JOB DESCRIPTION. Job Title: Conference and Events Executive

Transcription

1 JOB DESCRIPTION Job Title: Conference and Events Executive Job Holder: Date: Overview of Role Develop and support the Society s democratic and decision-making structure by organising key Society events and providing a comprehensive administrative service to the Branch network and Society Secretary, working with due regard to the Annotated Combined Code on Corporate Governance. Comprehensive Event Management of the Society s Annual Conference, Member Events, and internal corporate governance events. Act as an advocate for member participation in the Society s democratic structure, actively identifying and utilizing opportunities to engage members in accordance with the Member Relations Policy. Build and maintain strong relationships and support networks with Branches ensuring that value driven behaviours are exhibited and reciprocated. As required, act as a key stakeholder on Society projects, representing the views of the team and / or Branches and provide consultation on Branch engagement to enhance delivery of the business plan and inter-departmental objectives Write copy, maintain content, and develop the Branch Administration Area and Members Area of the Society s website, to provide an engaging resource for members and Branches. Prepare and collate papers and agendas. Take minutes at the Committee of Management Strategic Seminar and other meetings as required. The job involves travelling away from home (approx. 20 days per year). Where does role fit in organisation? Reports to the Democratic Services Manager (DSM), working as part of the Governance Department Accountable to the DSM Works within a small team and liaises at all levels inside and outside the Society Contacts include Society members, Branch representatives, Society Secretary, Committee of Management, other senior management within the Society and Benenden Hospital Trust, external consultants, suppliers and service providers, venue managers and other professionals

2 Boundaries of role Expected to undertake a wide range of tasks and assignments requiring considerable use of judgement, initiative, creativity and forward-planning. Responsible for ensuring that confidentiality is preserved at all times, showing tact and discretion in the Society s political arena. Required to use independence of actions and autonomy and the ability to recognise when to consult or refer decisions (for example those involving major policy change or with substantial financial or political implications) to the Democratic Services Manager or Society Secretary as appropriate. Work within specified budgets, actioning opportunities for continuous improvement and cost efficiencies within the team. Make constructive recommendations to Democratic Services Manager or other member of the Operational Management Team (as appropriate) to improve efficiency and effectiveness within the organisation. Makes and implements decisions relating to the organisation and management of his/her own area of work Negotiates contracts with venues, hotels and suppliers to ensure highest quality and best financial outcome for the Society within strict budget controls and in accordance with the Society s Standing Financial Instructions. Lead responsibility for managing all aspects of events including on-site Deputises for or represents Democratic Services Manager at meetings and events on an ad hoc basis as required. Responsible for supervising direct reports of the DSM in relation to specific tasks as required. Authorised to raise purchase orders and authorise payment of invoices up to 1000 limit. SPECIFIC ROLE REQUIREMENTS Qualifications Educated to A level standard or equivalent: English A Level pass Grade A-C or equivalent Project Management Qualification e.g. Prince II or APM is desirable Relevant Event Management Health and Safety Training is desirable e.g. First Aid Qualification, Risk Assessment Training Proven Ability Significant experience of organising and managing events Proven ability in Microsoft Office, particularly Word and Excel Proven ability of secretarial or administrative work, including diary management Experience of front-line customer service Experience of participating in and / or managing projects Significant experience of working within a demanding environment

3 Skills and Competencies Excellent organisational and planning skills, working to a high level of accuracy and attention to detail Ability to work confidentially and tactfully in a politically sensitive environment Effective written and verbal communication skills Personal Attributes Professional, friendly outlook with ability to liaise and influence at all levels Strong relationship builder Effective problem solver, with the ability to promptly appraise options and implement solutions Willing to travel throughout the UK Measuring Performance Performance will be measured against the specific objectives and targets and Values-led behaviours as identified and agreed within the Performance and Development Review (PDR) process.

4 TECHNICAL SKILLS (Tasks & Responsibilities) Events Management Responsible for the comprehensive event management of the Society s Annual Conference, Member Events and internal corporate governance events. Design and organise member events in consultation with the Society Secretary and other key stakeholders. Research and book event venues ensuring that they comply with the Equality Act 2010 Organise and manage all business, domestic, social and technical arrangements for events within agreed budgets and standing financial instructions and in accordance with the Society s rules. Prepare event management timetables Carry out risk assessments at venues and organise first aid cover for events. Negotiate, develop and maintain relationships with a range of suppliers, managing their performance and service, contractual obligations and negotiating prices Effectively manage all financial aspects of events ensuring they are delivered within budget Represent the Society when communicating with and inviting external stakeholders and VIP guests to attend corporate governance events. Work with the Communications and Marketing teams to advertise and market events appropriately through literature and media advertising. Produce event invitations, arrange mailing to members and coordinate responses Make improvements and suggest developments to future events for the benefit of the Society and membership. Society s Annual Conference Communicate with, advise and support Branch Officers to ensure that propositions, amendments, and the appointment of delegates is managed and submitted correctly in line with Society rules. Design and create all Conference business paperwork including Notifications, SOC Reports, Election Booklets, Delegate Packs and Conference Report. Produce propositions list and Conference Agenda including drafting the Committee of Management views on Conference business. Ensure all documentation is produced and distributed in line with the Society s brand and sign off processes Manage printing and fulfilment of Conference paperwork ensuring distribution to membership within required rulebook deadlines. Produce powerpoint presentations of Conference business for presentation at Branch Meetings and Conference. Prepare other presentations as required. Produce ballot papers and voting cards in accordance with the Society rulebook Produce a comprehensive reference guide of Conference proceedings and business, with consideration to best practice, for use by the Conference Chairman. Meet with the Standing Orders Committee, Society Secretary, CoM Chairman and Chief Executive to produce Standing Orders Committee Reports, agree Conference timetables and discuss Conference arrangements. Support the Standing Orders Committee during Conference and during other Standing Orders Committee events e.g. New Delegate Presentation

5 Design and organise event exhibition areas, inviting key external stakeholders to attend Work with the Communications team to invite and secure guest speakers for Conference. Design and organise venue dressing, working with Marketing colleagues to effectively showcase the Society brand. Organise social and networking events within the Conference week timetable Liaise with candidates standing for election to Society positions at Conference Manage an electronic voting system at Conference ensuring that it is reflective of the Society s Branch Voting strengths and that only elected delegates are able to vote. Manage staff volunteer attendance at Conference Manage a registration system ensuring that delegate details are captured for documentation in a Conference report Responsibility for all aspects of event management on site Member Events Liaise with the Society Secretary and other stakeholders to determine and design the style of events taking into consideration upcoming business plans and objectives Work with marketing colleagues to publicise events through press and digital advertising and social media Design and mail event invitations where required Lead price negotiations and enter into event contracts with external suppliers Design and produce powerpoint presentations for events Organise marketing and external stakeholder exhibition areas as required Solicit, collate and analyse attendee feedback, recommending and/or implementing improvements for future events Develop member events promoting democracy and member engagement Corporate Governance Events Shortlist, visit and select suitable venues for business events For residential events, liaise with the Society Secretary and CoM Chairman to produce full domestic schedules to complement business agendas. Ensure all business, domestic and technical requirements are met Act as point of contact for meeting guests / facilitators as required Organise team building activities as required Collate and distribute meeting papers, agendas and event details Attend residential Committee of Management strategic seminars to take minutes Project Management Project manage individual workstream(s) of departmental objectives to enhance delivery of the Society s business plan as delegated by the DSM Effectively and proactively plan and manage change ensuring stakeholders are effectively engaged. Promoting Democracy and Member Engagement Act as an advocate for member participation in the Society s democratic structure, actively identifying and utilising opportunities to engage members In consultation with the Society Secretary, design and introduce new concepts and ideas for/at member events

6 Write copy and, using a Content Management System, maintain content of the Members Area and Branch Administration area of the Society s external website to provide an engaging resource for members and Branch Committee Members. Make recommendations and develop the Members Area and Branch Administration area of the Society s website as a member resource. As required, act as a key stakeholder on Society projects, representing the views of the team and/or Branches and provide consultation on Branch engagement to enhance delivery of the business plan and inter-departmental objectives. Organise, facilitate (and attend to advise where required) branch working groups. Produce any necessary papers/reports from outcomes, drafting Conference propositions where required. Support for Branch Network Build and maintain strong relationships and support networks with Branches ensuring that value driven behaviours are exhibited and reciprocated Provide a point of contact, advice and support for Branch Committee Members, particularly relating to Conference and member events Assist the Society Secretary with correspondence to and from Branch Committee Members, particularly in relation to member events. Maintain Branch distribution and contact lists Handle queries from Branch Committee Members Provide assistance to the DS Team when required in order to facilitate the attendance of Society members at Branch general meetings Committee of Management Meeting Support Prepare, collate and distribute agendas and papers for Committee of Management meetings and other sub-committee meetings as required. Attend Committee of Management meetings to take minutes as required Other General Duties Prepare and review departmental work instructions specific to the role. Provide cover during team members holidays and cover sickness absence, deputising for Democratic Services Manager when required. Make domestic arrangements for events as scheduled on the governance calendar as required Where time allows, and specifically at times of high work volume and demand, provide assistance to other members of the Governance Department Assist Colleagues with general Branch / CoM / GE and Governance queries Carry out general admin duties, i.e. post, telephone calls, filing, travel arrangements etc. Support for Governance Director, Society Secretary, Other Officers and Colleagues Assist colleagues with providing comprehensive support to the Governance Director, Society Secretary, Group Executive, CoM Chairman and CoM to enable them to fulfil their responsibilities to the Society. Assist the DSM and Society Secretary with providing administrative support for the CoM, its sub-committees and other working group meetings, including helping to prepare agendas, papers and taking minutes. Assist Governance Director, Society Secretary or the GE with any projects and new ventures Design, arrange and deliver presentations to colleagues about the work of the Democratic Services Team

7 Further Role Requirements Health & Safety The post-holder will be required to observe Society guidelines and policies made under the Health & Safety at Work Act. He/she will take due care and will report any accidents or untoward occurrences and co-operate with The Society in relation to Health & Safety issues. Confidentiality The postholder will be exposed to sensitive information, e.g. personnel, medical, membership or financial records and must at all times ensure the confidentiality of this information, whether concerning members of The Society, staff or Society business. Any breach of confidentiality is considered a dismissible offence. Legislation The post-holder will be required to observe current legislation including for example Data Protection Act, Human Rights Act, Friendly Societies Act, Equal Opportunities etc. Fraud The Society requires honesty and integrity from staff and Officers. The Society's Fraud Policy is stated in Section 20 of the Standing Financial Instructions. This Policy clearly states the Society's position regarding fraud, theft and corruption. Furthermore the Society's Whistleblowing Policy sets out guidance regarding the reporting of suspected malpractice. Business Risk Awareness The post-holder will be required to identify and assess risks to the achievement of individual, departmental and organisational business objectives. He/she will report, control and monitor these risks at a level appropriate to the role. Acceptance I hereby understand, acknowledge and accept the content of this job description I also understand that this document forms part of the terms and conditions of my employment with the Society. Job Holder: Date: Manager: Date: