Specific Duties and Responsibilities ... - University of Hull



3880485-216535Job DescriptionJob Title:Conference and Sales ManagerFaculty/Department:Campus and Accommodation Services (Commercial Services)Reporting to:Assistant Director, Campus and Accommodation Services (Commercial Services)Duration:PermanentJob Family: AdministrationPay Band:8Benchmark Profile:Administrator Band 8DBS Disclosure requirement:NoVacancy Reference:CA0099RDetails Specific to the PostBackground and Context Campus and Accommodation Services was formed as a department in 2012 and is made up of Accommodation, Sport and Fitness Centre, Central Print Services and Commercial Services. Commercial Services is responsible for the provision of all conferences and functions, management of University halls of residence (2000 beds) and catering for students, staff, visitors and guests of the University.The catering operation at the Cottingham Road campus consists of a central main production unit which supplies six satellite catering outlets on campus, daily catering within the Myton Refectory and Jubilee Restaurant, and provides all University hospitality services. Hospitality Services include fine dining for members of the executive team, Council and Senate; food services for internal professional services and academic events; external conferences, corporate events, weddings and other events. Commercial services also manage and operate events in Middleton Hall, our performing arts venue, and work closely with all university stakeholders to optimise commercial activity. The post of Conference and Sales Manager is a new role created to lead and develop the conference and events team and the university conference strategy. The role will be responsible for the development of conference and event business leading up to, during and post the City of Culture 2017. It will lead in the sale, planning, organisation and delivery of events along with post event evaluation. A key role priority is to ensure a legacy from the City of Culture events programme in scale, process and standards which positions the department to provide a high quality service to all academic and commercial activity into the futureSpecific Duties and Responsibilities of the postThe Conference and Sales Manager will lead and develop the University’s conference and event activities including responsibility for initiating and developing new conference and event business to maximise revenue opportunities from University facilities and services outside of core academic use.A specialist in conference and business development, representing the University to external stakeholders as required, and acting as a key advisor to senior managers and staff on matters relating to conference and event business. The conference and sales manager will:Lead and develop the University’s conference strategy with the Assistant Director of Campus and Accommodation Services, along with the necessary action plans to achieve the strategic objectives. Emphasis is on delivery of the City of Culture business and creating a valuable legacy for the University of Hull.Responsible for initiating, developing and promoting new conference and event business, identifying opportunities for maximising revenue from facilities and services consistent with The University of Hull’s prime function as a place of education, learning, research and a place of residence for students.To lead, develop and co-ordinate the effective management and service delivery of the Conference Unit across the university’s multi-site operations via the operational team. To lead on and be responsible for the delivery of an exceptional and responsive customer service, maintaining consistent standards.To promote a positive image of The University of Hull and develop effective working relationships with all users of the university including internal clients.To make a positive contribution to the Campus and Accommodation Departmental Management Team in support of both academic and commercial aims and objectives.Other Duties & Responsibilities:GeneralTo oversee and co-ordinate the cost effective management and promotion of the university’s conference facilities and services.Accountability for financial processes and procedures within the Unit including; invoicing, preparation of annual budget submissions, monthly forecasts and periodic auditing to ensure compliance with financial regulations.To produce regular detailed analytical reports on the delivery of Conference Services including overall financial performance and the performance of individual projects and contracts.To develop and implement service level agreements and statements as appropriate and to identify opportunities for continuous improvement.To develop/update procedures and documentation ensuring that a regular programme of procedural auditing is undertaken.Prepare, deliver and review annual and medium term Marketing and Commercial development strategies and related Marketing Plans.To maintain market awareness, undertake market research and regularly review and benchmark pricing structure.Assist in the process of target setting and development of commercial aims and objectives.Ensure effective systems are in place covering client liaison and responding to enquiries, booking procedures, internal communications, service delivery and operational managementTo continually monitor and evaluate performance standards including customer feedback.To facilitate and support internal conference activities and high profile eventsTo liaise with senior staff and academics to assist them in hosting high profile conferences within their related fields while generating commercial revenue for the university.Administration of all commercial rentals including Hire of Facilities Agreements and invoicing. To be responsible for health & safety within the Unit including risk assessments and the development of procedures and associated training to ensure compliance with relevant legislation and corporate policies.GENERIC JOB DESCRIPTIONThe job duties and responsibilities listed below are intended to describe the general nature of the role. The duties and responsibilities and the balance between the elements in the role may change or vary over time depending on the specific needs at a specific point in time or due to changing needs in the department. Candidates should note that there may not be an immediate requirement to carry out all the activities listed below.Overall Purpose of the RoleThe role holder will:Be an experienced professional who is expected to exercise a significant degree of specialist and independent responsibility Have gained a professional and/or academic qualification and have extensive specialist experienceBe involved in planning and ensuring progress within established procedures and clearly defined university policy by providing a high level of specialist advice and expertise to support the Faculty or Departmental activitiesContribute to the longer term planning in accordance with the wider University strategyAdvise senior University management on policy, functional or service priorities and develop new procedures and polices within existing valuesThere is a requirement to plan and organise individual and/or team activity to integrate and coordinate work across different parts of the University, faculty or departmentMain Work ActivitiesCommunicationProvide specialist advice and guidance to managers and staffExplain new and existing policies in relation to operational activitiesCreate and deliver presentations to communicate information across Faculty/Dept/UniversityAttend meetings to report on specialist issuesTake formal minutes at meetings when requiredWrite formal documentationWrite procedural documentation TeamworkMay be required to supervise the work of othersProvides advice and guidance to other members of the team Liaison and NetworkingProactively develop and maintain internal and external contacts to benefit the UniversityParticipate in networks internally and/or externallyService DeliveryAssist in the preparation, presentation and implementation of the strategic plans and operating statements and ensure compliance with reporting requirements within the UniversityAssist with the effective management of the quality of the serviceAssist the Head of Department/Service to maintain administrative directionDevelop and manage projects that contribute to improving service deliveryDevelop and maintain systems and processes to ensure effective delivery of the servicePlanning and OrganisationCo-ordinate departmental processes in conjunction with senior colleaguesPlan and monitor the work of othersContribute to the longer term operational planning of the Faculty/DepartmentOrganise and service committees as appropriateOrganise and represent the area and University at events Analysis/ReportingAnalyse qualitative and quantitative data producing reports identifying key issues that inform management interventions. Formulate recommendations and provide advice on the implications of the dataAdditionally the post holder will be required to:Fulfil the employees’ duties described in the University’s health and safety policies and?co-operate with the health and safety arrangements in place within the department. May be required to undertake specific health and safety roles on request e.g. Display screen equipment assessor, departmental safety officer, fire wardenShow a commitment to diversity, equal opportunities and anti-discriminatory practices This includes undertaking mandatory equality and diversity trainingComply with University regulations, policies and proceduresCOMPETENCY SPECIFICATIONTo fulfil your role, you will need certain knowledge, skills and competencies. The following competency specification provides a framework within which your performance will be assessed. The interview assessment may include, for example, testing on IT skills. The Competencies set out below are essential and are core requirements needed to perform the role and any candidate who fails the requirement will not be taken forward for further assessment or to petencyIdentified byKnowledge and Experience Is a professional with proven experience in a conference office environment to include marketing and sales; budgetary control; staff management and customer serviceApplication/InterviewA relevant degree or equivalent qualification and/or experience.Application/InterviewCommunication (Oral and Written)Can demonstrate the ability to summarise complex ideas or information which may be highly detailed, technical or specialist.Application/InterviewTeamwork and MotivationCan demonstrate the ability to delegate work to others and/or help to build co-operation to deliver team results.Application/InterviewLiaison and NetworkingCan demonstrate the ability to work across the University and/or externally to build and strengthen working relationships. Actively pursues a shared interest and works jointly to influence events and decisions.Application/InterviewService DeliveryCan demonstrate the ability to adapt the service and systems to meet the needs of the customer and identify ways of improving standards. Takes action to resolve issues and complaints. Collates feedback and views from customers and keeps up to date with changing needs to inform service development/adjustments.Application/InterviewDecision Making Can demonstrate the ability to consider the wider impact of decisions, assesses possible outcomes and their likelihood. Uses judgement to make decisions with limited or ambiguous data and takes into account multiple factors. Distinguishes between the need to make a decision, when to defer and when not to take a decision. Application/InterviewPlanning and OrganisationCan demonstrate the ability to agree objectives and requirements for the team or area of operation. Monitors overall progress of project or area of operation and ensures corrective action is taken.Application/InterviewInitiative and Problem SolvingCan demonstrate the ability to gather information from a variety of sources to develop solutions and considers the longer term benefits against their chances of success.Application/InterviewAnalysis/ReportingCan demonstrate the ability to design and use data gathering and analytical methods appropriate for each investigation. Recognises and accurately interprets patterns and trends. Recognises when additional data is required and identifies appropriate sources. Produces reports and identifies key issues and findings.Application/Interview ................
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