JOB DESCRIPTION. Five: Operations Managers, Staging Manager, Assistant to Head of Shows Operations.

Transcription

1 JOB DESCRIPTION Job Title: Department: Location: Reports to: Staff reports: Other reports: Job Purpose: Head of Shows Operations Shows Department Vincent Square, London Head of RHS Shows Five: Operations Managers, Staging Manager, Assistant to Head of Shows Operations. None As a member of the RHS Senior Management team to contribute to the strategic direction and policy of the RHS as a whole and the Shows Department in particular. As one of the four Heads of Department within Shows, to be responsible for the motivation, development and high quality delivery of the Shows staff team. To provide strong and effective leadership of the Shows Operations team into the future to ensure the delivery of the RHS principal, partner and duty shows to standard, on time and within budget. To take the lead on stakeholder relationships and overall project management for one or more of the RHS s shows Note: the Operational function for Cardiff is provided by Cardiff City Council; for the two Malvern shows by TCAS; for BBC GWL Birmingham by River Street Events Ltd, for the shows at RHS gardens, by the garden operational staff, and at the Vincent Square flower shows, by Horticultural Halls Ltd

2 Dimensions: There are currently 21 flower shows attracting circa 600,000 customers annually. The Head of Shows Operations is fully responsible for the operational aspects of the flower shows at Chelsea, Hampton Court, Tatton Park and Vincent Square (including the Charity Gala Previews). The role requires a watching brief on the operational aspects of the partner shows to ensure the RHS interests and reputation are protected. Responsibilities of the Shows Operations function include, key contract management and negotiation; ensuring the shows compliance with relevant legislation, including but not limited to CDM, conditions of planning permissions, health & safety, security and licensing; ensuring the planning and management of the show infrastructure, services and facilities, to satisfy the needs of visitors in addition to contractors, staff, exhibitors and sponsors; controlling budgets Accountabilities: As a member of the Senior Management Team 1. To set and document policies, strategies and performance plans for the Department, shows and galas. 2. To review performance against agreed targets and ensure the implementation of remedial action if required. 3. To develop, review, update, communicate and implement emergency contingency and business continuity plans for the shows and galas. 4. To identify and research opportunities to develop and improve RHS shows. 5. To ensure the highest quality planning and implementation of work within the Shows Operations function, to meet quality standards, customer needs and required outcomes. (CFS, HCPFS, TP, VS) 6. To provide operational advice and support as required on the departmental relationship with the partner shows: Malvern Spring (and Autumn), Cardiff and Birmingham. 7. To have primary responsibility for all relevant senior level supplier relationships and contract negotiations to manage and maintain high quality whilst minimising costs, and where appropriate, seamlessly introducing new suppliers into the existing portfolio.

3 8. To identify, seek out, assess and circulate any relevant industry trends and information amongst the Shows Heads of Department 9. To work with relevant colleagues to ensure on-site front-of-house operations are planned and managed efficiently and effectively (CFS, HCPFS, TP and Cardiff); to deal with escalated visitors queries and complaints in a direct customer-facing role. 10. To lead and motivate the team to ensure high levels of performance and cross functional interaction. To take full line management responsibility for the RHS Shows Operations team, their development, successions planning and team structure and implement improvement plans as required. 11. To be primary liaison with the Finance Department on issues relating to the operation of shows (particularly CFS, HCPFS and TP, with some interest in the partner shows). This includes but is not limited to: ensuring annual budgets are prepared, forecasts and year-end are completed on time and to standard; ensuring consistency of budgeting across project teams; organising and monitoring financial operations including but not limited to ticket sales, turnstile operations, catering revenues, reconciliations, car parking admission, and catalogue selling arrangements. 12. To share general Management Team responsibilities, including but not limited to: a. Day-to-day running of the office b. Office space issues c. Representing the Department and the RHS at functions d. Representing the Shows Department within the Society e. Internal and external presentations f. Appointing and managing suppliers (primarily CFS, HCPFS, TP, plus a supporting role on Cardiff). g. Planning and monitoring and managing working hours and work practices 13. To undertake Shows Department and Society project work and to contribute to cross-society working groups and committees, as appropriate. General 14. To support the Society to meet and deliver its Strategic Objectives. 15. To take control on behalf of the RHS in emergency situations at shows, working alongside the emergency services where appropriate to ensure a safe outcome. 16. To ensure the conditions of the planning permission for The RHS Chelsea Flower Show are adhered to, are not breached and safeguard the relationship with the local authority.

4 17. To apply for any required amendments to the planning permission at The RHS Chelsea Flower Show, while safeguarding the previously agreed conditions. 18. Build and maintain strong working relationships with the venues at Chelsea, Hampton Court and Tatton Park and with partner shows. 19. To lead on the implementation of CDM regulations throughout each event. 20. To adhere to current Health & Safety legislation and best practice in accordance with the Society s Health & Safety Policy Statement. 21. Responsibility for ensuring, so far as is reasonably practicable, the health, safety and welfare of their staff and volunteers; and that the activities for which they are responsible do not expose anyone to risks to their health or safety. Specific areas of responsibility include: ensuring staff and volunteers are adequately supervised, trained and provided with adequate instruction and information to carry out their work safely; ensuring that RHS procedures are followed and risk assessments are carried out; and procedures are in place to deal with emergencies. 22. To undertake any other duties as may reasonably be required of you in the post.

5 PERSON SPECIFICATION Head of Shows Operations EXPERIENCE ESSENTIAL: 1. Tendering and contract negotiation, writing of contracts 2. Managing large-scale, high profile outdoor consumer events 3. Financial planning and, building and management of budgets 4. Managing multiple, concurrent complex projects 5. Working closely with the emergency services, enforcement agencies, licensing (e.g. SIA and PRS) and local authorities, venue landlords, and other such bodies 6. Crowd control procedures on events reaching capacity 7. Risk Assessment 8. Compilation and implementation of emergency and contingency planning 9. Evidence of managing high value contractors 10. Managing and motivating a team 11. Strategic planning DESIRABLE: 12. Planning applications Working within the Charity sector Experience in horticultural exhibitions (flower shows) KNOWLEDGE ESSENTIAL: 15. Substantial event management experience 16. H&S qualification: NEBOSH preferably 17. H&S, security and licensing legislation 18. Emergency Planning preferably to Gold Level, in line with first responders emergency control procedures 19. Project management methodologies and practice 20. Technical knowledge of the build procedures and best practices for construction of large scale events, including temporary structures, single deck and double deck, stands and scaffold. Traffic management plans

6 DESIRABLE: 21. An enquiring mind, and a passion for learning more about the RHS and Horticulture 22. A passion for horticulture and gardening 23. An understanding of the dynamics of working in the not-for- profit sector SKILLS ESSENTIAL: 24. Proven leadership and people management skills 25. To be proactive in researching, and understanding the impact of new legislation affecting events 26. Ability to communicate accurately and effectively in verbal and written English 27. Self-motivation and the ability to work under pressure and to deadlines 28. Use of Microsoft Word and Excel at an 'Intermediate' level including producing reports and formatting letters, as well as competent use of the Internet and 29. Administrative and Prioritisation skills 30. High levels of accuracy, numeracy and attention to detail 31. Ability to travel as required, usually up to 60 days per year 32. Ability to stay away overnight as required, usually up to 60 nights per year SKILLS - RHS MANAGEMENT COMPETENCES Leadership Measures an individual s ability to lead their team at the right level as defined in their job description. To engage and motivate their team, cascade the necessary messages and communications from the top, be approachable and listen, feedback the ideas and views of their team to their manager and take responsibility for the work of their team and encourage cross team working. Resources Measures an individual s ability to manage the resources within their control again, at the right level as defined in their job description. To understand what resources they have, to plan the use of these to meet team needs and objectives, to use them effectively and efficiently, to cut down on wastage of time, effort, cost etc., to review working practices and ensure they are appropriate and effective, to manage these resources when things change and to practice budgetary control.

7 RHS COMPETENCES Planning (level 4) Able to plan strategically to meet departmental/divisional long-term goals Takes into account impact on others Change (level 4) Leads change at departmental level Identifies and removes barriers to change Managing (level 4) Motivates the team by setting objectives and delegating responsibilities Provides management and support to ensure targets are met and individual performance is developed Decisions (level 4) Able to integrate a range of information and knowledge to assess the best course of action Ensures decisions are supported by involving key individuals Teamwork (4) Ensures own team have and promote good working relations with others Identifies and targets problems to team working Communication (level 4) Ensures communications reach and are understood throughout the Society Negotiates effectively for the achievement of departmental/divisional objectives Commitment (level 4) Generates commitment within the team to achieve departmental/divisional goals Addresses problems across function and works to solve them Development (level 4) Ensures development plans contribute to department/divisional objectives Creates situations where others can develop Customer Care (level 4) Leads excellent service delivery within the department to support departmental objectives Takes responsibility for improving quality of service in their area. Identifies and overcomes barriers to customer care within own team / department Shaded areas indicate two/three RHS Competences that are particularly important for this role. They are addressed by the applicant, as part of the recruitment process. Numbers denote the level required on the RHS Competency Framework. 1=lower, 5=higher Updated: March 2015 HR Ref: 162