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HEE - Head of Events and Venues
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Head of Events and Venues Candidate Information Pack
About us
The structure
About the Job
About you
The benefits and package
HEE provides leadership for the education and training system. It ensures that the shape and skills of the future health and public health workforce evolve to sustain high quality outcomes for patients in the face of demographic and technological change.
HEE ensures that the workforce has the right skills, behaviours and training, and is available in the right numbers, to support the delivery of excellent healthcare and drive improvements through supporting healthcare providers and clinicians to take greater responsibility for planning and commissioning education and training.
Our ambition is to be the best organisation of our type in the world by living our values every day.
One of our Core Values are that everyone feels valued and respected and are included and involved in everything that affects them; are trusted to make decisions with clear reasons in order to be empowered to deliver; are committed to clear, effective communication, which is transparent and open when sharing information; takes pride and has integrity in everything we do and recognises that everyone has a significant contribution whilst taking personal responsibility and accountability for actions and behaviours.
About us
The structure
About the Job
About you
The benefits and package
About us
The structure
About the Job
About you
The benefits and package
Based in our purpose-built training, events and education centre in Russell Square, Central London, you will be responsible for delivering and developing high quality events services internally, and for procuring appropriate and best-value venues externally.
In this key management role you will:
• Have operational responsibility for the HEE Events Centre which is located in Stewart House at the University of London, in Russell Square, Central London.
• Be the professional lead for the provision of management and advice in relation to the delivery of high quality venues and support for HEE recruitment programmes, professional reviews, conferences, other events and business meetings.
• Take responsibility for the procurement of external venues for recruitment events, conferences and HEE business meetings in London.
• Carry budgetary responsibility for approx. £1m of in-house activity and £3m of external venues, per annum, and the leadership of 11 wte staff.
• Support and advise colleagues at other locations within HEE nationally, in relation to efficient events management and getting best value in relation to external venues.
About us
The structure
About the Job
About you
The benefits and package
Engaging People/Key Working relationships • Manage all staff within the Events and Venues team in line with all relevant HEE staff policies and procedures. • Ensure the retention of good staff committed to the provision of high-quality events and venues services by fostering an inclusive work ethic and promoting positive two-way team communications. • Conduct regular staff appraisals and develop Personal Development Plans for individuals, including the outcome of training needs assessments to ensure that staff are equipped to do their jobs safely and well. • Communicate regularly with staff and/or their representatives, particularly in relation to change management issues. • Negotiate with external service providers and suppliers as required to achieve best value for money in all aspects of contract performance. • Maintain positive and proactive communications with the University and external providers eg in respect of service standards, statutory compliance and financial matters.
Delivering Results/Functional Responsibilities • Manage all delegated budgets (pay and non-pay), and procure goods and services, in accordance with HEE Standing Orders, Standing Financial Instructions procurement and all related policies. • Manage service level agreements and third party contracts (eg external venues, function catering, stationery) in line with functional requirements and financial constraints. • Develop finance and information systems to support effective cost centre management, investigating variances, instigating corrective action and providing forecasts as required. • Establish consistent and systematic systems to monitor activity and performance, including of contracted-out services. • Ensure that the Events Centre is a safe, efficient, accessible, orderly and attractive environment for clients, delegates and staff at all times. • Provide periodic activity and performance reports as required, including Key Performance Indicators covering occupancy, waste, etc). • Ensure compliance with relevant health and safety legislation, including licensing laws and any specific HEE, University or Local Authority policies and regulations related to the premises. • Establish and keep up-to-date a comprehensive risk register in accordance with corporate risk policies and procedures. • Establish a business continuity plan that recovers key operational capabilities in the event of a major incident as quickly as practicable.
About us
The structure
About the Job
About you
The benefits and package
Management and Leadership • Lead, manage and direct the HEE Events Centre at Stewart House, in accordance with the changing scope and needs of HEE, ensuring robust operational systems are developed, implemented, reviewed and validated, where appropriate in line with external professional benchmarks eg AIM. • Provide a cost effective and high quality external venue management service, including finding and securing event locations, and ensuring effective and value for money procurement of University and external venues where appropriate. • Implement systems for checking and challenging client requirements to ensure that meeting rooms (and especially external venues) are procured only when necessary, and utilized appropriately. • Establish systems for monitoring and reporting on wasted resources – late cancellations, overbooking, no-shows, excess catering, etc – and develop proactive joint action plans for improving performance. • Work closely with senior managers to forecast future activity patterns and levels, and to optimise the use of internal facilities and external venues to satisfy HEE operational requirements at least cost.
Setting Direction and Service Improvement • Create efficient systems to monitor the quality of services provided, including contracted-out services and SLAs, in a consistent and systematic manner. • Lead and deliver the design, development and deployment of business process improvements related to events management and external venues. • Produce objective-focused, cohesive business plans, proposals and strategies to develop the HEE Events Centre, its systems and services. • Prepare costing and financial models to inform business cases and budget setting, and in response to ad hoc queries during the year. • Contribute as required to project teams established in respect of events and venue services development, IT systems, or physical improvements to the environment. • Take responsibility for the appropriate marketing of the Events Centre, including pricing, promotions, image/brand and profile. • Liaise with the University of London and other partners to identify opportunities for closer collaboration, eg to make use of surplus internal capacity. • Create efficient systems and processes to manage customer complaints, comments and enquiries, and report on the implementation of action plans derived from both individual and collective feedback streams. • Provide appropriate support and services to colleagues in other HEE locations in respect activity monitoring, venue management and strategic opportunities to improve events and venues management at centres outside London.
About us
The structure
About the Job
About you
The benefits and package
This section details the personal attributes we require for this role.
Behaviours and Values
Skills and Abilities
• Awareness of the importance of high quality customer service
• Excellent communications skill to liaise with clients, delegates, venues, staff, colleagues and contractors
• Highly organised, professional, proactive and self-motivated
• Adept at supporting and managing change in systems, organisation and environment
• Excellent leadership skills
• Proactive, creative and resilient
• Problem solving and decision-making skills
• Professional self-presentation in a way which promotes a positive image of the organisation and its reputation
• Excellent negotiation and persuasion skills
• Excellent numeracy, budget management and report writing skills (including spreadsheet >Page 1 Page 2 Page 3 Page 4 Page 5 Page 6 Page 7 Page 8 Page 9 Page 10 Page 11
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