Application Information Pack Events Manager Maternity cover Fixed term contract Introduction to Girlguiding Thank you for your interest in the role of Events Manager (maternity cover).This document provides information relating to the above vacancy and should be used for information purposes only. The information does not form part of the terms and conditions of employment. We are the largest voluntary youth organisation in the UK, with more than half of the female population involved in guiding at some point in their lives. We are a registered charity with a Royal Charter and Bye Laws. We are dedicated to enabling girls and young women to develop their potential and to make a difference in the world. Through a range of exciting activities and challenges chosen by the girls, we provide opportunities for our members to gain self-confidence and self-esteem within a safe, female-only space, enabling girls and young women to develop their potential and to make a difference to the world. Our income comes from: We have over 240 employees based throughout the UK: at our Commonwealth Headquarters in central London, Trading Service in Cheshire, and Training and Activity Centres in Hampshire, Sussex and Lancashire. In 2013, Girlguiding had more than half a million members including both girls and adults. We are a member of WAGGGS (World Association of Girl Guides and Girl Scouts); which operates in 145 countries and has 10 million members. Membership Subscriptions Trading Income Investments Fundraising Organisational chart Chief Executive Director of Guiding Services Deputy Chief Executive IT Services Finance Human Resources Projects Trading Service Executive Directorate Training & Activity Centres SMT Youth Programmes Quality & Membership Development Director of Communications & PR Volunteer Support Digital Communication Fundraising & Marketing The role of Events Manager (maternity cover) Girlguiding is recruiting an Events Manager, reporting to the Head of Youth Programmes, to work within our Guiding Services Directorate on a fixed term contract (maternity cover) until February 2016. The Events Manager will be responsible for the development and delivery of innovative youth events aimed at members aged 4-25 across the UK and in line with Girlguiding's mission, vision and values and the 2015-2020 strategic plan. They will also build constructive relationships with regional Girlguiding management teams and volunteers in order to minimise clashes between national and regional events, offer support and guidance where appropriate and enhance the UK event offer. He or she will be required line manage the Events Team including work allocation, regular support and supervision sessions, annual appraisal, performance management and personal and professional development as well as manage the events budget lines ensuring that accurate forecasts are produced and monthly spend is monitored. The post holder must have experience of managing and leading a team, including staff and volunteers, as well as working as an event organiser in any sector. He or she must also have the ability to manage varied and complex projects whilst balancing conflicting priorities as well as the skills to build positive relationships with a wide range of stakeholders. Due to the nature of the work the will be some weekend working required, occasionally at sites outside of London, for which time off in lieu will be taken. Applications The closing date for applications is Monday 14th November 2014. Please complete the application form and equal opportunities monitoring form and return by email to [email protected]. Alternatively, post to Human Resources, Girlguiding, 17– 19 Buckingham Palace Road, London SW1W 0PT. Candidates will be shortlisted on the basis of the application form. Those who are successful at this stage of the process will be invited to attend an interview. Unfortunately we are unable to give feedback to those who are not shortlisted; however, we will, if required, provide feedback to those who have attended an interview. Interviews Interviews will be held in the week commencing 24th November 2014 at Girlguiding, Egginton House, 25-28 Buckingham Gate, London SW1E 6LD Please note that it is not Girlguiding’s policy to reimburse applicants in respect of travel expenses to attend interviews. Job Description Basic job details Job Title: Events Manager Grade: 21 Date Evaluated: 2014 Reports to: Head of Youth Programmes Directorate: Guiding Services Overall purpose of job To be responsible for the development and delivery of innovative youth events as part of the offer to members aged 4-25 across the UK and in line with Girlguiding's mission, vision and values and the 2015-2020 strategic plan. The Events manager will report directly to the Head of Youth Programmes. They will be a part of the leadership team within the Guiding Services Directorate which also includes the Volunteer Support and Quality and Membership Development departments who work primarily to support Girlguiding’s adult volunteers. They will play a key role in setting and delivering the Youth Programmes departmental work plan and budget. Main areas of responsibility To line manage the Events Team including work allocation, regular support and supervision sessions, annual appraisal, performance management and personal and professional development. To manage the event budget lines ensuring that accurate forecasts are produced and monthly spend is monitored. To work in partnership with o Fundraising Team to identify routes to fund appropriate events and to identify opportunities for corporate partnerships o Design and Communications team and Trading Services to ensure smooth development and access to new and updated event resources o Trading Services to identify appropriate merchandising opportunities o Internal and Digital communications teams to enable effective communication about events to our members o PR Team to ensure planned, effective and appropriate media coverage of our events o Advocacy and Campaigns team to ensure that national advocacy work and events are strongly aligned o The Scout Association on the planning and delivery of joint events and shared opportunities for our young members o The World Association of Girl Guides and Girl Scouts on the provision of international events and experiences for our young members To develop constructive relationships with regional Girlguiding management teams and volunteers in order to minimise clashes between national and regional events, offer support and guidance where appropriate and enhance the national event offer. To develop constructive relationships with Girlguiding Training and Activity Centre teams in order to minimise clashes between national and TAC events, offer support and guidance where appropriate and enhance the Girlguiding event offer through shared best practice. To develop and maintain effective partnership working with lead volunteers, national steering committees and those volunteers on Task on Finish Groups. Knowledge and skills To successfully support the staff team to manage a wide range of events from small scale, formal events such as awards presentations through to mass-participation events, arena concerts and international development trips. To negotiate complex contracts and achieve value for money. To provide advice and guidance on event management for colleagues in other teams and Countries/Regions who are delivering events. Problem solving To ensure all events are developed in line with the changing needs of girls To consult with members (girls and volunteers) to inform the development of events. To ensure appropriate evaluation of all events is undertaken and the learning is used to support continuous improvement. To work with staff to support them to identify solutions to complex problems which arise throughout the planning and delivery of events. Innovation To provide innovative approaches to existing regular events. To initiate events that are new to Girlguiding and challenge the public perception of the organisation. To oversee the ongoing development of events practice to ensure that Girlguiding is continuing to develop our offer and improve ways of working. Planning & decision-making To make decisions on contracts and events insurance and suitability of venues and providers. To plan the work across the team to ensure that business objectives are achieved within the available budget. To review event plans to ensure that they remain on target and are delivering the best possible outcomes for our members. Interpersonal skills To negotiate with external venues and providers to ensure value for money for our members. To work in partnership with colleagues across departments and sites, as well as liaising with staff and volunteers in Countries and Regions, to ensure buy-in to events requiring negotiation skills, tact and diplomacy. To make links with other youth sector organisations and event providers for young people To act as the Girlguiding ambassador at events ensuring that the Girlguiding values are communicated to attendees and providers. People development and leading To support and manage the Events Team consisting of 2 Event Coordinators and an Events Assistant in the delivery of a busy workload. To encourage a culture of continuous improvement and high aspiration. To be an active member of the Youth Programmes and Guiding Services leadership teams. Monetary Responsibility To manage a budget of £850K including setting budgets, forecasting and monitoring expenditure and reporting. To empower team members to manage their own budgets within the over-arching Events budget, providing support and guidance to enable them to do so. Additional information Willingness to work outside of normal hours, such as evenings and weekends (for which time off in lieu will be given), and to travel across the UK is essential. Due to the nature of events work there will be a significant amount of intense weekend working and whilst members participating in international experiences are in country, the Event Manager will be expected to be on the on-call rota for emergencies alongside colleagues. The core youth events delivered by Girlguiding are: GOLD – Team-based international development projects for around 45 young women, visiting places such as Malawi, Sri Lanka and Latvia. The project includes an international selection event for around 80 young women and regular training and briefing events. Contingent recruitment and support for international camps such as the World Scout Jamboree, Roverway and Moot Delegate selection and support for international conferences and seminars, including UN events The BIG GIG – arena pop concerts for 12,000 girls featuring known and unknown recording artists Queen's Guide Award presentations – Formal recognition event for young women who have gained the top Girlguiding Award The Youth Forum –event for young women to engage in shaping work within Girlguiding World Thinking Day – Large scale event held every other year to celebrate the International day of Guide friendship; also coordinating the laying of a commemorative wreath at Westminster Abbey There is also an adult Thanks and Recognition event for long serving volunteers held annually at Westminster Abbey. These core events are regularly supplemented by one off events or pilot events for new activity which need to be developed and delivered from scratch by the Events Team. Person Specification Criteria Assessment Skills Ability to manage varied and complex events, balancing conflicting priorities Ability to build positive relationships with various stakeholders Ability to communicate effectively in writing – reports, support materials, correspondence and project proposals Excellent verbal communications skills including presentation skills Ability to solve problems quickly and sensitively and find new solutions Ability to represent Girlguiding externally Ability to negotiate favourable contacts with commercial organisations Experience of Working as an event manager in any sector Working in a membership organisation or member-led environment Managing and leading a team including staff and volunteers Evaluating event outcomes and impact Significant budgetary management (>£500k) Working in an equal opportunities environment UK wide project management Knowledge of Girlguiding Event management Girlguiding's youth event offer Youth participation Values Commitment to Girlguiding's aims, values and purpose Pro-active and hands-on approach Resilient and able to work under pressure Willingness for extensive travel throughout the UK and weekend working A = Application Form I = Interview T = Test Essential or Desirable AI E AI A E E T E AI E I AI E E AI A E D AI AI A A AI E E E E D A AI A AI D E D D AI AI AI AI E E E E Terms & Conditions Contract Type This post is on a fixed term contract (maternity cover) until February 2016. Location You will be based at Girlguiding, Buckingham Palace Road, London SW1W 0PT. However, on occasions you may be required to perform your duties, on a temporary or permanent basis, from any other Girlguiding premises within a reasonable travelling distance of this location. You may be required to travel inside the UK on business of the Organisation. Salary/Rate Your salary for the position is £36,507.00 per annum (including London Weighting) pro rata. Working Hours Normal hours of work are Monday to Friday 9am to 5pm with one hour for lunch. However, you may be required to work at times other than this and in addition to your normal hours of work. Probationary Period The post will be subject to a probationary period of 26 weeks. Medical and Criminal Records Check This post may involve substantial access to young people and it may be a requirement under The Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 that you submit a criminal record disclosure check. Upon successful appointment, you will be required to complete a medical questionnaire and criminal records check. Employment is subject to satisfactory receipt of a medical and criminal records disclosure check. Holidays 25 days’ paid holiday per annum plus bank holidays. This increases after two years’ services as on 1 January to 26 days, and then a further one day for every two years of service, up to a maximum of 30 days for 10 years’ service and above. Holidays and bank holiday allowance will be pro-rata for part-time and fixed-term employees. Terms & Conditions Notice Period During the probationary period, the period of notice required is four weeks by either party; and 12 weeks thereafter. Benefits Pension Scheme Upon completion of three months’ service you will be eligible to join the Girlguiding Group Personal Pension scheme. The scheme is contributory. Full details are available from Human Resources. Simply Health You will have access to a voluntary healthcare plan that provides cash to employees to cover the cost of everyday healthcare, dental and optical bills. For more information regarding the employee benefits at Girlguiding, please refer to the Employee Benefits Guide in the benefits section of the website.
© Copyright 2024