Job Description
Job Title: Event Manager
Post No: Grade: Division:
G
The Cheltenham Trust
Location: Cheltenham Town Hall & Pittville Pump Room Responsible to: Operations Manager
Responsible for: Operations Supervisor / Assistants / FOH Casuals / Cleaners
Part A: Job purpose
The post of Event Manager is one of 3 reporting to the Operations Manager
The post holder will support the Operations Manager in terms of activity listed within Part C.
The operations department is responsible for the maintenance & management of our buildings and the successful planning and delivery of events within them
This post is responsible for delivering a diverse programme of events ensuring the highest standards of service, health & safety and satisfaction for our customers
Part B: Key result areas
1. The management of services listed in Part C which meet customers’ needs, are of high quality, and are cost effective.
a) to keep in touch with current practice, changes in legislation, identify future trends and advise the Operations Manager accordingly;
b) to agree with the Operations Manager targets for service quality and continuous improvement and monitor with performance indicators.
c) to support the Operations Manager in the preparation of the annual service delivery plan;
d) to undertake risk management within the corporate policy.
e) to ensure that the Trust’s equal opportunities policies are followed and actively practice social inclusion within own service unit.
2. Staff management and development
Exercise sound personnel management of employees within the scheme of delegation agreed by the Entertainment & Business Manager, including:
a) recruitment, retention, training, development and when necessary, disciplinary action; b) monitor absenteeism and sickness;
c) regularly review the unit’s establishment, taking account of workload and existing resources, to ensure appropriate support and report to the Operations Manager d) identify staff training requirements to meet the Trust’s current and future needs and
report to the Operations Manager;
e) motivate staff within a creative and supportive culture;
f) to be responsible for ensuring that health and safety risk assessments are undertaken and that safe systems of work are followed;
g) to ensure that the Trust’s equal opportunities policies are followed;
h) to ensure that corporate communications and information are disseminated within the unit.
i) to implement and undertake the Trust’s agreed performance appraisal system.
3. Physical resources and monitoring of budgets.
a) to regularly monitor finances within budget, as agreed with the Operations Manager and advise of potential variances.
b) to ensure all resources (including IT hardware and software) are used safely, legally and efficiently.
c) to ensure the unit complies with standing orders, financial regulations and all other council policies and maintains systems for ensuring financial probity;
4. Professional / technical
a) to maintain personal professional/technical competence within the service area in part C;
b) In consultation with the Operations Manager, define service standards within the context of service delivery and monitor and maintain them;
c) to monitor legislation and the technical press for new developments and bring them to the attention of the Operations Manager;
d) to support the Operations Manager in meeting all statutory requirements, best practice standards and other performance indicators;
e) to ensure that all staff within own team keep up to date with current professional/technical practice;
f) when required, to provide support to relevant meetings, and to offer professional advice.
5. Other responsibilities
a) to be a member of the Trust management team
b) to ensure personal and team compliance with the Data Protection Act, Freedom of Information Act, Regulation of Investigatory Powers Act (RIPA) and any other specific legislation that impacts upon, and exists to protect, the corporate health of the
organisation, whether relating to personnel management or service delivery.
c) to ensure compliance with responsibilities specified within the current Health, Safety and Welfare Policy commensurate with level of employment and management
d) to carry out any other duties that may be required commensurate with the general level of responsibility for the post.
Part C: Specific Service Areas 1. Events
a. To act as the manager on duty whenever on shift with operational responsibility for service, delivery and compliance.
b. To be accountable to the Operations Manager for the successful planning, organisation and running of entertainments, events, hires, activities and functions at the Town Hall (TH), Pittville Pump Room (PPR) and elsewhere as required.
c. To ensure that such entertainments, events, activities and functions are achieved professionally, to the highest possible standards and to the satisfaction of all stakeholders including; patrons, hirers, promoters and performers.
d. To ensure that all arrangements and requirements for any events/presentation, including box office, technical and catering requirements, are agreed well in advance.
e. To undertake and ensure a risk assessment is in place for each promotion and any remedial action required is escalated and completed prior to the promotion if relevant. f. To ensure that any sales of programmes and/or merchandise in conjunction with an
event/presentation are carried out in a auditable, proper and professional manner: any agreed commissions are collected and all monies are banked in accordance with Council’s Standing Orders and Financial Regulations.
g. To ensure that three copies of any printed programmes of any event featuring any kind of music are collected for Performing Rights Society purposes
h. To assist in setting up event budgets in accordance with any technical riders provided by promoters.
i. To agree and manage such budgets and cost centres for events and/or areas of activity as may be devolved by the Entertainment & Business Manager, within the Trust’s Financial Regulations.
j. To liaise closely with the Catering Contractors over the requirements for all events/presentations ensuring that the needs of hirers/promoters/customers are fully met. k. To liaise and maintain clear communication with promoters / hirers / users of the building
on the day of their event to provide the best possible service for the function.
l. To participate and contribute in front of house meetings to ensure full communication between management and the operations team
m. To ensure that all rehearsals and other facilities agreed for events/presentations are set up, and are in harmony with any other arrangements for the venues.
2. Building Care and Maintenance
a. To assist the Operations Manager with the preparation / development / implementation of a planned maintenance programme for the TH / PPR
b. To ensure that all routine maintenance is carried out by the operations team where appropriate.
c. To be responsible for the day - to - day monitoring of the condition of the TH & PPR internally and externally and to use the appropriate systems for reporting faults / defects / repairs.
d. To act as first point of contact for contractors (internal and external) in relation to building items / services, and to ensure any works carried out are according to contract and conform to all Health & Safety regulations.
e. To ensure that any contractors are aware of their responsibilities in relation to a Grade I & Grade II listed building.
f. To be fully conversant in the operation of the heating, lighting and ventilation systems at the TH and PPR and to oversee day-to-day usage of such systems and to assist with the implementation of procedures and policies as per agreed manual.
g. To be responsible for ensuring that all areas of the building inside and out are cleaned according to the cleaning schedule and to agreed standards, whether CBC staff or
contractors are involved and to ensure that all facilities are maintained to a high standard of cleanliness and hygiene at all times
h. To ensure the existence of adequate supplies of stock including cleaning materials, equipment and first aid supplies and to safeguard against any losses. To ensure that all equipment (inc first aid) is regularly checked, logged & faults reported and maintenance actioned.
i. To ensure that all facilities are safely set up on time prior to bookings and that equipment is then safely taken down and stored in a safe and proper manner.
j. To have a clear understanding of the all relevant legislation and guidance including the Health and Safety at Work Act and Licensing laws and to ensure compliance with all relevant legislation, guidance health and safety requirements in accordance with the health and safety policy and procedures.
k. To ensure that all emergency and health and safety procedures are followed at all times whilst on shift.
l. To ensure all emergency procedures are implemented and that all staff have received full and regular documented training.
m. To understand and implement the Emergency Action Plan for the facilities and manage any such incidents in the appropriate manner.
n. To ensure that all hirers / contractors / users of the building are aware of Town Hall policies regarding Health & Safety, Security and Emergencies.
o. To ensure safe working practices are in place and in accordance with the council’s overall and the division’s specific health & safety policies
q. To ensure that the appropriate procedures are followed for the opening and closing of the premises.
r. To ensure the security of the building and its contents at all times whilst on shift. s. To be alert to and report any unusual occurrences/ incidents
t. To act as key holder for the TH & PPR and be on call to attend the venues to assist with the emergency services, utilities providers, depending on the nature of the callout. 3. Staffing
a. To ensure that all staff working under the postholder’s supervision carry out their duties professionally, safely and efficiently.
b. To work closely with the Operations Manager to be responsible for ensuring that functions are staffed correctly in accordance with local and national standards, any licensing
regulations and the requirements of the function organisers
c. To support the Operations Manager compile and distribute the staff roster, ensuring the most productive and cost-effective use of the operations team for both venues.
d. To assist in promoting in the operations team a unity of purpose, an awareness of the needs for security and safety, a cultural alignment to the overall goals of the council and a sense of service to the public.
e. To ensure efficient and effective communications within the operations team by whatever means, including regular staff meetings and ensure that the staff are informed of the requirements of each event/presentation/function.
f. To supervise the Operations Supervisor / Assistants & FOH Casuals to ensure that they are fully conversant with the requirements for an event and the delegation of tasks as appropriate, and to work with them to ensure the preparation of the TH and the PPR. g. To ensure that all supervised staff are appropriately instructed and attired, and have been
properly trained for the tasks they are asked to carry out.
h. To engage additional performance staff (such as general crew, follow spot operators etc) and/or additional equipment as may be required for the successful achievement of events/presentations.
i. To manage the operations team, part-time and/or casual, to include recruitment, personnel records, rotas, training, disciplinary procedures, team meetings and appraisals.
j. To co-operate, lead and participate as appropriate in staff training, especially in the operation of technical equipment, such as the lighting and sound systems and the emergency and evacuation procedures.
k. To be responsible for keeping and maintaining all necessary contracts of service, personnel records, holidays, time off in lieu, sick leave and any other absence or information of the staff within own area.
4. Technical
a. To assist with the preparation / development / implementation of a planned maintenance programme for the technical operation of the TH and PPR.
b. To be responsible for the day - to - day monitoring of the location of the technical equipment and to action repairs / replacement where appropriate.
c. To be fully conversant with the operation of PA systems, house lights, follow-spots, fire panel, heating and ventilation systems, security panel etc.
5. Other
a. Ensure effective liaison with the other event managers to ensure operational handover, continuity of communication and shared best practice.
b. Keep in touch with changing customer demands, communication of customer feedback, current trends and competition.
