Cambridge Judge Business School Further particulars JOB TITLE: REPORTS TO: HEAD OF EVENTS AND HOSPITALITY DIRECTOR OF EXTERNAL AFFAIRS Background Cambridge Judge Business School is the provider of world-class business education in the form of its 18 month EMBA programme, one year MBA and MPhil courses as well as PhDs and some undergraduate teaching. The School has an extensive executive education programme as well as research centres. There is a growing events programme with many conferences, lectures and other networking events taking place in the evenings and at weekends, as well as distinguished visitors being hosted at the School. The School building is listed and was constructed in a dramatic and modern design behind the retained façade of the original Addenbrooke s Hospital - all of which present particular challenges to the facilities team. The School has office accommodation, three lecture theatres, ten seminar and meeting rooms, a common room providing a social and meeting space as well as student project and syndicate rooms, business information centre and a computer lab. The School occupies three floors of the neighbouring Keynes House along with five houses in Trumpington Street. All users of the School have high expectations which need to be met. The role The Head of Events and Hospitality role sits within the External Affairs Team at Cambridge Judge Business School (CJBS). As part of the School of Technology CJBS has around 55 faculty, 100 administrative staff and 450 students. CJBS is a highly ranked business school with an aspiration to be one of the world's leading research-based business schools. The Head of Events and Hospitality reports to the Director of External Affairs and is an integral senior member of the External Affairs Team. The post holder will work particularly closely with the other senior managers within External Affairs: Head of Corporate Marketing and Communications, the Head of Stewardship and the Head of Alumni Relations; the Associate Director, Fundraising (assigned to CJBS by Cambridge University Development and Alumni Relations (CUDAR)) and the Head of Online Communications. The role works closely with colleagues around the School and will be required to develop good relationships with other central University functions in order to ensure the smooth delivery of high profile events. The role holder line manages two Events Coordinators one of whom focuses on external events and one of whom focuses on internal events and hospitality provision. The role holder has primary responsibility for the strategic events programme for CJBS and for the development and delivery of all major School-wide events, as well as for establishing and implementing standards and best practices to be used by all staff across CJBS who are engaged in events delivery. The role holder will also be expected to take the lead for the whole of CJBS in defining standards of customer service for event and conference guests and will work closely with key customer facing teams, such as the 1
reception and conferencing staff, in developing exceptional customer service practices and the systems required to facilitate the smooth running of the high volume of activities taking place at CJBS. The role holder will be expected to create a programme of events designed to support the School s strategic objectives, prioritising resources to ensure an appropriate mix of activities to engage a diverse group of stakeholders and audiences. Owing to the matrixed nature of the organisation the role holder will also be expected to exert significant influence over colleagues for whom they do not hold direct line management responsibility in order to ensure uniformly high standards are achieved throughout the organisation MAIN RESPONSIBILITIES Design of CJBS central events calendar and supporting infrastructure Create an annual programme of events at CJBS, in the UK and internationally which will support the objectives of CJBS to become a world-leading research based business school that values excellence in teaching. Ensure the events programme meets the needs and expectation of centralised marketing and PR, students, the academic community, alumni relations, fundraising and stewardship, individual Programme requirements and the University. Lead the coordination of standards of events organised by decentralised programme teams to increase the overall benefit of these activities to CJBS. Integrate the events programme with the marketing plan for CJBS to ensure that the maximum possible benefit to the organisation is realised from each face-to-face engagement opportunity. Identify the appropriate systems and policies in order to ensure that the events and conferencing programme can be effectively delivered (e.g. room booking systems); play an integral role in the procurement and implementation of solutions and ensure that all stakeholders are engaged in using these systems to maximum benefit. Ensure that CJBS academics and alumni play a prominent role in University-level events; contribute standalone events to complement e.g. Global Cambridge activities. Implementation of CJBS events programme and hospitality service standards Having identified the events that need to take place to form the School s comprehensive events plan the role holder is responsible for the complex and comprehensive logistical arrangements that need to be undertaken to ensure that each individual event is ready to take place and effectively followed up on. This includes (for example): o Negotiating and executing contracts with external suppliers. o Preparing briefing documents. o Specifying AV and catering needs. o Liaising with internal and external VIPs. o Identify and liaise with VIP speakers and guests. Raise the standards of customer service excellence through training session, coaching and personal development of colleagues engaged in front of house service for events and conferences. 2
Audit the use and effectiveness of management systems (e.g. meeting room manager, online events booking system); specify user requirements; identify and meet training needs and where required play an integral role in the procurement of a more appropriate platform/solution. Ensure that building user needs are met with regards to onsite hospitality and event provision and negotiate with the key liaison for catering provision as required to ensure suppliers are able to meet user expectation. Oversee the management of internal hospitality provision and delivery. Support for other CJBS events activities Lead the events user group, bringing together colleagues from around CJBS to develop shared practices, joint planning (where appropriate) and to explore opportunities for collaboration. Develop shared resources and guides, to be published on the intranet, in relation to events management and delivery best practice for use by colleagues across the School. Manage the shared events calendar and promote and encourage use amongst colleagues. Approve the establishment of any new high-profile cross-school events originating outside of the External Affairs Team. Organise leaving parties/inaugural lectures for significant CJBS colleagues. Development of sponsorship programme Identify opportunities across CJBS that could provide sponsorship engagement opportunities for corporates and design, coordinate and evolve a sponsorship programme to reflect this. Create sponsorship agreement template (with Legal Services Office). Working with Associate Director, Fundraising, identify potential sponsor organisations and target them for key events (UK and international). Act as the primary point of contact for CJBS with sponsoring organisations and build long term relationships. Ensure appropriate sponsor visibility at events and integration into CJBS Stewardship programme. Delivery of events and conference programme Management of on the day logistics, be the point of contact for any queries or to resolve issues. Presence at events. Act as host to the event, receive VIPs, speakers and guests and ensure their needs are met. Represent CJBS as a senior member of staff and advocate. Provide logistical support for other programmes in CJBS running high profile events. Personnel management Ensure wellbeing of Events Team, including responsibility for regular meetings, setting of objectives and annual performance review for two team members who have distinct responsibilities (one for events and conferencing and the other for internal hospitality provision and service delivery). Recruitment of new team members as appropriate. 3
Provide leadership, direction and advice. Project manage venue staff at locations around the world to deliver events. Management of KPIs, event budgets and financial regulations Set and monitor the overall events budget ensuring individual allocations are made for individual events. Determine a pricing strategy for paid-for events that is based on the value of the event to the attendee, rather than just cost-based pricing (e.g. market-based rather than break-even pricing, which will require extensive knowledge of both competitor business school and corporate pricing). Ensure compliance with University purchasing procedures. Develop a process to monitor events success against key targets (as specified by the role holder and agreed by the Director of External Affairs). Manage the process for the occasional external hire of the building to third parties, ensuring that this does not impact on internal requirements and does not expose the School to any kind of risk (financial or reputational). Development of integrated cross-programme events planning and data management Establish processes on the new CRM system for CJBS colleagues to coordinate information about speaker programmes. Monitor the use of this system; encourage and enforce its use and communicate benefits and advantages of it to ensure effectiveness. Run the Faculty Travel Tracker which is used within CJBS and shared with CUDAR. Advise on the use of online booking and payment systems. Identify opportunities for greater impact from existing events and either support coordination or ensure information is passed on to the communications teams within External Affairs. Senior member of the External Affairs Team Play an integral part of the Team developing an integrated strategy to support the School s objective. Establish strong relationships within the University. Raise the profile of CJBS through involvement with CASE, business school networks or other appropriate networks as a speaker or recognised expert. Ensure that colleagues at CJBS are aware of externally focussed activities and the purpose of them. The person The ideal candidate should have the following qualities, skills and attributes. You are asked to provide a covering letter demonstrating how your own experience meets these requirements. Educated to degree level or equivalent. 4
A working knowledge of best practice in terms of event management (event planning, management and evaluation), health and safety and risk assessments for events, marketing, public relations and customer service. Excellent organisational and time management skills. Able to work effectively and diplomatically whilst under pressure, when multi-tasking, and or when dealing with difficult situations or individuals. The ability to work to tight deadlines both as an individual and as part of a team is key. The role holder will need to be energetic and creative, and thrive on managing complex events and being able to manage and motivate a team of staff. A proven track record in project management and people management skills, with experience in motivating and leading administrative support staff. Numerate and confident with management of budgets, with commercial awareness in order to evaluate costs/ opportunities etc. Experience of using a wide range of suppliers, with a number of contacts and knowledge of venues in Cambridge, London and internationally. Awareness of key issues, trends, opportunities and challenges in the business school sector. Understanding of events programmes at comparable institutions and in key target locations. Good knowledge of, and empathy with, the University, its ethos and structure. Will ideally have worked in a business school or world-class higher education establishment. High standards of accuracy and literacy; the ability to write clear and concise marketing and promotional copy, as well as producing detailed briefing materials. Be collegiate and effective team player. Excellent computer skills especially Word, Excel, Outlook and databases. Ability to learn new systems or previous experience including booking systems, CRM systems and bulk-email tools. Excellent interpersonal skills with warm, friendly and helpful manner, and proven track record of relationship management and ability to work sensitively with tact and diplomacy. Tact, discretion, enthusiasm, politeness, patience and initiative are all paramount. The ability to build good working relationships at all different levels and with many different cultures and nationalities, and willingness to network, attending regular professional events. Ability to think strategically as well as focus on operational issues, and be creative with a high level of entrepreneurial flair. Excellent communication skills, with a professional manner for the management of corporate contacts, and willingness to give presentations and/ or brief large groups. Experience of coordinating an events programme based on the requests of multiple stakeholders, with the the ability to take responsibility at a range of events and deal with all arrangements for a large number of people attending complex events. Will ideally have experience of, or exposure to, CASE (the Council for the Advancement and Support of Education) or business school specific networks (e.g. AACSB/ EFMD/ AMBA). Must be willing to travel, work flexibly (given the need for out of hours work), work where alcohol is served and be adaptable given the small size of the team and the evolving nature of CJBS as a whole. A good understanding of the Data Protection Act. 5
Benefits This is a full-time position working 37 hours per week. The salary will be in the range 34,233-45,954 per annum. There will be a nine month probationary period. Holiday entitlement is 33 days per annum plus eight days of public holidays. The full incremental salary range for the position is advertised in order to demonstrate the progression for the Grade. In the majority of cases appointments will be made at the Grade minimum; only in very specific exceptional circumstances can a higher salary be offered. The University of Cambridge comprises more than 150 departments, faculties, schools and other institutions, plus a central administration and 31 independent and autonomous colleges. It is one of the world s oldest and most successful Universities, with an outstanding reputation for academic achievement and research. With excellent benefits, extensive learning opportunities and a stimulating and attractive environment, the University of Cambridge is a great place to work. Our employees are eligible for a wide range of competitive benefits and services. We give them access to numerous discounts on shopping, health care, financial services and public transport. Pension scheme details, including information about the legal requirement for the University to automatically enrol its eligible jobholders into a qualifying workplace pension scheme from 1 March 2013, is available at: www.pensions.admin.cam.ac.uk We have two nurseries and a holiday play scheme to help support those with childcare responsibilities and we offer various types of family-friendly leave to aid employees work-life balance. In addition we operate a number of initiatives to promote career development, health and well-being. Further details can be found at www.admin.cam.ac.uk/offices/hr/staff/benefits. There is also a range of information about living and working in Cambridge at www.jobs.cam.ac.uk. Application arrangements To submit an application for this vacancy, please click on the following link http://www.jobs.cam.ac.uk/job/6494 and then press "Apply online" button at the bottom of the job description. This will route you to the University's Web Recruitment System, where you will need to register an account (if you have not already) and log in before completing the online application form. The closing date for applications is 13 April 2015. Applicants are required to provide details of two referees. These will not be contacted unless the applicant is shortlisted. Equality of opportunity at the University The University of Cambridge is committed to a proactive approach to equality, which supports and encourages all under-represented groups, promotes an inclusive culture and values diversity. Entry into employment with the University is determined by personal merit and by the application of criteria required for the post. No applicant for an appointment or member of staff will be treated less favourably than another on the grounds of sex (including gender reassignment), marital or parental status, race, ethnic or national origin, colour, disability (including HIV status), sexual orientation, religion, age or socio-economic factors. 6
The University has various diversity networks which help it to progress equality; these include the Women s Staff Network, the Disabled Staff Network, the Black and Minority Ethnic Staff Network and the Lesbian, Gay, Bisexual and Transgender Staff Network. In addition, the University was ranked in the top 100 employers for lesbian, gay and bisexual (LGB) staff in Stonewall s Workplace Equality Index 2011. Information if you have a disability The University welcomes applications from individuals with disabilities and is committed to ensuring fair treatment throughout the recruitment process. Adjustments will be made, wherever reasonable to do so, to enable applicants to compete to the best of their ability and, if successful, to assist them during their employment. We encourage applicants to declare their disabilities in order that any special arrangements, particularly for the selection process, can be accommodated. Applicants or employees can declare a disability at any time. Applicants wishing to discuss any special arrangements connected with their disability can, at any point in the recruitment process, contact, a member of Cambridge Judge Business School's HR team who are responsible for recruitment to this position, on (01223) 339637 or by email on hr@jbs.cam.ac.uk. Alternatively, applicants can contact the HR Business Manager responsible for the department they are applying to via hrenquiries@admin.cam.ac.uk. 7