Major Events Manager Job Description

Transcription

1 Major Events Manager Job Description Job description 1. Job title Major Events Manager Location Responsible to Responsible for: Will include other important supervisory or liaison responsibilities Contractual Status National Office, Matlock Chief Executive To manage and coordinate the delivery of the major events and competitions for which British Orienteering is responsible, the Jan Kjellstrom (JK), the British Orienteering Championships (BOCs) and the UK Orienteering League. Dependent on the competence, knowledge and experience of the successful candidate, the role of Event Director to the World Orienteering Championships 2015 (WOC 2015) may be attached to this role. In such a situation there will be opportunity to provide additional paid assistance to support the delivery of the domestic major events through to Full time Salary Circa 28, Role summary The Major Events Manager will be responsible for: 3. Key responsibilities and main tasks and activities Supporting the Board in developing a vision and strategic plan for British Orienteering major events including the hosting of international events Managing the delivery of the British Orienteering Major Events, the JK, BOCs and potentially any IOF International Events for which British Orienteering is responsible Acting as the Event Director for WOC 2015 Developing the profile of the major events with participants, the public and potential sponsors Managing and coordinating the UK Orienteering League Liaising with the Events & Competitions Committee Supporting the workforce development programme in providing training and accreditation for event officials involved in the major events Supporting the Board in developing a vision and strategic plan for British Orienteering major events including the hosting of international events Liaise with the Board and Events & Competitions Committee to develop an event strategy including the hosting of international events Consult with participants and gather feedback on the events strategy and its implementation Managing the delivery of the British Orienteering Major Events, the JK, BOCs and potentially any IOF International Events for which British Orienteering is responsible

2 Job description Develop good practice for staging major events including in forest and out of forest aspects Coordinate the delivery of good practice advice to event officials Develop standardised procedures for holding major events Review and update annually the Major Event Partnership Agreement Appoint event officials to the major events Liaise with event officials and support them in managing local officials who will deliver event days Manage the finances of the major events including authorising the budgets and maintaining the accounts with the support of the British Orienteering Accounts Manager Liaise with major event organisers to ensure the events meet the standards required including risk mitigation Source and develop links with suppliers of equipment used at major events and procure supplies Review and evaluate the delivery of the major events to ensure they meet the needs of the competitors they are staged for Acting as the Event Director for WOC 2015 Coordinate and manage the delivery of WOC 2015 on behalf of the delivery partners recognising that work has already commenced and a delivery team is largely established; the Event Director will refine and implement the project plan, timeline and budget against which WOC 2015 will be delivered and on which reporting back to the Steering Group will be based Ensure that WOC 2015 and the 6 Days organising teams work together coherently to achieve the overall objects of the joint event; in particular that the various post holders in the WOC organisation work in close cooperation with their 6 Day counterparts Attend Steering Group meetings Chair Organising Committee meetings and with the Assistant Event Director provide leadership to ensure successful delivery of the event Liaise and communicate with all stakeholders including EventScotland, the Highland Council, the International Orienteering Federation (IOF), the Scottish Orienteering Association, the Scottish Orienteering 6-Day Event Company Ltd, British Orienteering and other internal and external partners Maintain accurate record of events electronically and in hard files to ensure accurate reporting to partners Deliver the event in accordance with the approved budget; refining and re-forecasting the event budget as and when appropriate Manage the accounts for the event as specified within the British Orienteering Financial Regulations and with the support of the British Orienteering Accounts Manager Work with the Technical Director to ensure the competitions meet the vision and standards agreed for

3 Job description the event Work with partners and the IOF to develop and execute a marketing plan that will promote WOC 2015 within Scotland and to key markets across the world for VisitScotland and the IOF to attract visitors from outside Scotland Work with partners and the IOF to develop and execute a media and PR plan that will increase awareness in orienteering and interest in the event within key markets and promote the Highlands and Scotland as the perfect place to orienteer and to stage such events Work with the SOA Development Manager and the British Orienteering Development Manager to use WOC 2015 to develop the legacy for orienteering post the event Work with the appointed ground operators and local partners to ensure accommodation and transport arrangements are in place to support the successful delivery of WOC 2015 Establish and agree measureable performance and quality benchmarks with partners and the IOF and ensure appropriate monitoring systems are in place to evaluate outcomes Report monthly to the Steering Group on progress against the project plan and budget and produce a full and detailed debrief report after the event, including a report on performance against agreed benchmarks Developing the profile of the major events with participants, the public and potential sponsors Promote the major events to members, the public and potential sponsors Co-ordinate allocation of prizes for Major Events Work with the Marketing Manager to develop brand and sponsor awareness amongst the delivery teams Work with the Marketing Manager to develop sponsorship for the major events Develop relationships with potential sponsors in order to secure investment over an extended period Managing and coordinating the UK Orienteering League Manage the scheduling of the UK Orienteering League Develop good practice guidelines for the UK Orienteering League Coordinate the delivery of good practice to event officials Develop standardised procedures for staging UK Orienteering League events Liaise with event organisers to ensure the events meet the standards required Ensure the results are uploaded into the British Orienteering results web site in good time Review and evaluate the delivery of the League to ensure it meets the needs of the competitors it is staged for Liaising with the Events & Competitions Committee Attend Committee meetings and any committee support groups where it is appropriate Supporting the workforce development programme in providing training and accreditation for event officials involved in staging major events Provide personal development opportunities for event

4 Job description officials Implement a system of recognition for event officials Coordinate the support networks for major event officials including any accreditation/licensing system Other duties commensurate with the level of the post, as determined by the Chief Executive 4. General information The Events Manager will share with all colleagues the responsibility for: Making suggestions to improve the working situation within their area of work and in British Orienteering in general Cooperating with measures introduced to ensure there is equality of opportunity in employment and equity Complying with all aspects of British Orienteering s Health & Safety Policy and Welfare arrangements. This job description is not to be regarded as exclusive or exhaustive. It is intended as an outline indication of the areas of activity and will be amended in the light of the changing needs of the organisation.

5 Major Events Manager Person Specification Person specification 1. Qualifications 2. Experience 3. Knowledge 4. Skills and abilities Degree or similar qualification DESCRIPTION Current Driving Licence and the ability and willingness to travel countrywide Formal qualification in event/sport management Successful project management Proven experience in the sports sector Proven experience of working with the volunteer sector Experience in producing plans, providing feedback, producing reports Computer literacy including , MS Office, content management systems Attendance (in any capacity) at orienteering major events and a World Orienteering Championships Experience in organising major orienteering events Experience of working with a number of contractors Experience in managing a wide range of stakeholders Knowledge of the volunteer sector Knowledge of current competition or event practices in orienteering or another sport An understanding of strategic issues in sport The organisation of major events in orienteering The organisation of sport in the UK Knowledge of Risk Management Knowledge of the Highlands and Moray regions of Scotland Planning and Delivery Ability to manage multiple projects Ability to effectively prioritise and plan own workload and remain outcome orientated Ability to audit the effectiveness of the system of staging events from planning to delivery Ability to schedule activities and help others schedule their activities Ability to budget and monitor spending Ability to prioritise and take a proactive approach to

6 Person specification Problem solving and decision making Communications and influencing Management and leadership Teamwork and personal impact Other considerations DESCRIPTION accommodate changes in priority and to meet tight deadlines Familiarity with project planning and risk management tools and techniques A positive approach to problem solving, decision making and dealing with people including volunteers The ability to be inventive and pursue innovative ideas Ability to remain calm and respond positively to challenging situations and difficulties Ability to influence people and use influencing skills to deliver change Ability to produce written reports and present them as required Excellent listening skills Excellent inter-personal skills, to liaise with volunteers and other staff and where appropriate external bodies Ability to develop strong relationships with stakeholders and sponsors Ability to explain projects and event strategy to staff and volunteers Confidence to lead a large team Ability to negotiate and deal with conflict Ability to oversee and coordinate projects Effective at delegation of responsibilities and tasks Ability to operate as a team member and leader Ability to lead teams of people both paid and unpaid Creates a positive experience for team members Highly motivated to make a difference The willingness to travel to meetings/events and work unsocial hours at weekends and evenings An understanding and commitment to equal opportunities An understanding of and commitment to your individual responsibility to comply with Health & Safety Policy and Welfare arrangements The ability to be flexible and adaptable in performing tasks which are normally outside the job specifications but considered commensurate with the role Willing to learn new skills where necessary to effectively undertake the role