ANNEX 4 - Royal Botanic Gardens, Kew



Section 1: Job Description Job Title:Operational Events Co-ordinatorPost No: 845/ 850Band: DJob family: Business and Professional ServicesDirectorate:Corporate Services Section/Dept. Estates: Customer Services and EventsNo. of Direct Reports:1No. of Indirect Reports: 4Reports to (Position):Estates Events & Customer Services ManagerJob Purpose: To develop, plan and implement set up and operational delivery of events and festivals at Kew and Wakehurst Place, in collaboration with Commercial Events, Festivals and F&F and other stakeholders – up to 700 events per annum.Ensuring the set up, delivery and decant of the events and festivals is compliant with legislation, planning constraints, health and safety, environmental standards and financial return.This one of 2 operational Estates Co-ordinators posts working in collaboration together with event stakeholders covering 7 days a week in and out of hours across 2 sites.Job Context: The post holder works in collaboration with Events stakeholders and Festival’s development and delivery teams to ensure compliance with standards and maximum benefit and income is achieved.Ensures health and safety and environmental standards are achieved and maintained. [Obtaining approvals from legislative bodies where required.]Provides technical input into the brief, design and implementation of the Event or Festival.The post is key to managing the risks associated with any design, construction and functional issues/ monitoring required.The post holder would typically participate in the planning and implementation of more than 700 events per year, all of which directly or indirectly continue to build the brand, reputation and generate income.Working with designers, suppliers and contractors. Accountabilities: Commercial Delivery and SupportDelivery of events across the two sites – some 700 events per year. Evaluate delivery after each event and this includes reviewing the event to identify any changes needed or problems that need resolution. This includes working a roster to attend both out of hours and weekend events where we manage contractors and check on delivery standards of our own team as well as problem solving any issues arising on the day. Management of pre-event checks, works and maintenance are done well in advance of event activity on the day [by Porter Supervisor].30%People ManagementSupport, manage and develop the Events team including designers, suppliers and contractors, to ensure effective delivery of events to meet legal and RBG standards. Manage and motivate by continual assessment and feedback which will lead to job satisfaction and help deliver high standards of performance.Management of the Porters Supervisor and Team, monitoring of their work, setting and meeting standards and ensuring they are trained and competent in Risk Assessments for activities they are delivering.5%Commercial Delivery and SupportEnsure Estates Events Risk Assessments and Method Statements for all aspects of the Teams work are current. As well as ensuring health and safety, environmental and legal documentation is completed by event coordinators and their contractors in advance of the event, is suitable and sufficient with no aspects missed to ensure overall event delivery is to RBG Kew standards. This includes production of routine H&S checks required for Festival/ Larger Events activity to be delivered by the portering team.30%Commercial Delivery and SupportManagement of physical assets required for event delivery including: regular, documented audits, maintenance inspections and checks and calibrations, to ensure standards and operational requirements are being maintained. This is managed on a daily basis by the Portering Supervisor but checked and audited regularly by this role. Any replacement equipment or hiring of resources needs to be done in line with DEFRA/Government Procurement Guidelines10%Customer FocusBuilding strong working relationships with Event leaders and their teams to building confidence between the parties which leads to successful event delivery. This would include communications to the business about events and any impact it may have on their operations, visitor attraction or the business. This role needs to monitor on a weekly basis the departmental Estates activity in the gardens [by Porter Supervisor] including their barriers, signage, etc in the public attraction to minimise the impacts on the day visitor and ensure brand and garden standards are met.15%Financial ResourcesOperate within budgets to ensure they are spent effectively to give value for money. Detailed logging of all tasks and resources, which is subsequently used to create Weekly Summary Data for both cross charging and statistics, which are included in Management Reports to the business [all tasks tracked across both sites].5%Commercial Delivery and SupportSupport Head of Section in innovation, continuous improvement and problem solving and delivery of projects to provide a timely and effective resolution for the business, whilst also adding value.5%Management of ResourcesFinancial Responsibilities: All staff are responsible for management of their own time and resources. . 1.Management of event equipment to the value of ?250k. Management of the event delivery team ?200k.2.Delivering events to the business with an income value that includes Commercial ?1.2m, and other stakeholders between ?2m and ?5m.Management of People 1.The operational event delivery team of x 3 event crew [7 days a week].2.Management of contractors, partners and stakeholders both in the events delivery and customer service for Estates on both sitesPosition within the Team: Estates Events & Customer Services ManagerEstates Events Admin/FinanceOperational Events Co-ordinatorOperational Events Co-ordinatorPorter Supervisor [contractor]Porters[contractors]Job Description Agreed Job HolderDate ............................................Line Manager (F7) or aboveDate ............................................(Signatures) Section 2: Person Specification Education and Experience EssentialMaths and English GCSEsSignificant experience of developing and delivering events and exhibitions involving the employment of contractors, to tight timescales and standardsProven experience of effective management and co-ordination of contractors associated with the delivery of events and exhibitionsProven experience of project managementExperience of delivering events in high volume public spaces or highly sensitive environmental sitesProven competence in Microsoft e.g. Word, Excel, Outlook, etcFull valid UK Driving LicenceDesirableQualification in Events Management, construction or proven management discipline Working knowledge of planning legislation and environmental standards appertaining to events and temporary structuresSafety qualification to NEBOSH certificate or IOSHH Managing safelyExperience both in running events both indoors and outdoors on various scalesHave a basic level of competence in a software mapping or CAD systemJob Specific Competencies – skills and abilities specific to the job Essential Self motivated and self directing, capable of working with the minimum supervision in terms of meetings standards and timescalesCapable of motivating and controlling contracted resources to deliver standards and timescalesHighly collaborative style to problem solving, building and maintaining strong working relationshipsTeam worker capable of motivating others and developing solutions to problems with othersGood verbal and written communication skills and capable of conversing directly with external customers, senior management and contractors under their controlA proven hands on practical approachDesirableAn electrical knowledge or background is desirable Kew Competency Framework: The Framework identifies behaviours required for roles at different levels. Which are the key competencies for this job? Select up to four essential competenciesCompetency Essential ()1.Leading and Influencing2.Developing High Performance3.Collaboration4.Thinking with Vision5.Making Effective Decisions6. Delivering Value for money7. Making things happen8. Delivering in Partnership9. Changing with Pace ................
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