Head of Event Management

To take on a senior role within the Event Management Team, taking on the more complex and high profile events in the calendar. To liaise with and advise clients leading up to the event and to be on hand to help problem solve and assist your team whenever required, being their first point of contact for any issues or concerns. To ensure that the agreed standards are enforced and maintained amongst the team.

1. Responsible for helping to maintain a customer-focused culture which support the values expressed in the Collections Ambition and the Venue's business goals of profitability and service quality.
2. Establishes and maintain effective and positive relationships within the team as well as other departments.
3. Complies with the Venue's Health and safety, Hygiene policies as well as all other collection policies and procedures.
4. Report all situations that may present a danger to guests or staff immediately to the relevant people and take action to rectify the situation if possible.

5. To ensure that resources are used effectively, minimising waste to protect our environment and to reduce costs.

1. To perform related duties and special assignments as and when required.

Support for the maintenance, security, computer systems, cleanliness and appearance of the department(s), both front and back of house.

To actively work toward achieving all budgeted and individual targets as set by Venue Director

To conduct professional show-rounds of the venue facilities.

To attend relevant training courses as required.

To perform related duties and special assignments as required.

Note:

This job description in no way states or implies that those duties listed below are the only ones to be performed by the employee occupying this position. Employees will be required to perform any other job-related duties assigned by their relevant Manager.

Responsible for communication through effective writing, speaking and listening skills.

To encourage employees to actively participate in our progress through decision making and ideas.

Responsible for regular dissemination of information which is to encompass organisational and individual activities.

Responsible for having an awareness of the monthly, quarterly and annual budgets and sharing progress with the team,

Responsible for helping to establish and maintain all Standard Operating Procedures (SOPs) within their department(s), including but not limited to employee, customer, financial and health and safety objectives.

Responsible for setting controls relating to the above set standards, enforcing these controls and taking appropriate action when necessary in conjunction with Venue Director.

Responsible for ensuring all equipment, tools and supplies are available and maintain relationships with the suppliers of the equipment, tools and supplies.

Responsible for the maintenance, security, computer systems, cleanliness and appearance of the department(s), both front and back of house.

Responsible for delivering the product in accordance with set standards, exceeding the internal/external customer expectations.

Support for ensuring all equipment, tools and supplies are available and maintain relationships with the suppliers of the equipment, tools and supplies.

To liaise effectively and concisely with external event organisers, offering best advice.

To ensure that all departments have a clear and thorough knowledge of the client requirements.

Arrange pre-event meetings where necessary and introduce client to key personnel.

To up-sell all facilities in order to work towards achieving financial budget for the resort.

To ensure that all risk assessments, and health and safety documents are in place for the event, are passed to H&S office and sign complete.

To ensure that all EO's for the forthcoming week are issued as per ICC standard.

To issue amendments to the original EO and ensure that all departments are aware of the changes.

To attend weekly EO meeting to discuss your events.

To arrange a handover of the event file with the co-ordinator within 24 hrs of receiving a file and then contact the client and introduce yourself within the following 24hrs.

To ensure that all files have the following information before accepting the file from the co-ordinator

Proposal to client

Signed contract

Proforma invoices

Completed 'Application for credit' or credit facilities already set up

Deposit payment

To demonstrate to the client your thorough knowledge and concern for the event - so that the client can rely on your expertise.

To ensure Ungerboeck is used to log all contact with client i.e calls, letters, e-mail.

To ensure the bookings being event managed are valued on a regular basis and the value of the bookings are amended accordingly.

To ensure deposits are collected as per the contract and as per the level of credit granted to the client.

To ensure all information pertaining to the client and their event is recorded in Delphi including calls, emails and letters received or sent.

Support for delivering the product in accordance with set standards, exceeding the internal/external customer expectations.

To be available throughout the event and handover to Operations when off site.

To upsell all facilities in order to work towards achieving financial budget

To verbally brief Operation and supervisors each day on the event detail.

To ensure event works within risk assessment and H&S guidelines. To ensure all required H&S paperwork is received in a timely manner and share with H&S team.

To issue amendments to the original EO and ensure that all departments are aware of the changes.

To ensure we have a completed post event survey from the client.

To complete the Event Debrief document so that all departments may view the event feedback.

To liaise with Credit Controller regarding the final account to ensure that this is accurate and approve invoices before they are sent out.

To deal with any queries that the client may have ensuring information is passed to the credit controller.

To work with the Sales Manager and arrange Debrief Meetings with clients ensuring detailed feedback is collated from the event and shared with the Resort operational teams.

Responsible for maintaining, setting and achieving training standards in conjunction with Human Resources and within set budgets.

You will also be responsible for internal/external complaint handling, for feeding back information to employees in a positive and constructive way. Also, providing solutions.

Responsible for communicating the overall venue and departmental goals and objectives and ensuring all employees are motivated to achieving these.

Responsible for gathering information as required by the appropriate controls in place to determine achievement of key performance indicators. These controls include customer feedback, employee feedback, management feedback, financial performance and any other as required.

Responsible for compiling periodic reports based on the checking process.

Responsible for analysing the information and applying management skills to determine outcomes, documenting these outcomes in the reports and communicating and distributing these reports within the department, to other departments and to Senior Executives.

Responsible for taking the results of the evaluation and implementing changes to ensure continuous innovations and improvements are made within the department.

Responsible for implementing these changes, communicating the changes as required, following up on the changes ensuring all controls and checking processes are in place to evaluate the success of the changes made.

Responsible for monthly reporting on the success of the changes made.