JOB DESCRIPTION – JOB REF – 35/16

JOB TITLE:EVENTS OFFICER

POST TYPE:TEMPORARY

DURATION:UP TO SIX MONTHS

This position is expected to be in place until end of February 2017.

DIVISION:BUSINESS SUPPORT & EVENTS

GRADE:SO

LINE MANAGER: EVENTS MANAGER

SALARY SCALE:£29,783 - £32,536

LOCATIONBELFAST. However, may be expected to travel within Northern Ireland and to the Republic of Ireland to fulfil the requirements of the post.

HOURS OF WORK:Normal working hours are 9am – 5.15pm – Monday to Friday. Due to the nature of some positions, there may be a requirement to work outside normal working hours.

ANNUAL LEAVE:Leave allowance is 25 days p.a. plus 12 Public and Bank Holidays.

GENERAL RESPONSIBILITY

The overall purpose of this role is to provide support to both the Director of Business Support and Events and the Events Manager with the Tourism Northern Ireland contribution in developing and delivering stand out Northern Ireland events through research and bidding to embed and sustain Northern Ireland’s standing as the home of great events.

MAIN DUTIES

The Job Holder will be responsible for the following areas and activities:

  • Contribute to the planning, co-ordination and implementation of a range of events from large scale global to national level, which are supported by Tourism Northern Ireland, by maintaining and enhancing the quality of relevant existing events and the development of new events which can meet the aims of the NorthernIreland Tourism Strategy (when published).
  • Network with event organisers and managers to assist with event bids maximising potential for stand out events in Northern Ireland.
  • Provide toolkits and guidance for programme organisers and advice on effective event management, marketing and delivery.
  • Provide project and financial support and advice regarding applications to financial assistance schemes.
  • Oversee and manage the events scheme application process in line with Tourism Northern Ireland Financial Assistance Procedures and TNI Financial Procedures.
  • Prepare work flows and critical path analyses and report to the Events Manager on progress against plans, highlighting issues of concern and remedial action.
  • Provide input to the development of Terms of Reference for external consultancy, liaising with project promoters and consultants when required.
  • Maintain knowledge of local policies and strategies which may impact on TNI Events Strategy activity.
  • Support the development of a new events grants call at various levels.

Stakeholder Management

  • Develop and nurture the management of stakeholder groups and individual relationships.
  • Work with key partners to deliver a step change, as well as further enabling TNI to grow its organisational reputation and credibility.
  • Liaising with Tourism Ireland where necessary in relation to Northern Irelandevents.
  • Develop and maintain networks of local event organisers across Tourism Northern Ireland’s key product portfolios.
  • Assist stakeholder group and sub groups including servicing meetings, monitoring delivery against project plans and co-ordinating group communications.
  • Organise and assist with Letter of Offer meetings to explain requirements of the funding process.
  • Organise and assist with appeals meeting and present to appeals panel if required.
  • Work with other Tourism Northern Ireland units to provide best guidance for NI event stakeholders.

Staff Management

  • Provide Line Management responsibilities forthe Events Team including motivation, coaching and Learning and Development.
  • Ensure that Unit activities are managed in line with Tourism Northern Ireland policies and procedures, and values (Respect, Expertise and Teamwork).

Finance Management

  • Assist in the management of the Events Unit budget portfolios, ensuring that resources are used effectively and in accordance with Tourism NI FinancialProcedures.
  • Liaise, review and provide feedback of Economic Appraisals and Economic Impact Studies from external consultants in relation to events.
  • Liaison between event organisers and consultants in relation to Economic Appraisals and Business Cases.
  • Assist in the administration of payments in line with Tourism NorthernIreland’s FinancialProcedures to related events.
  • Operate the Flexi-grant Grant Management System to administer funding, track and save information in relation toevents.

Brand Management

  • Provide input and assistance with regard to Tourism Northern Ireland’s brand presence at major events by liaising with the Unit, and external agencies to provide, deliver, install, remove and store promotional materials.
  • Liaise with external promotional material install agency to ensure accurate inventory and locations of branding materials.
  • Assist Line Manager in order to provide, procure and produce promotional material for indoor and outdoor events.
  • Work with external design agencies to design and produce a range of appropriate promotional material.
  • Liaise with event organisers to agree placing of suitable branding materials at each event.
  • Work closely with other units to ensure suitable branding at events and projects.

General

  • Act as a central point for internal communications on all matters pertaining to major events projects.
  • Provide briefing material and draft responses and reports as and when required by the Department, the Assembly or Tourism NI Senior Management Team within the specified timelines and in an appropriate format.
  • Contribute to the development of the Annual Unit Operating Plan, the achievement of tourism targets and promote corporate values and behaviours within the Team and across the organisation.
  • Maintain, store and dispose ofUnit records in accordance with TNI Policy including the use of the EDRM (Electronic Document Record Management) system.
  • Communicate with other Tourism Northern Ireland units, as appropriate, in relation to signature/hallmark events.
  • Any other relevant duties required by Tourism Northern Ireland management.

PERSON SPECIFICATION

ESSENTIAL CRITERIA–EDUCATION/QUALIFICATIONS & EXPERIENCE

  1. 3rd level qualification.

AND

  1. A minimum of 2 years’ project management experience within the tourism industry and within the public and/or private sector.

AND

  1. A minimum of 2 years’ events management experience and bidding processes within the tourism industry and within the public and/or private sector.

ESSENTIAL CRITERIA - Personal Effectiveness

The Job Holder will also possess a high standard of:

  1. Ability to liaise with and manage stakeholder groups (both internal and external).
  2. Excellent IT/Computer Literacy skills.
  3. Excellent Organisation and Communication skills – oral and written- including experience of developing and delivering presentations to a wide range of audiences.
  4. Sound negotiation and interpersonal skills.
  5. The ability to work within a team environment, on own initiative and take the lead where necessary.
  6. Sound organisational and planning skills including the ability to work to strict deadlines.

PREFERRED CRITERIA

  1. Two years’ experience (within the past 5 years) of working within the tourism or leisure industry.
  2. Experience of public sector tendering procedures and project management systems.
  3. A minimum of 2 years’ experience managing resources, including staff and budgets within the public and/or private sector.

ADDITIONAL INFORMATION

Applicants must also possess a current driving licence and use of a car for business purposes, or have access to a form of transport which will permit the applicant to meet the requirements of the post in full.

This is not an exhaustive list of duties and requirements. The nature of the organisation is such that it must respond to the dynamic environment in which it operates and the nature of duties, tasks, knowledge and skills required for this post will evolve and change in time. The Job Holder is expected to adapt to these changes and develop the role as a result.

TOURISM NI IS AN EQUAL OPPORTUNITIES EMPLOYER