JOB DESCRIPTION

This form summarises the purpose of the job and lists its key tasks

It may be varied from time to time at the discretion of the College in consultation with the post holder.

Job Title: RVC Events Manager / Job ref no: CSS-0042-15
Grade: 6 / Department: Marketing Department
Accountable to: RVC Marketing & Communications Director / Responsible for: Ad hoc Events Assistants
Job summary:
Events and major meetings and are a key part of College life, often bringing together colleagues from different parts of the organisation, and offering a window from the outside world into the RVC.
Working with the Director of Marketing and Communications, the Events Manager is responsible for the co-ordination and delivery of the annual calendar of major RVC events as an integral part of the Marketing and Communications plan. The Events Manager will also provide a central support and advisory function for all other RVC events aiming to ensure impact, quality, consistency, and effectiveness of these events.
Responsibilities include:
·  Administration of the annual RVC events schedule
·  Formulating and updating policy and processes for the successful management of all College Events
·  Overall responsibility for the management and delivery of major RVC events to include; Graduation, Careers Fair, London Vet Show, Christmas Party and some Royal Visits
·  Close collaboration with key internal stakeholders in planning for the successful delivery of all major RVC events ensuring that each one delivers according to RVC strategic objectives
·  Manage the events booking process and provide advice to RVC staff to manage their own events.
·  Appoint and manage a team of events assistants for major events and to support staff across the college with self-managed events
·  Work with the Director of Marketing and Communications to ensure that there is a clear RVC strategy for events, which is clearly documented and budgeted
Competency: Planning and Organising Resources
Key tasks:
·  Plan and manage a programme of events for the College, ensuring clear ownership for delivery, roles and responsibilities across the RVC.
·  Manage the events booking system so all events are not only listed, but backed-up by consistent documentation to enable assessment of each event as to how it fits in with the overall calendar of events.
·  Provide relevant staff across the RVC with effective tools to plan and organise their events in the form of the events policy, event checklists with deadlines and responsibilities, the events library and Events Assistants.
·  Manage, plan and organise all elements of major events such as Graduation, including academic, professional and support staff recruitment, training and duty allocation so that these activities provide exceptional, polished and memorable events supporting RVC strategic objectives.
·  Manage the events budget.
·  Work with the Director of Marketing and Communications to constantly improve and evolve operational efficiencies including supplier management.
·  Allocate work and tasks for Events Assistants and colleagues at all levels working at events, with clear objectives and instructions relating to operational systems, and health and safety standards.
Competency: Communication
Key tasks:
·  Act with professionalism, respect, integrity and knowledge in all communication with professional colleagues, students, suppliers, event delegates and VIPS.
·  Deliver exceptional face-to-face customer service in all interactions, at all levels and ensure all event attendees develop a positive impression of the RVC.
·  Deliver training and guidance to members of staff with varying degrees of event management experience ensuring the level of detail and communication style is tailored to the target audience.
·  Deliver introductory talks and instructional briefings for a variety of different audiences, to engage colleagues in delivering the objectives and ethos of events as part of the overall Marketing and Communication plan.
Competency: Communication (Written)
Key tasks:
·  Ensure internal communication and messages are clear and professional and delivered in an appropriate style and contribute to the delivery of exceptional customer service.
·  Work with Marketing and Communications Director to:
-  Ensure development of appropriately tailored copy in written materials to support events.
-  Collect feedback (internal and external) for all events, to measure impact to inform future development.
-  Develop clear and informative reports, evaluations and recommendations for events as appropriate, identifying and nurturing “best practice” across the College
·  Ensure policy documents and other communications are in line with corporate identity guidelines to promote consistency of style and wider compliance with RVC templates.
Competency: Teamwork and Motivation
Key tasks:
·  Provide clear leadership for the organisation and implementation of major RVC Events.
·  Motivate multi-disciplinary teams with enthusiasm, and professionalism to unite contributing teams that co-operate to deliver impeccable events.
·  Understand the impact of personal styles and flex accordingly to promote collaboration and teamwork.
·  Define clear objectives for contributing teams so complex events can run seamlessly with every team member feeling positive about the work and benefitting from the team effort.
Competency: Liaison & Networking,
Key tasks:
·  Liaise with colleagues at all levels across the College to bring together a schedule of College events that occur harmoniously and without clashes upon infrastructure.
·  Liaise and build relationships with sponsors and clients to deliver events that meet and exceed expectations.
·  Build a network of RVC service suppliers (campus services, cleaning, catering, accommodation) to create positive working relationships to enable a strong team effort to support successful logistics for College-based events, to enable a positive impression of campus.
·  Liaise with external suppliers (caterers, venues, security, transport, and entertainers) to agree numerous contracts for key events such as Graduation and the staff Christmas party that are beneficial to the interests of the RVC.
·  Liaise with external suppliers to ensure the service we receive is excellent and the impression suppliers have of the RVC is always outstanding.
Competency: Service Delivery
Key tasks:
·  Provide an events consultancy service for the RVC, guiding colleagues through the process and providing them with the tools they need to independently deliver their own events to the required standards.
·  Provide full events management for a select number of events that are on brief, on brand and an example of excellence.
·  Create and maintain events policies and procedures for all staff to follow when organising and managing events that clearly outline standards for health and safety, the corporate identity and basic events requirements.
Competency: Initiative and Problem Solving
Key tasks:
·  Use flexibility and initiative to resolve unexpected issues and challenges associated with the delivery of major events
·  Identify solutions to overcome complexity associated with the management and communication of multiple events, to improve consistency, success and corporate memory.
·  Continuously assess suppliers, ensuring clear standards are set, issues are identified and a pro-active approach is taken to resolving them.
·  Assessment of various venues for issues relating to access, mobility and large-scale events to identify multiple challenges, risks, hazards and issues that are specific to individual events and develop bespoke solutions.
·  Assess individual event bookings for staff to identify logistical and health and safety issues to enable staff to find solutions to enable the event to occur, or to recommend the event does not go ahead if issues are significant.
·  Monitor the market and continually develop knowledge of events technology and trends to ensure the RVC is current and cutting-edge with systems and execution of events.
Competency: Coaching, Development and Instruction
Key tasks:
·  Develop and deliver a training programme for the Events Assistants to equip them with the knowledge and skills required to deliver exceptional customer service at events.
·  Coach and encourage colleagues at all levels to provide them with the resources and skills they need to manage events independently, yet with a strong RVC brand.
Flexibility: To deliver services effectively, a degree of flexibility is needed, and the post holder may be required to perform work not specifically referred to above. The details of this position will be reviewed in 12 months and potentially modifications, as seen fit, can be implemented.