ICC Wales - Events Manager - Maternity Cover

Celtic Manor Service Company Ltd Job Description DEPARTMENT ICC Wales POSITION Events Manager GRADE C REPORTS TO Head of Event Management 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.

POSITION OVERVIEW

Oversea the planning, preparation and communication of events. Ensuring standards, policies and procedures are being adhered to and that the aims and objectives of ICC Wales are being maintained. GENERAL Responsible for helping to maintain a customer-focused culture which support the values expressed in the Celtic Manor Service Company Ltd Ambition and the Celtic Manor Service Company Ltd’s business goals of profitability and service quality.

Establishes and maintain effective and positive relationships within the team as well as other departments. Complies with the Celtic Manor Service Company Ltd’s Health and safety, Hygiene policies as well as all other Celtic Manor Service Company Ltd policies and procedures. 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.

To ensure that resources are used effectively, minimising waste to protect our environment and to reduce costs. To perform related duties and special assignments as and when required. JOB FUNCTIONS Communication 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. Budgets Responsible for monthly, quarterly and annual budgets in conjunction with the Senior Executive team. Standards Responsible for establishing and maintaining all Standard Operating Procedures (SOPs) within their department(s), including but not limited to employee, customer, financial and health and safety objectives.

Controls Responsible for setting controls relating to the above set standards, enforcing these controls and taking appropriate action when necessary. Responsible for implementing key performance indicators for the department based on the controls devised. Structure Responsible for defining, implementing and maintaining a sound organisational structure within the department(s), focused on achieving the Celtic Manor Service Company Ltd and departmental goals and objectives.

Responsible for defining and documenting job descriptions and person specifications and managing the Human Resource aspect of the department in line with Celtic Manor Service Company Ltd standards. Team Responsible for the recruitment, management and the disciplinary process in conjunction with the Human Resources Department for all employees within the department(s).

Responsible for the welfare and wellbeing of all departmental employees, promoting the professional career development of the team. Responsible for ensuring that all staff appraisals are conducted routinely and effectively for all employees within the department(s) and that the results are actioned where required to ensure a personal development plan is set and maintained for each member of the team in the department.

Delivery 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.

To maintain a comprehensive knowledge of the venue and its capabilities in order to best advise clients on the logistical aspects of their events. To facilitate site visits during both the selling and event planning process. To attend client meetings during the sales process and once an event is confirmed to establish good client relationships and to ensure the client needs are fully understood.

To liaise fully with clients once an event is confirmed to establish all the necessary details of the event, including costs for services provided. To also provide advice and support to clients during the planning process, this can include things like Information technology solutions, branding, staffing and the design of conference and exhibition floor plans in accordance with relevant Health and Safety regulations.

To negotiate with service partners to keep operating costs to a minimum whilst still ensuring adequate cover is maintained. To manage the event during build up, open, and breakdown periods. To act as a main contact/liaison between the client and all departments working on the event, including an element of managing service partner staff.

To maintain good interdepartmental communications between Event Managers and the Technical, Catering, Sales and Marketing departments to ensure events are organised efficiently and effectively, required standards of services are maintained, and client’s requirements are met. To ensure that services provided and supplies purchased meet the required standards.

To ensure Celtic Manor Service Company Ltd budgets are met. To upsell additional items and identify income streams for events during the planning process in order to maximise event revenue. To ensure that the appearance and facilities at the Centre meet the required standards at all times in both front and back of house areas.

Overseeing liaison with other contractors or suppliers as necessary such as AV, security etc. To produce event close out information, summarising all additional costs to the client and other contractors in order for the Finance department to process invoices. To complete a comprehensive post event report and to identify action points during a weekly operations meeting.

To undertake activities and make recommendations in respect of to current procedures where necessary. To demonstrate knowledge of current Health and Safety legislation and have the ability to implement and adhere to them within a public service environment. To sustain a flexible and adaptable attitude to the work of the team.

To participate in all aspects of training and development as directed and to use all relevant learning opportunities to improve personal skills so as to improve the effectiveness and efficiency of service delivery. To contribute to the success of the team in meeting ICC Wales aims and objectives. The duties of the post requires weekend and evening work to meet the needs of the agreed programme of events activities and this is reflected in the salary of the post.

This job description is not intended to be either prescriptive or exhaustive, it is issued as a framework to outline the main areas of responsibility at the time of writing. Training Responsible for maintaining, setting and achieving training standards in conjunction with Human Resources and within set budgets. Leadership Responsible for the leadership of the team and individuals including frequent periods of internal/external customer contact to attain feedback on individual and departmental performance.

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 Celtic Manor Service Company Ltd and departmental goals and objectives and ensuring all employees are motivated to achieving these.

Responsible for conducting daily weekly and monthly strategic departmental meetings, minuting these meetings and distributing the minutes to the employees. Team Building Responsible for the development of individuals, whilst promoting the importance of team work, contributing to team building sessions both within and outside the Celtic Manor Service Company Ltd.

Checking 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. Evaluation 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. Innovation 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.