Events Manager - Ref5405

Ref 05405

PositionPermanent
LocationGodalming
Salary£34000 to £38000
ContactRichard Creer


Now filled

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Events Manager
Godalming

Internal Relationships: Commercial Director, Charterhouse Club Team, Domestic Services, Grounds Team, Catering Team, Estates Team, Pupils, Members of the Teaching Staff, Designated Safeguarding Lead

External Relationships: Clients, Summer Temporary Staff, Contractors, Old Carthusian groups, Community Groups, Parents of Pupils at the School, BE Ltd and their representatives, Temporary summer staff

The School

Charterhouse was founded in 1611. The original foundation was at Suttons Hospital in London. The School moved to its present magnificent 250-acre site near Godalming in Surrey in 1872. Many of its buildings are Grade II listed. In addition to the main school buildings, there are 12 boarding houses, 4 girls halls of residence, and around 80 residential properties spread over the school campus and nearby town environs. There are over 800 pupils aged 13 to 18, all of whom, except around 40 day boarders, are boarders. Over 70 girls are admitted to the Sixth Form each year. The School enjoys outstanding cultural and sporting facilities and an enviable record of academic and all-round achievement. During vacations, the Schools facilities are used for commercial purposes to raise money for bursaries for gifted children. In total Charterhouse employs around 400 staff, 120 of whom are involved with the teaching of the pupils.

This is an exciting time to be joining Charterhouse. The School has recently announced its plans to move to full coeducation from the age of 13. We look forward to welcoming our first girls into Year 9 in September 2021. There will be girls in every year group from September 2023. Alongside coeducation, we are working on an ambitious development plan which will place Charterhouse as the leading coeducational School in the country.

The Role Overall Purpose and Key Responsibilities

Overall Purpose of the Job

The Events Manager is responsible for all aspects of the organisation and delivery of events and lettings within the School. The Events teams prime focus is with residential groups in the summer holidays, supplemented by a variety of one-off events such as concerts, weddings and occasionally filming/photo-shoots.
This unique role also includes the management of the Charterhouse Young Learners (CYL) Course, a boarding school taster experience for children (typically from mainland China) aged 8 to 12 years considering UK boarding education at senior school. The post-holder is responsible for all aspects of the organisation and delivery of this course, following transition from the existing post holder across the summer 2020.

Main Duties

Events Business Management

To oversee the day to day operation, management and administration of events, lettings and functions, delegating tasks as relevant and resources permit.
To ensure the department maintains appropriate administrative processes and procedures to effectively manage the event and lettings operation, the golf club competition administration at Charterhouse, web content management and social media.
To ensure the client contracts stay up-to-date with legislation and any School-specific requirements such as Safeguarding, Health and Safety, insurance, etc.
Assisting the Commercial Director with filming:
understanding the agent fee structure (if film library or agent involved) before any quote is made. Ensuring all fees are paid directly to Charterhouse and not held in an intermediary account.
liaison with initial contacts for film/tv and photo-shoot by scouts, the visits by Location Managers and the Production teams
agreeing related scene and unit-base arrangements
liaison with the School in good time to ensure all affected parties are aware of the requirements so that changes may be negotiated with the incoming team/unit
ensuring pre-payment is received in full in advance of any vehicles arriving on site
support the Commercial Director in the supervision of all filming activities including get-in, filming and get-out
Support the Commercial Director with financial planning including departmental budget setting, residential and event budgeting, departmental cost control, monitoring LER as the year progresses.
Key point of contact for the Senior Heads of Departments (SHoDs) team requiring information about the Events programme for their own forward planning (and vice-versa).
Responsible for the health & safety management and safeguarding considerations at residential and one-off events.
To embrace and promote the lettings programme and services offered by the School:
This includes an interface with the Foundation Department which needs to be kept aware of Old Carthusian (OC) sports arrangements on the campus, currently managed by the Events team.

Chinese Young learners Course (CYL)

Generate the CYL financial planning information for the Commercial Director: budget setting, managing resources towards achieving the targets, monitoring LER as the year progresses.

To liaise with the Schools partner in China for the marketing and sales of places to students.
To recruit all necessary UK based staff for the successful and efficient delivery of the CYL Courses and support the HR department in the administration of this function.
To oversee the day to day operation, management and administration of the CYL Courses.
To support the agent in China with the students visa application process.
To book and coordinate all student trips and related transport.
Purchase all support materials including teaching, 1st Aid, House items etc.
Liaising with the CYL Course Director to determine the course structure and academic timetable.
Coordinate all relevant staff training for CYL staff.
Manage staff leave during the course to ensure sufficient cover is maintained at all times.
Support the Course Director and House Mistress in their roles during the course.
Review and update the CYL Policy Documents prior to April each year so that the partner in China can implement the most up to date Parent and Child information documents in good time.
In conjunction with the Course Director and teaching staff create the risk assessments for the activities occurring during the CYL course.
Welcoming the children and the attending Chinese staff helping them to settle down as quickly as possible.
Responsible for the health & safety management and safeguarding considerations throughout the CYL courses.

Internal/External Relationships

To provide support for the Commercial Director.
To ensure the Events department builds and maintains good working relationships with the Support Heads of Department (SHoDs) and their teams to achieve required events support.
To ensure the Commercial Director is aware of issues that may impact the Events departments ability to book out a facility, which in turn may impact the teams profitability results.
To be proactive in developing and maintaining good internal communications with the academic staff impacted by the Events business.

Administrative Duties

To effectively manage incoming mail and e-mail communication by drafting responses, providing supporting information and ensuring deadlines are met.
To generate draft profitability calculations against new enquiries and repeat future business for the Commercial Director to agree.
To produce high quality reports using the schools chosen systems and software.
To ensure all groups are invoiced accurately, paying particular attention to the Enterprises/School split and VAT guidelines.
To ensure invoices issued to our China partner are accurate, and paid on time.
Follow School guidelines for using the business credit card (where relevant).
To ensure relevant clients provide requested information about its safeguarding procedures and controls and ensure these are passed to the schools Designated Safeguarding Officer.
To agree with the Commercial Director the marketing strategy for the Events department and to implement that strategy using departmental and School marketing resources.
Follow the schools guidelines with regards to personal data and the GDPR.

Other

To provide duty management cover for events, lettings, functions and CYL as necessary including evenings, early mornings, weekends and the school holiday periods.
Liaise with the Commercial Director with regards to staff management of events and particular in managing film/TV/photo-shoot enquiries and bookings.
To accept and embrace delegated responsibility for all areas of health and safety under the provision of the Health & safety at Work Act 1974, School Health & Safety Policy and any other subsequent and/or relevant legislation or Code of Practice in respect of the operation of lettings and functions.
To carry out such other tasks deemed necessary and reasonable within the Enterprises business at the Commercial Directors discretion.

Person Specification

Relevant Experience/Knowledge & Qualifications

ESSENTIAL
Proven track record in the management and delivery of events
Previous experience in a customer facing role at a senior level
A good standard of general education but with high level of English and maths
Proven experience in contract negotiations and management
Proven experience in budget setting and cost management
Proven experience in staff management/leadership
Sound working knowledge of Microsoft Office applications
Sound knowledge of marketing and social media
A good understanding of assessing health and safety issues, taking action to reduce risk and writing risk assessments
To hold or become a Personal Licence holder in accordance with the Licensing Act 2003

DESIRABLE
Events Management or other industry relevant qualifications/training
Experience in hospitality sector
Experience in developing and managing social media campaigns
Experience in designing and managing web content
Valid certificate in First Aid at Work (HSE Approved)
Either written or spoken Mandarin

Personal Competencies / Skills

ESSENTIAL fit as this is a hands-on and active role
Ability to communicate effectively at all levels
Ability to manage a team of people under direct and indirect responsibility
Ability to work proactively and independently
Able to work quickly and calmly whilst under pressure
Enthusiastic and self-motivated
Outstanding organiser
Highly adept at problem solving
Thrives on attention to detail and a completer-finisher
Reliable and trustworthy
Ability to maintain effective working relations with the members of the public, School staff and Charterhouse Club

Heads of Terms

Special Working Conditions

The core hours are 37.5 hours per week based on a 5 day working week over seven days as required to fulfil the duties of the post. Due to the nature of the work involved, hours of work will be agreed with the Commercial Director to reflect the demands of the business at the time, and will require evening and weekend working including occasional late night working after midnight. Public holidays may be working days for which time off will be given in lieu.

Safeguarding

Working in a School environment, the jobholder is responsible for promoting and safeguarding the welfare of children and young persons for whom they are responsible or with whom they come into contact and are expected to adhere to and ensure compliance with the Schools Safeguarding Policies at all times. If, in the course of carrying out the duties of the post, the Job Holder becomes aware of any actual or potential risks to the safety or welfare of children in the School they must report any concerns to the Schools Designated Safeguarding Lead.

Benefits of Employment

Salary - £38,000 depending on skills and experiences

Holiday 25 days per annum/pro rata plus 8 statutory bank holidays (annual leave may not be taken in July or the first two weeks of August)

Benefits Membership of the Charterhouse Club (sports centre)
Inclusion in Personal Accident Insurance Cover
School lunches are usually available throughout the year (except when School closes)
Death in Service Benefit
Contributory Pension Scheme

Benefits subject to eligibility criteria:
Subsidised membership of School Golf Club
Cycle to Work Scheme
Childcare Voucher Scheme

Notice 2 weeks during probationary period (6 months).

Once the appointment is confirmed both parties are required to give at least 4 weeks notice.

Application Process

Application

Applications should be made in accordance with the Schools application and recruitment procedures (available on the website) and emailed to Agata Scott-Hubbard, Human Resources Manager at [email protected]

Applications will only be accepted from candidates completing the form in full, together with a supporting CV. CVs by themselves will not be accepted in substitution for completed Application Forms in the absence of good reason.

Interview and Selection Process

If you are invited to interview this will be conducted in person and the areas which it will explore will include suitability to work with children.

Interview outline:

- Selection Interview (w/c 9 December 2019)
- Second Interview (w/c 16 December 2019)
- Tour of the School
- Presentation

Closing date for applications is
1 December 2019

All successful job applicants will be required to undertake a Criminal Record check and to undergo child protection screening.







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