Job info |
Job info details |
Job title |
Senior Events Officer |
Strategic team/Directorate |
Pride in Place |
Service |
Culture & Events |
Business unit |
Events |
Responsible to (day to day issues) |
Service lead – Culture & Events |
Accountable to (line manager) |
Service lead – Culture & Events |
Salary grade |
I |
JE ref |
JOT112 |
1. Key purpose of job
- Lead the Events Team in the development and co-ordination of a multi-layered year-round programme of high quality sustainable cultural attractions, activities, festivals, music events, civic functions and other events in line with the Events Strategy and Destination Management Plan. Be proactive in strategy development (with the service lead and team) to bring Headline and Feature events to the area. Primarily focussing on events held on Council land, ensuring clear targets for event provision and income are met. As well as management responsibility for civic events, town centre activity, poster and banner sites, markets and attractions and working with the community to ensure support for events.
2. Anticipated outcomes of post
- The development of Torbay/The English Riviera as a multi-layered sustainable year-round events destination in line with the Events Strategy and the council’s ambition to become a premier resort.
- An increase in the number and quality of Headline and Feature (including commercial and non-commercial) events provided by organisations and partners who support the local economy, tourism and employment opportunities in Torbay.
- Good quality attractions, such as circuses, fairs and markets, operate in a sustainable way in line with the Events Charter and current health and safety legislation; and generate good levels of income for the Council.
- Agreed targets for provision, quality and income are met.
3. List key duties and accountabilities of the post
- To actively liaise with local, regional and national events organisers to create a multi-layered sustainable events offer, that animates the whole of Torbay year-round; evolving long-standing events and looking ahead to include on-trend events (including sporting events), towards the Council’s ambition of being a leading UK premier resort.
- To act as client liaison and monitoring officer for cultural activities, civic functions, events and festivals with a focus on safety and quality of product. Safeguarding the council’s liability and reputation and striving for excellence.
- To ensure that event sites and event site services are fit for purpose to meet the needs of the site users, in collaboration with Swisco and other officers.
- To oversee all (circa. 150) event applications and how they are managed by the events team via the Apply4 event management system. Including responses and permissions given within agreed, as set out, times.
- Lead liaison with the area’s Public Safety Events Group (PSAG) as well as other officers from teams across the Council and Swisco, such as Licensing Team, Environmental Health team, Highways Team where necessary.
- Lead for event income generation including writing grant funding bids, seeking out sponsorship opportunities and procurement of activities on council land in line with the Events Strategy.
- Ensure that all events staged on Council land (and civic functions) are produced in accordance with the Events Charter, and are of the highest level of quality; in accordance with current health and safety legislation (have appropriate Event Management Plans and risk assessments appropriate for the PSAG) and are equitable and accessible for all members of the public attending.
- Liaise with all potential incoming event producers to assess the suitability of events and attractions potentially being held on Council land in line with agreed criteria, in line with the updated events strategy and through the application process.
- Lead on procurement for activity on council land as necessary, including markets, circuses and fairs to be held on council land, ensuring a good level of income to the council and that operators sign up to the Events Charter and abide by current health and safety legislation; working with members of the Procurement Team and being aware of the sensibilities of certain locations.
- To be responsible for developing and the monitoring of specific cultural activities, attractions, festivals and event functions that are carried out through the various leasing and Service Level Agreements.
- Manage the events team effectively and utilise the available resources held within an agreed budget as set by the service lead.
- To undertake special projects as required by the Culture and Events Service Lead, including staging of Council owned and led events.
- Produce and update relevant agreed strategies, policies and procedures within the Culture and Events Team as required. Ensuring that these are available on-line and link to the on- line application process in order to make it easier for all parties involved to track progress.
- Manage and maintain the Torbay poster site and banner service. Overseeing the work of the responsible officer(s) in distributing posters and their administrative duties.
- Oversee the updating of the Council’s web pages and to make full use of all new technology where appropriate to ensure activities are being clearly communicated to the public. This being achieved through liaising with the Council’s communications team and other marketing support including ERBID, internal or external, where appropriate.
- To be present, as required, at key large scale events which are taking place on Council land and to help to ensure all health and safety compliance, traffic management measures and public safety measures are in place as required.
- To manage budgets for events, activities the operational activities including financial invoicing process for events held on council land, is undertaken in line with the Council’s financial procedures.
- To monitor participation in activities and to undertake ongoing assessments of the impact of the resources deployed. Ensure a summary report for all events is produced.
- To deputise for the Culture and Events Service Lead when required.
4. Budgetary/Financial Responsibilities of the post
- Responsibility for Events team budgets in liaison with the Head of Service.
- Responsibility for tracking and keeping records of all financial spend within the service’s events section, including refunding of money where appropriate.
5. Supervision/Line Management Responsibilities of the post
- Line management responsibility for the Events Officers and any support officers.
- The post holder will have responsibility for the recruitment and supervision of casual staff, trainees and volunteers who 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. Meetings and event monitoring work will occur in the evening or at weekends, primarily, but not exclusive to, the spring and summer. Meetings are primarily held out of the office as they 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.
- Occasional handling of event income (cash).
9. Key contacts and relationships
- External:
- Cultural organisations
- Festival organisers
- Event organisers
- Community volunteers and volunteer event organisers and supporters
- Culture and Heritage Agencies
- Funding and Lottery Distributors
- Culture Board and Forum
- Torbay Development Agency inc. Facilities Management Team
- Swisco inc. Highways Team and Green Spaces functions
- English Riviera Tourism BID 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
- Parking Services Team
- Elected members
- Procurement Team and Legal Team, Contracts team
- Council Health and Safety Officer
- 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 Equal Opportunities and Anti-Discriminatory Practice.
- 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.
- This post is office based at Torre 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 and permanent home working.
- 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 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.
- 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).
- 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.
- As this post meets the requirements in respect of exempted questions under the Rehabilitation of Offenders Act 1974, all applicants who are offered employment will be subject to a criminal record check (Disclosure) from the Disclosure & Barring Service before the appointment is confirmed. This will include details of ALL cautions, reprimands or final warnings as well as convictions, whether “spent” or “unspent”. Criminal convictions will only be taken into account when they are relevant to the post.
- 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.
- As this post meets the requirements of the Immigration Act 2017 (part 7) the ability to converse at ease with members of the public and provide advice in accurate spoken English is essential for the post.
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 |
Senior Events Officer |
Strategic team/Directorate |
Pride in Place |
Service |
Culture & Events |
Business unit |
Events |
Skills and effectiveness
Essential skills and effectiveness
- Effective communication skills and the ability to communicate using all mediums from verbal to email and other electronic media.
- Ability to successfully manage people as part of an events team and work effectively with, and at times influence, external organisations and event organisers. With a proven ability to switch management skills fluidly when dealing with staff and third parties at the same time or in succession of each other.
- Ability to act as Client Manager and delivery manager for events from their concept to its delivery, including the ability to produce Event Management Plans (EMPs)and oversee operational activity on event days.
- Ability to oversee, deliver and evolve (event) strategies.
- Proven ability to develop on-going partnerships with event organisers and contracted service providers and any other internal and external agencies.
- Ability to prioritise workload and management of own personal time.
- Able to manage the team’s budgets and keep budget spreadsheets for projects.
- Ability to work towards agreed deadlines.
- Ability to write and produce clear and effective reports to include the ability to collate and analyse data relating to measurable performance management.
- Ability to make effective rapid, considered and safe “event mode” decisions to enable the smooth and safe running of events.
- Able to work flexible and unsociable hours.
- Proven track record in writing successful grant funding applications and seeking sponsorship funding for events.
- Organisational skill and the ability to take responsibility for the delivery of events.
- Effective presentation skills.
- Ability to form strong relationships with suppliers, partner organisations, internal officers and officers in the council’s wholly owned companies.
- As this post meets the requirements of the Immigration Act 2016 (part 7), the ability to converse at ease with members of the public and provide advice in accurate spoken English is essential for the post.
Desirable skills and effectiveness
- Demonstrable ability to development and resource large and medium events, including income streams.
Knowledge
Essential knowledge
- Knowledge of events and event spaces and how these should be effectively and safely set up.
- Report writing and ability to analyse data relating to performance management, especially in association with the events strategy.
- Working knowledge of how to develop relationships with external partnerships and agencies along with individual vendors in relation to all aspects of events management.
- Knowledge of risk assessments and dynamic risk assessments.
- Up to date knowledge of current health and safety legislation (including CDM 2015) and other event related guidance (such as Purple Guide).
- Knowledge of sources of grant funding and how to successfully navigate the grant funding application process of key funding providers.
Desirable knowledge
- Knowledge of air show and light installation and outdoor light show event related legislation.
- Knowledge of event funding sources.
Experience and achievements
Essential experience and achievements
- Experience of management of large, medium and small scale events.
- Experience of proactively bringing commercial and non-commercial events to a destination, and working with the event producers to make these events sustainable, and ensuring an income to the council.
- Experience of writing Event Management Plans and undertaking risk assessments, both overarching and dynamically.
- Experience of working with and managing casual staff, trainees and volunteers.
- Experience of working with external agencies to deliver participation in cultural activities, festivals and events.
- Demonstrate ability to secure external funding for projects, including grant funding and sponsorship income.
Desirable experience and achievements
- Experience of event management as part of a local government team.
- Experience in working with priority groups i.e. disabled, older people.
- Experience of working with partner groups to deliver a year-round multi-layered sustainable events strategy.
Qualifications/professional memberships
Essential qualifications/professional memberships
- Educated to Degree level standard or equivalent or demonstrable work related experience which can be verified.
- Health and Safety Level 3 qualification.
- Risk assessment qualification or considerable experience.
Desirable qualifications/professional memberships
- Project management PRINCE 2.
- NEBOSH qualification.
- Event Management qualification and/or professional membership subscription to relevant body.
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.
- Able to accommodate unsociable hours working.
- Ability to travel efficiently around the Bay/South West/UK in order to carry out duties.
- Ability to accommodate unsociable hours.
- Ability to accommodate shift patterns.
- Ability to accommodate on-call working.
- Ability to accommodate occasional home-working.