Oxford City Farm - Job Description/Tender

Oxford City Farm - Job Description/Tender

Position/Opportunity: Events Co-ordinator

Responsible to:Oxford City Farm Trustees

Responsible For: Oxford City Farm event volunteers

Location:Home based/remote, with the event taking place at Oxford City Farm

Background:

Oxford City Farm is a small urban farm, based in the heart of Oxford. Our vision is to empower communities to learn and work together to produce food locally and live healthy, enriched and sustainable lives. For the last seven years, the team has be working to secure tenancy on a derelict 2.3 acre site near to Florence Park in Oxford. We are proud to have now achieved this, and are now starting site development work! There is more about OCF, our vision, story and mission on our website

OCF have recently secured funding through Lottery’s Celebrate England Fund to run a community event to celebrate all the hard work from volunteers, steering group and other supporters in securing a 40 year tenancy from Oxford County Council for use by the public and people local to the farm. This role is to is develop, plan and deliver this event!

We are looking an enthusiastic and committed events co-ordinator that can bring together all our supporters, members and volunteers to celebrate opening the site for public use at a community celebration event in Autumn 2017 (either the 8th or 15th October)

Key Tasks & Responsibilities:

To deliver a community event in Autumn 2017 to celebrate the opening of the Farm to the public

To develop an event plan in partnership with OCF Trustees

To prepare event briefs and tasks for the OCF team

To recruit, co-ordinate and engage OCF members, volunteers and stakeholder to support and attend the event

To work with OCF volunteers to help promote and publicise the event and the farm

Ensure health and safety compliance at the event

Arrange an activity plan for the event

Organise an OCF stall for the event

Management

You will be responsible for delegating event tasks to OCF volunteers and monitoring progress

Resources you will have available

A small expenditure budget of £2200. For our funding application, this was to include for a marquee, publicity, insurance, furniture, signage and stalls and a community artist. However, these items are not set, and can be adjusted and updated to the event that we develop.

Full access to OCF media networks eg Facebook, Website

Volunteer support from from OCF volunteer events team.

Support of Trustees and OCF supporters

OCF has also successfully won grants from other funders which may be able to be used to fund event activities.

OCF vision for the event

For OCF, this event is to celebrate what we have achieved to date with our supporters and members. Our vision is a bring-a-plate-picnic lunch, with local musicians, petting animals, tractors, a fundraising exercise, a practical task and a barbeque that involves as many local people as possible to celebrate. This vision is not fixed though, so would welcome your ideas.

We are seeking someone who can be creative and resourceful and get the best out of the funds available. Someone who is able to make connections to raise support and in kind work/donations from local businesses and organisations to supplement the budget.

Term and value

There are 10 days available to arrange and deliver the event over a 4 - 5 month period.

The rate is £93.75 per day (or £12.50 per hour) including VAT if appropriate.

Recruitment Process

Please first complete an application form.

Please email completed applications and monitoring forms to

Deadline for applications is 12:00 Monday 1sy May.

We expect to interview to between 3 - 5 candidates for the role

We expect to interview on w/c 8th May

We expect the starting date to be from 15th May 2017

Additional Info

We would be happy to receive applications from two or more people or an organisation interested in delivering this event.

If you would like an informal chat about the role and task we would welcome a call. Please call Tom Carman on 07738 216 748. We look forward to hearing from you.

PersonSpecification

When completing your application form, we will be examining the extent to which you have the necessary experience, knowledge and skills identified in the Person Specification Criteria for the role.

Job
Factors / Criteria No. / Events Co-ordinator
Person Specification Criteria / Rank / Criteria to be tested by the following documents and/or activities: ✓ as appropriate.
E = Essential
D = Desirable / Application Form / Interview / Practical Exercise Test / Certificates or Qualifications
Education & Qualifications / 1 / Educated to Further Education level (or equivalent) / D / ✓
2 / Relevant professional qualifications or memberships / D / ✓
Experience & Competencies / 3 / Experience co-ordinating and arranging community events / E / ✓ / ✓
4 / Working with and coordinating volunteers / E / ✓ / ✓
5 / Experience managing an event budget / E / ✓ / ✓
6 / Excellent organisational skills / E / ✓ / ✓
7 / A team player with a confident manner and a professional, flexible and positive approach to the work / E / ✓ / ✓
8 / Good computer literacy / E / ✓
9 / Good standard of oral and written English / E / ✓ / ✓
Additional Requirements / 10 / Ability / willingness to travel as required / E / ✓
11 / Genuine interest, enthusiasm and dedication to delivering a high quality community event and to community development / E / ✓
12 / Commitment to Oxford City Farm values and vision / E / ✓ / ✓

Application Details

PERSONAL INFORMATION
Last name: / First name:
Address: / Home telephone no.:
Mobile no.:
Email:
How did you find out about this vacancy? (Do mention the website/newsletter it was on, word of mouth, etc.)
QUESTIONS (maximum of 200 words for each)
1. Tell us about yourself - your interests, personal story or professional story?
2. Why would you like support the OCF team in this role?
3. Give an example of a successful event you are proud to have planned and delivered?
4. Tell us about your experience of working with volunteers?
5. Tell us about your experience in bringing together groups of people - people local to you, community members and local organisations?
6. Considering the resources available and stakeholders to engage, which include:
-10 days of time
-£2200 expenditure budget
-Access to all OCF communication channels
-OCF farm site
-OCF volunteers and steering group
-OCF trustees
-OCF stakeholders including Good Food Oxford, Local Schools, site neighbours including residents and an elderly care home, local food producers, local resident associations, community centres, health care centres, local businesses etc
in the accompanying table, could you outline a workplan for planning and delivering and inviting people to the event to include your vision of the event, key deliverables, tasks you expect to do and tasks you will require volunteer support from.
Please refer to attachment
7. Is there any additional information not covered above that you would like us to consider(e.g. other skills, training or experience not already mentioned)?
SIGNATURE
I declare that the information given in this form and in any accompanying documentation is true to the best of my knowledge and belief and give my permission for enquiries to be made to confirm qualifications, experience, dates of employment, right to work in the UK and for the release by other people or organisations of necessary information to verify the content. I understand my application may be rejected if I have given any false or misleading information or have withheld any relevant details.
I wish to be added to the Oxford City Farm mailing list (please ‘X’)
Signature of applicant: / Date:
Data Protection Act 1998
The information that you supply in this application is confidential. It will be used in the recruitment and selection procedure and for equal opportunities monitoring purposes. If you are successful, it will also form the basis of your personal file and may be held on computer and on manual records. If you are not successful, your details will be kept for six months and then confidentially destroyed.
MONITORING INFORMATION AND EQUAL OPPORTUNITIES POLICY STATEMENT
This information is used solely for monitoring purposes. It will be treated as confidential and this sheet will be detached from your application form on its receipt.
All personal data on this form is stored and processed in accordance with the provisions of the Data Protection Act 1998. Access to this information will be restricted to staff involved in the processing and monitoring of this data. It will be used to provide statistical information only. In completing the form below, you consent to us using your data for this purpose.
We recognize that some people may regard some of this information as personal and we have, therefore, included an option in most questions for ‘prefer not to say’. You do not have to complete all of this form but it will help us improve our services if you can complete as much as possible and return the form
It is the aim of Oxford City Farm to ensure that no volunteer applicant or volunteer receives less favourable treatment on the grounds of sex, race, colour, religion, marital status, sexuality, age or disability or is placed at a disadvantage by conditions or requirements which cannot be shown to be justifiable. To this end OCF has an Equal Opportunities policy and it is for each volunteer to contribute to its success. The policy is in accordance with the full provisions of the Equality Act 2010.
Oxford City Farm actively promotes equality of opportunity for all with the right mix of talent, skills and potential and welcome applications from a wide range of candidates, including those with criminal records. Oxford City Farm selects all candidates for interview based on their skills, qualifications and experience.
AGE (please x)
16-17 / 18-19 / 20-24 / 25-29 / 30-44
45-59 / 60-64 / 65-74 / 75 +
GENDER DEFINITION (please x)
Male / Female / Transgender / Other
SEXUAL ORIENTATION (please x)
Heterosexual / Bisexual/Lesbian
or Gay / Other / Prefer not to say
ETHNICITY
I would describe my ethnic origin as (please x):
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Irish
Gypsy or Irish Traveler
Any other white background
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White and Asian
Any other mixed background (please state)
Asian or Asian British / Bangladeshi
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Any Other – please state
Arab
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Prefer Not to Say
RELIGION / BELIEF (please x)
No Religion / Christian
Buddhist / Muslim
Hindu / Jewish
Sikh / Other (please state)
DISABILITY
The Equality Act 2010 protects disabled people – including those with long term health conditions, learning disabilities and ‘hidden’ disabilities such as dyslexia.
Do you have a disability (please x) / Yes
No
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If you have answered yes, please indicate the type of impairment which applies to you. If your experience more than one type of impairment, please tick all the types that apply. If your disability does not fit any of these types, please mark Other and specify.
Visual Impairment / Hearing Impairment
Physical /Mobility Impairment / Learning Disability
Mental Health Condition / Long Standing Health Conditions
Other
CURRENT EMPLOYMENT STATUS
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If unemployed how long ago were you last employed?
Over 5 years / Over 4 years
1-3 Years / Between 6 months and 1 year
Less than 6 months / Never been employed