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.
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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.
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We are a registered charity with a Royal Charter and Bye Laws.
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We are dedicated to enabling girls and young women to develop their potential
and to make a difference in the world.
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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.
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Our income comes from:
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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.
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In 2013, Girlguiding had more than half a million members including both girls
and adults.
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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
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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
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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
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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
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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
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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
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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
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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
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To manage a budget of £850K including setting budgets, forecasting and monitoring
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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:
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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
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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.