years since this Club pioneered the way, amongst leading London clubs, to accept female members. This is a seminal moment in the history of our institution at which we will come together to celebrate the liberal ideas and progressive values which, looking back, have united our members. Looking to the future, we hope those same principles will propel us forward as we stir debate and plant ideas that will shape the intellectual landscape we collectively inhabit. Our institution was born from unity and purpose in 1836 and the guiding sentiment was political and social reform. Those with the drive and passion to effect change were some of the most significant reformers of their day and their legacy endures, as does the Club s traditional and progressive spirit for the next 175 years. If you share our commitment, have the skills, experience, are willing to embrace challenges and be accountable and have the drive to lead the Club into the future we would be keen to hear from you. Hitesh Tailor Chairman June 2016 Background The Reform Club is open to men and women from all backgrounds and has a lively social and intellectual scene. With 2,600 members the Club employs 87 staff and has a turnover of c. 6m. The Club will forever be associated with Jules Verne's Around the World in Eighty Days, as the place where the idea of this epic journey was conceived and the famous bet made. It has had many famous members over the years, including nine Prime Ministers and writers such as Thackeray, Henry James and Siegfried Sassoon. Designed by Charles Barry, one of the leading architects of the day, the imposing and Grade I listed clubhouse is as splendid today as when it opened its ornate doors in Page 3 of 8

4 If you have the ambition and flair, this post provides the opportunity for you to excel. Whether your background is from commerce, hospitality, membership organisations, or other professional areas, unquestionable commitment, honesty, integrity and energy, along with an eye for detail, are essential. Job Description Job Title: Responsible To: Direct Reports: Responsible For: Job Purpose Club Secretary & Chief Executive The Chairman of the Club Deputy Secretary Facilities Manager Chief Accountant Executive Chef Secretary s Assistant HR Officer Cellar Master All staff employed by the Club The Secretary s overarching mandate is to balance the requirements of a private members club against the challenge of running an efficient and profitable organisation, adapting and renewing it in line with the developing needs of its members. The Secretary reports to the Chairman of the Club and is responsible for the effective and efficient running of the Club for the benefit of the Members He/she is responsible for the day to day management of the Club, and its staff He/she is expected to promote, protect and extend the business, reputation, welfare and interests of the Club and its Membership Key Responsibilities 1. To provide effective leadership and management of the Club s activities, functions and finances so as to ensure that the premises are run in a cost effective manner for the benefit of the Members 2. To deliver agreed strategies and plans designed to manage and develop the Club comprehensively and proactively with a view to maximising its potential 3. To optimise the use of the Club s assets so as to ensure that a commercial return is delivered that is in keeping with the values and strategy of the Club 4. To identify avenues for promoting growth, increasing membership and income with a view to maintaining the Club at the standard expected of a premier establishment of its kind, delivering a professional, high quality and consistently good service 5. To ensure that high quality catering services are provided within the club Page 4 of 8

5 6. To support the Chairman and his/her annual programme of activities as agreed by the General Committee 7. To provide advice, guidance and regular reports that enable the Club s committees to make effective decisions for the effective governance of the Club. 8. To lead and develop the staff to enable them to deliver the Club strategy, maintain high standards of service and support the values of the Club and its Members 9. To ensure that all committees are serviced efficiently and action points are followed up 10. To attend meetings of the General Committee and sub committees as the Club shall require 11. To report to the Chairman any matters of concern that come to his/her attention, it being the duty of the Secretary to report any significant acts of misconduct or breaches of the Club s rules 12. Any other reasonable duties that may be determined in agreement with the Chairman of the General Committee Strategy, Policy and Planning To assist the General Committee to determine the Club s strategy, values, mission and short and long-term goals To assist the General Committee to monitor and evaluate the Club s relevance to its members, its effectiveness and results To keep abreast of developments in hospitality management, health and safety, human resources management, financial regulations and information technology Management and Administration To provide general oversight of the Club s activities including its day-to-day operations and to assure that the Club functions efficiently and cost-effectively To ensure consistent service quality and stability of the Club through the development and implementation of standards and controls, systems and procedures and regular review and evaluation To recommend staffing and financial issues to the Finance, Human Resources and Funding Committee To ensure and maintain a work environment that recruits, retains and supports high quality staff To ensure that effective internal communication strategies are in place Governance To work in partnership with the Chair of the General Committee to enable the General Committee to fulfil its governance obligations as the decision making body of the Club To work in partnership with the Chairman of the General Committee in focussing attention on long-term strategic goals To manage the General Committee s due diligence process to ensure that attention is paid to core issues Finance The Club is run in accordance with the annual budget agreed by the GC and budget variations are promptly flagged for recommended action Monthly management accounts are prepared in a timely fashion Page 5 of 8

6 Correct Statutory returns and there is timely follow up of Audit recommendations To play a major role in providing inputs to enable successful budgetary planning To look actively for opportunities for increasing income through events management, promotions, and subscription management Catering and Accommodation Working with the Executive Chef, Events Manager, Food and Beverages team and Reception team to provide a combination of consistent, high quality food and beverages provided by well trained, proactive staff; Ensure a balanced and attractive beverage and wine list. Provide high level bedroom services for members and guests and ensure that the standards of service are continuously improved Ensure comfort, cleanliness and a consistent quality of service and inventory management; Social Organise the Club s social activities and provide delivery of the Club s lively and intellectual social scene Manage, prepare and circulate the Club s social calendar Socialise with Club members and where appropriate attend Club events Ensure members correspondence are dealt with quickly Human Resources and Health & Safety Motivation and management of a staff who are responsible for catering, bar, housekeeping, front desk, accounts, events, administration and maintenance and for producing a cohesive and effective management team. Interaction with contractors, professional bodies and other associations, institutions and individuals who from time to time may have a business relationship with the Club, or with whom the Secretary may have to interact in order to fulfil the tasks involved in the role Overall responsibility for a Human Resources strategy and plan, including job specifications, staff contracts, performance targets and reviews; remuneration and training Hiring and supervision of all staff and liaison with the Chairman of the General Committee on staff management Dealing promptly and effectively with any disputes between members and staff Ensuring that the Club complies with all regulations regarding health, safety and hygiene and that all statutory inspections are carried out as required by law Ensuring that the Staff Manual is kept up to date and that it includes appropriate disciplinary, grievance and complaints procedures House and Fabric Ensuring that the fabric and furnishing of the building is maintained and that large and small projects of repairs and refurbishment are planned and undertaken on a regular basis within strict capital budgets Page 6 of 8

7 Membership and Marketing Maintain continuous contact with members to ensure the provision of a first class service to them, dealing with complaints promptly, effectively and sympathetically, and responding constructively to members views, suggestions and needs Drive membership proactively against agreed strategies and targets Ensure the administration of membership elections, membership records are properly maintained and annual subscriptions are collected promptly Supervise the Club s website as a means for member contact and communication as well as external marketing and promotion; ensure member queries and correspondence answered in a timely fashion Advise on updating the Club Rules and Regulations as necessary Maintain and improve the image of the Club and make it widely known against an agreed target profile, and ensure that it has an effective approach to branding and brand reinforcement Oversee and the effective management of the organisation of Club social events Assist in compiling the Newsletter and News bulletin for print and electronic consumption Maintain and develop active relationships with Reciprocal Clubs and other appropriate organisations that may enhance the delivery of the Club s strategies Information Technology Ensure that the Club has an IT/Computer Usage Policy for both staff and members Monitor and develop IT systems as requirements change General Any other areas of responsibility and requirements that fall within the remit of the Secretary as the Club s senior executive Person Specification Proven senior management experience with an outstanding record of leadership Successful experience of overall management of hospitality and catering operations Excellent verbal and written communication skills Good presentation in terms of presence and communication skills and in providing a front-of-house face to members, prospective members and guests A track record of building and maintaining effective working relationships at all levels Proven budgetary, business and financial management skills The ability to work within a committee structure by responsible minute taking to ensure the effective administration of the General Committee Proven track record of delivering a high standard of customer service and successfully running an operational environment Flexible working in the context of Club hours, diplomacy, common sense and resourcefulness Knowledge and experience of IT and how it can benefit a membership organisation Knowledge and experience of marketing and social media Page 7 of 8

8 Salary and Conditions of Service Full details, terms and conditions of employment will be issued if an offer of employment is made Recruitment Process You should make your application online at When applying online please submit a letter of application, including a personal statement demonstrating how you meet the attached person specification. For an informal confidential discussion call Richard Evans on or Closing date for applications: 19 June 2016 Long List interviews: 27 June 6 July 2016 Final Panel Interviews & Presentation: w/c 11 July 2016 To find out more visit: Page 8 of 8