Job Description

Job info	Job info details
Job title	Events Officer
Strategic team/Directorate	Pride in Place Directorate
Service	Culture and Events
Business unit	Events
Responsible to (day to day issues)	Senior Events Officer
Accountable to (line manager)	Senior Events Officer
Salary grade	G
JE ref	JOT116

1. Key purpose of job

Ensure good quality events in Torbay. By providing information to event organisers, reviewing all event applications as they come into the Council's Apply4 event application system, deal with any issues, take to the Service Lead for agreement and the Public Safety Advisory Group (PSAG) for support, and communicate effectively with event organisers, in line with the English Riviera Events Strategy.
Attend significant and agreed events in an advisory capacity to safeguard the Council’s liability.
Work on the planning and delivery of, in-house events such as Bay of Lights Illumination trail, English Riviera Airshow, Remembrance Sunday and others as and when required and ensure civic functions, events, and festival are promoted in the most appropriate way.
Deliver income generation elements of the service such as land hire, markets, fairs, and circuses, banner sites, poster sites and develop new ideas for income generation.
Plan and deliver Civic events as per the SLA with the Mayor.

2. Anticipated outcomes of post

An increase in quality events as provided by the Council, national and local organisations and partner groups to the benefit of the local economy, tourism and employment in Torbay.
Increased provision of, level of quality, and participation by the public in cultural activities, civic functions, festivals and events.
The development of good quality, sustainable headline and feature events across Torbay.
Good quality circuses, fairs and markets operate in a sustainable way in line with health and safety legislation and generate good levels of income for the council.

3. List key duties and accountabilities of the post

To work to an agreed work programme for events and activities and support the future development and delivery of Torbay Council’s, the community’s and the commercial events programme in line with the English Riviera Events Strategy.
To be a point of contact for the management of events on Council land, including processing event applications and liaising with client groups and organisations to ensure all event related paperwork (Event Management Plans, health and safety plans, risk assessments etc) are complete in good time before events are staged.
To monitor events and event sites to ensure that events are staged in a safe and carefully planned way, liaising with Torbay Public Safety Advisory Group, Licensing team and other related entities. As well as the monitoring of cultural activities, civic functions, events and festivals.
To monitor event site services, ensuring they are of a high quality and meet the needs of the site users, in collaboration with the Swisco Green Spaces Team.
To ensure events booking information on the Council’s website, the Apply4 booking system and related forms are up-to-date and user friendly.
To support the development of knowledge and expertise amongst organisations and partnerships to deliver cultural activities, events and festivals in Torbay including through the English Riviera Events Collective.
To oversee the provision of event space hire in Torquay and Paignton town centres (known as the town diary), liaising with those wishing to hire space, as well as the lead officer and those in Licensing, where necessary.
To support the procurement and delivery of circuses, fairs and markets and similar (Big Wheel, up-side-down house) on Council land, and to ensure that these are run in accordance with Council guidelines, health and safety legislation, and with the sensibilities of certain locations in mind.
To promote and manage the poster and banner site operation run by the Events Team.
To liaise with and support the Mayor for Civic Events as agreed in the related SLA.
To work with the Marketing support team and Admin. Support to ensure that all specific cultural activities, civic functions, events, and festival are promoted in the most appropriate way.
To undertake special projects as required by the Culture and Events Service Lead.
To ensure health and safety, including the safety of children and vulnerable people are at the forefront of all actions in dealing with event delivery.
As an Employee of Torbay Council all roles are expected to work in a way that ensures vulnerable children and adults are safeguarded and report any safeguarding concerns in accordance with established policies and procedures. The Designated Senior Lead for Safeguarding is the Chief Executive and Director of Children’s Services.

4. Budgetary/Financial Responsibilities of the post

Responsibility for budget area relating to individual projects and equipment spend as agreed with the Senior Events Officer or Service Lead.

5. Supervision/Line Management Responsibilities of the post

The post holder may have responsibility for the recruitment and supervision of casual staff, trainees and volunteers who will have been brought into support specific activities.

6. Working environment and conditions of the post

A working day will usually involve desk work and some meetings. Occasionally meetings and monitoring work will occur in the evening or at weekends. Meetings are primarily held out of the office as will be with outside organisations or groups of volunteers.
Attendance at activities will necessitate working at different locations and venues, some of which may include outdoor working and in different weather conditions.

7. Physical demands of the post

Some manual handling and physical exertion required related to the service area.

8. Specific resources used by the post

Events related equipment.
Council vehicle usage.

9. Key contacts and relationships

External

External.
Cultural organisations.
Festival organisers.
Event organisers including commercial event organisers.
Culture and Heritage Agencies.
Funding and Lottery Distributors.
Culture Board and Forum.
Torbay Development Agency inc. Facilities Management Team.
English Riviera Tourism Company.
Town Centres organisations.
Higher and University Education providers.
Health and Well-Being partners.
Cultural sector providers.
Voluntary sector partners.
Community groups.
General visitors and targeted audience groups.
Contractors.

Internal

Council officers.
Multi-agency groups i.e. PSAG.
Swisco inc. Highways Team and Green Spaces functions.
Parking Services Team.
Elected members.
Procurement Team and Legal Team.
Health and Safety team and Licencing team.
Communications Team.

10. Other duties

To undertake additional duties as required, commensurate with the level of the job.

Other Information

All staff must commit to the Workplace Equality, Diversity and Inclusion Practice and Policy.
Torbay Council is committed to safeguarding and promoting the welfare of children and applicants must be willing to undergo the checks appropriate to the post applied for.
The post holder is expected to work in a way that ensures vulnerable children and adults are safeguarded and report any safeguarding concerns in accordance with established policies and procedures. And are aware that the Chief Executive and the Director for Children's Services are the Safeguarding Leads for the Council.
This post is office based at Tor Hill House but the post holder may be required to move their base to any other location within the Council at a future date.
The post is eligible for both hybrid working.
You will be asked to complete a Criminal Records Self Declaration Form. Criminal convictions will only be taken into account when they are relevant to the post. You will only be asked to disclose ‘unspent’ convictions.
The Council operates a Smoke-Free Policy and the post-holder is prohibited from smoking in any of the Council's buildings (including Council owned and Council leased buildings, but excluding designated areas in residential schemes), enclosed spaces within the curtilage of buildings, and Council vehicles. The Council does not permit smoking breaks within work time, however, in services where the flexi-scheme is in operation, employees may take reasonable break times outside of core hours, in accordance with flexi-time arrangements. Employees should follow the flexi-scheme procedure for agreeing time away from their duties in the normal manner with their immediate colleagues and line manager, with break start and finish times being recorded, as with any other break-time arrangement.
The post-holder is expected to familiarise themselves with and adhere to all relevant Council Policies and Procedures.
The post-holder must comply with the Council’s Health and Safety requirements as outlined in the H&S policy appropriate to the role.
The post-holder must be committed to the Council’s Core Values for employees – “Torbay Council employees are committed to being forward thinking, people orientated and adaptable - always with integrity”. Evidence will be sought during the probation and appraisal processes.
If this post is customer facing, it will require the ability to fulfil all spoken aspects of the role with confidence and fluency in English.
If you are required to access a government system such as HMRC, DWP or The Public services network (PSN) as part of your role with the Council you will be required to complete a basic disclose with your line manager before you can access these systems. Your manager will be required to complete a verification form that confirms your identity, nationality and immigration status, employment history and unspent convictions (third party).
If you are required to use your own vehicle on Council business or drive a council vehicle you will be asked to provide information on any driving endorsements by accessing gov.uk/view-driving-licence and providing a code to your Line Manager in order to share your driving licence information with the Council.

Person Specification

Note for Candidate

All Candidates

The supporting statement on your application form will be used to assess ability to meet the essential requirements of the role, so you should explain how you meet each of the numbered essential requirements within your supporting statement. In a competitive situation, the desirable criteria may be taken into consideration, so you are encouraged to show how you also meet each of the desirable criteria.

Candidates who consider that they have a disability

Reasonable adjustments will be made to the job, job requirements or recruitment process for candidates with a disability.

If you consider yourself to have a disability you should indicate this on your application form, providing any information you would like us to take into account with regard to your disability in order to offer a fair selection interview.

Where ever possible and reasonable we will make adjustments and offer alternatives to help you through the application and selection process.

If you have indicated that you have a disability on your application form you will be guaranteed an interview if you clearly demonstrate in your supporting evidence how you broadly meet the essential requirements of the role.

Job info	Job info details
Job Title	Events Officer
Strategic team/Directorate	Pride in Place Directorate
Service	Culture and Events
Business unit	Events

Skills and effectiveness

Essential skills and effectiveness

Effective communication skills and the ability to communicate well at all levels.
Proven ability to coordinate and manage people, where necessary, as part of an events team with confidence.
Ability to manage events from concept to delivery including production of Event Management Plans (EMPs) to the highest standards.
Ability to effectively use action plans to deliver “live actions” which are productive.
Personal effectiveness in developing and fostering partnerships with contracted service providers and external agencies.
Ability to prioritise workload and managing personal time to enable productivity.
Ability to work towards agreed deadlines which can change at short notice so adaptability is essential.
Proven ability in report writing using their analytical skills in interpreting data relating to performance management.
Ability to make effective rapid “event mode” decisions to enable the smooth running of events.
Ability to develop and foster effective relationships with a various external organisations and individuals in relation to events and activities.
Have the ability to work flexible and unsociable hours which are variable to secure a successful completion to the current event.
Have the ability and confidence to organise and take responsibility for the delivery of events.
Up-to-date knowledge of computer systems i.e. the ability to use software packages such as Microsoft Office (Including Project, Excel, Outlook, Word and PowerPoint).
Encompass effective and concise presentation skills when delivering presentations to peers, seniors and third party stakeholders.

Desirable skills and effectiveness

N/A

Knowledge

Essential knowledge

Knowledge of events, event spaces and how these work effectively in the production and organisation of events.
Knowledge of how to produce and write clear and concise reports using demonstrable analytical knowledge required when interpreting data relating to performance. management being able to provide effective recommendations.
Knowledge of how to make effective on the spot decisions which enables a successful smooth event.
Knowledge of how to develop and foster effective relationships with various external organisations and individuals with regard to events and activities.
Demonstrable knowledge of undertaking risk assessments along with continued dynamic risk assessments throughout an event.
Knowledge of health and safety legislation (including CDM 2015) and other event related guidance (such as Purple Guide).

Desirable knowledge

N/A

Experience and achievements

Essential experience and achievements

Experience of enacting and achieving productive action plans to develop events programmes.
Demonstrable experience of event management, from conception through to completion preferably from a local government perspective.
Experience of writing concise and complete Event Management Plans along with encompassing risk assessments.
Experience of working with casual staff, trainees and volunteers to achieve event aims and objectives.
Experience of working with external agencies to deliver participation in cultural activities, festivals and events.
Demonstrable ability of delivering external funding for projects.

Desirable experience and achievements

Experience in working with priority groups i.e. disabled, older people.

Qualifications/professional memberships

Essential qualifications/professional memberships

Educated to GCSE O Level standard or equivalent.
Events qualification or relevant strategic events experience.
Risk assessment qualification or considerable experience.

Desirable qualifications/professional memberships

Project management PRINCE 2.
NEBOSH qualification.

Other requirements

Other requirements of the job role

Demonstrates a commitment to safeguard and promote the welfare of children and young people.
Ability to carry out the physical requirements of the role including some manual handling.
Continuous access to transport will be required as the job entails travelling to multiple locations around the Bay and the public transport timetabling is unlikely to meet this requirement. For applicants with a disability as defined by the DDA the scope for reasonable adjustments will be explored with them as part of the selection process.
Ability to travel efficiently around the Bay/South West/UK in order to carry out duties, as the post will frequently work on-site at events and activities.
Ability to accommodate unsociable hours and shift patterns.
Ability to accommodate on-call working.