Business Development Team structure
The Business Development team was merged with Product Delivery at the end of 2010
This paper sets out a proposal for the removal of two posts within the Business Development Team and some minor changes to roles within the structure
The current team structure is highlighted in the organigram below:
Brief description of roles within the team:
Roles and responsibilities are as follows:
Roles in Black: YHA Budget
Roles in Yellow: Identified as at risk of redundancy
Roles in Pink: Grant-funded
National Business Development Manager (NBDM) (1 x FTE)
Responsible for development and delivery of organisation-wide strategy for all YHA packaged products
Responsible for management of external relationships Statutory and Public Sector Funding consultants bodies
Responsible for tertiary sales (tickets, attractions, retail)
Business Development Assistant (1 x PTE)
Provides administrative support for Business Development team
Business Development Manager (2 x FTE)
Responsible for development of YHA packaged products
Responsible for development and management of partnerships with third party suppliers of activities and tertiary items
Product Delivery Manager (1 x FTE)
Responsible for line management of the Product Delivery Team
Responsible for the development, planning and delivery of a diverse range of activity and educational packages
Responsible for ensuring that the Operational Product Delivery Team work with other Central Services Departments on the development and delivery of packaged products delivering them to agreed targets
Resource & Referrals Manager (1 x FTE)
Responsible for line management of Referrals Team
YHA Designated Child Protection Officer responsible for safe guarding policy and training, Do it 4 Real referral process
Proposal is to change the job title and some elements of this job description to focus on development of programmes for young people with specialist needs
The post holder is currently working outside of his job description developing partnerships with third party referral agencies that will enable YHA to benefit from the devolution of funding to Local Authorities for young people of limited means
Deputy Product Delivery Manager (2xFTE)
Responsible for successful delivery of YHA packaged products
Responsible for sourcing, contracting and management of external activity providers
Responsible for comprehensive delivery of product familiarisation and relevant training for internal and external delivery staff
Develop and update Operations manuals for all packaged products
These roles currently operate on a very administrative basis. This work could be picked up by resource within the Operations Support Team.
Statutory & Public Sector Funding Manager (1 x FTE)
Responsible for identifying, applying and managing relationships with Statutory funders
Transport Co-ordinator (1 x FTE- grant fundedcontract to until March 2011)
Responsible for Do it 4 Real transport
Responsible for coordination of Comco groups
Environmental Education OfficerJohn Muir Coordinator (1 x FTE – grant funded untilcontract to September 2010)
Responsible for relationship with John Muir Award (Do it 4 Real & Comco)
Referrals Supervisor (1 x FTE – contract to September)
Responsible for line management of referrals assistants
Day to day responsibility for Do it 4 Real Referrals process
Referrals Assistants (4 x FTE – contract to September)
Responsible for administration and processing of Do it 4 Real referrals
Rationale for roles at Risk of redundancy:
Direct saving on wages based on proposed structure:
Statutory & Public Sector Fundraising Manager / FT / Nick Pritchard / £30,739 / No / 3 / £5,784Business Development Assistant / PT / Gwynneth Wragg / £10,182 / No / 9 / £7,049
Do it 4 Real Transport Coordinator Expenses (estimated) / N/AFT / Mark Bamber / £20,983£2,000 / £5,400 / 7 / £5,104
John Muir Award Coordinator Total saving / FT / Amy Boud / £21,00043, 921 / No / 4 / £4,655
Deputy Product Delivery Manager / FT / Clare Greenwood / £32,500 / £5,400 / 25 / £24,980
Deputy Product Delivery Manager / FT / Mandy Kiernan / £32,500 / £5,400 / 6 / £9,872
Referrals Supervisor / FT / Jane Roche / TBC / No / TBC
Referrals Assistants / FT – Temp / X 4 / TBC / No / None
Total
/ 11 / £147,904 / £16,300 / N/A / £57,444Business Development Assistant
Based on existing and expected work load, business development team does/will not generate sufficient administrative work to warrant the post of Business Development Assistant
Administrative support will be required specifically to compile product manuals, reports and to coordinate documents supporting project plans, however, the majority of this work is currently undertaken by the Operations Assistants. Having discussed with both the BD team and the PA to the Operations Director, I am confident that the team will be able to pick up additional work when required.
We expect that there may be a need to employ additional temporary admin support during the summer to support Do it 4 Real invoicing and some general administration. This will be paid for out of the Do it 4 Real budget
Statutory & Public Sector Funding Manager
It is likely that Rreevenue funding achieved in the 2009/10 FYfinancial year wwas (£0). Considering the economic backdrop, imminent general election and recent changes in Government, cuts in this sector are likely to be significant and the cost of this post would out weigh the benefit and a review of the sector, it seems that this challenging environment is set to continue
For these reasons, it makes sense for YHA outsource Wwork currently undertaken by the Statutory and Public Sector Funding Manager will be picked up by the Resource & Referrals Manager in line with the on a needs basis and fitting with the product development strategy. It is not likely that this will be required within the 2010/11 financial year
The NBDM will take responsibility for developing a range of fundraising consultants as required to ensure that we have the best opportunity to generate funds for development agreed by the Executive. It is not likely that this will be required within the 2010/11 financial year
Deputy Product Delivery Managers
The delivery team previously operated on a project basis, often delivering above and outside of their remit for example recruitment, training and health & safety. Whilst DI4R in some ways necessitated this, it is neither the most appropriate nor effective use of resource and work relating to other departments has now been reassigned
The Product Delivery function is partially grant-funded. Salaries will become a cost within the Operations budget from November 1st 2010. This poses a risk to the entire development structure as the two functions of development and delivery cannot exist without each other.
There is a need to replace these two roles with one role as per the overview below. Current post holders may apply and both may be happy to be deployed to work in hostels:
Activity Manager
Responsible for development & roll out of “in house” activities. Including, agreeing & producing generic / local operating procedures, training to ensure consistent delivery standards. Key relationship management, development and training of hostel & partner staff for John Muir Award, Duke of Edinburgh award and all activity related National Governing Bodies
An outline JD is attached (please disregard format)
The following roles relate directly to delivery of the Do It 4 Real programme and will not be required beyond 1st September 2010:
Resource & Referrals Supervisor*
Referrals Assistants
Transport Coordinator **
John Muir Award Coordinator
* The individual in this role has a wealth of experience and is keen to be deployed elsewhere in the organisation. I would highly recommend her as a very able Administration Manager and Customer Services Advisor
** The individual in this role would like to be deployed to work as a Hostel Deputy/Manager
Notes
The delivery team previously operated on a project basis, often delivering above and outside of their remit for example recruitment, training and health & safety. Whilst DI4R in some ways necessitated this, it is neither the most appropriate nor effective use of resource and work relating to other departments has now and will continue to be reassigned
The Product Delivery function is partially grant-funded. Salaries will become a cost within the Operations budget from November 1st 2010. This poses a risk to the entire development structure as the two functions of development and delivery cannot exist without each other. In order to make the team sustainable beyond the existing DCSF funding, the function needs to be assigned tangible targets that will enable an ROI calculation to be made
The proposed structure assumes that all other roles remain the same
YHA Role ProfilePage
Job title:Activities ManagerActivity Delivery Manager Grade: 3?
Reports to:Product Delivery Manager Salary : Grade: 3?
Location:NationalDepartment:DI4ROperations
Job Purpose Responsible for development & roll out of “in house”in house activities. Including, agreeing & producing generic / local operating procedures, training to ensure consistent delivery standards. Key relationship management, development and training of hostel & partner staff for John Muir Award, Duke of Edinburgh award and all activity related NGB’s. Neogotiation, contracting & management of all external activity partners.Key Role Responsibilitly and Accountabilities / Typical Knowledge, Skills and Experience / Behavioural Competencies
Develop generic & local operating procedures for all “in house”in house activities including all evening activity programmes
Train hostel staff in delivery of “in house”in house activity programmes, including all evening entertainments.
Develop process for monitoring of staff in delivery of “in house”in house activities
Establish & develop relationship with National Governing BBodies’’s and agree qualification levels appropriate to the level of delivery for of YHA “in house”in house programmes
Establish & roll out activity equipment management processes
Manage John Muir award relationship & train / support hostel & partner staff in delivery of JMA
Manage Duke of Edinburgh relationship & train / support hostel & partner staff in delivery of DofE
Support Hostel Managers & Product Delivery Managers in contracting of partner activity providers
Manage roll out of LOTC accreditation at YHA sites delivering curriculum-linked packages
Monitor performance of activity partners from quality & H&S performance and manage shortfall in either area
Provide activity briefings for internal colleagues
Complete DDA audit for all activities provided by YHA including partner provided activitiessales & marketing staff / Significant activity delivery related experience
Broad knowledge of variety of activities including AALA licensed
Team building type activity development knowledge
Experience in developing and delivering staff tTraining skills in activity delivery
“Soft skills” relating to “plan, do, review” process of activity delivery
Partnership development & management experience
Negotiation skills for working with partners
Influencing skills /
Business Perspective
Understands YHA /DI4Robjectives and ongoing initiatives.Plans ahead and works in a systematic and organised way
Monitors expenditure against set budgets.
Plans ahead and works in a systematic and organised way
Customer Service Orientation
Builds rapport and gives cheerful helpful serviceEstablishes customer needs
Meets and exceeds customer expectations
Takes personal responsibility for correcting problems
Innovative & Adaptive
Adapts and responds well to change
Makes suggestions for improvements in own work areaApproaches problems with curiosity and open-mindedness
Leading & Collaborating
Displays willingness to learn from others
Demonstrates confidence in colleagues abilities
Works cooperatively with others as opposed to working separately or competitively
Seeks contribution of people from different perspectives
Creates links between teams and departments to achieve objectives
Developing Performance
Welcomes new challenges as an opportunity to learn and explore concepts and ideas with othersProvides developmental feedback
Communicating
Provides clear concise information to others in a confident mannerListens carefully and asks questions to clarify meaning, seeking information before passing on elsewhere
Explains to people why they are doing things
Demonstrates awareness of appropriate body language when communicating