QMUL - Senior Events Manager

QMUL - Senior Events Manager

Senior Events Manager Candidate Information Pack

Queen Mary University of London is one of the UK’s leading research-focused higher education institutions. With over 27,000 students, 4,600 staff and an annual turnover of £474m, of which £105m is research income. We are one of the largest University of London colleges.

Contents

• Welcome to Queen Mary University of London • Venues • Job Description • Person Specification • Further Information and How to Apply

Welcome to Queen Mary University of London

Queen Mary University of London teach and research across a wide range of subjects in the humanities, social sciences, law, medicine and dentistry, and science and engineering.

Based in a creative and culturally diverse area of east London, the main site in Mile End is one of the largest self-contained residential campuses in the capital.

Our research excellence

Queen Mary has made a strategic commitment to the highest quality of research. The University has invested in this principle by systematically recruiting the best academics in their disciplines from around the world.

The results of the most recent national assessment of research – the Research Excellence Framework (REF 2014) – have confirmed its place in the very top group of research-led universities in the UK.

Overall it was ranked 9th in the UK among multi-faculty universities and 5th in the UK for the percentage of our 3* and 4* research outputs.

Russell Group institution

Queen Mary is one of 24 leading UK universities represented by the Russell Group, that are committed to maintaining the very best research, an outstanding teaching and learning experience, excellent graduate employability and unrivalled links with business and the public sector.

High-quality learning experience

Queen Mary offers outstanding students a stimulating, supportive and high-quality learning experience, with teaching inspired by our world-leading research.

Queen Mary ranked first in London for student satisfaction in 2018 for the third year running.

QMUL have invested in new facilities over the past five years to offer its students an exceptional learning environment. Recent developments include the £39m Graduate Centre, providing 7,000 square metres of learning and teaching space, and a new medical school and anatomy centre on our Malta campus. Projects nearing completion include the £32m phased internal refurbishment of the Engineering Building, and the £18m Mathematics Building redevelopment which is due for completion in the summer of 2019. Future developments include the £62m new School of Business and Management on the Mile End campus.

Queen Mary Venues

Queen Mary University of London specialise in versatility and great value to help make events a success. Located across 4 well connected areas in central London, the facilities can host 10 - 778 guests, with residential accommodation. Event hospitality is provided by the dedicated in-house Queen Mary Hospitality team. With Grade II listed event space alongside contemporary venues and accommodation, Queen Mary Venues offers flexibility and versatility in a unique for central London campus environment bordered by Regent’s Canal. A dedicated team, and mutual passion for events ensure they deliver a warm welcome and successful event.

3* bedrooms on Campus Mile End 2000

New buildings and facilities since 2015 worth £36m

Four sites in Central London Zones 1 & 2

Mile End

Whitechapel

Charterhouse Square

West Smithfield

“The facilities were perfect for our requirements & we couldn’t have asked for a better location”

Duties and Responsibilities

Job Description

Job Title:

Senior Event Manager, QM Venues

Department: Reports to:

Estates and Facilities / Commercial Services Head of QM Operations and Venues

Grade:

5 (Full Time) Permanent

Appointment period:

Current Location:

London

Job Context

The Senior Event Manager will report directly into the Head of QM Venues Operations, acting as an established event operator, planning and managing QM Venues (commercial and non-commercial) events across the Queen Mary estate to include residential conferences, day events, weddings, theatre and performance, seminars and festivals on the campuses.

Job Purpose

The role of the Senior Event Manager within Commercial Services is to operational plan and event manager large scale and multi day internal and external events on campus across the Queen Mary estate. Taking ownership of The People’s Palace including event and technical management and support the Head of QM Operations and Venues in the development of the Great Hall and its adjacent spaces for conferences, events as well as theatrical performances. Support the Head of QM Operations and Venues with filming requests and safe operation across the various sides and establish strong relationships with location managers and internal stakeholders regarding space usage. The Senior Event Manager will be responsible for the safety of the event, delegates and staff when on the premises, and ensures that audiences and staff alike are able to enjoy and work in a safe and secure environment. The role is also responsible for matters of H&S and fire safety for the events they are managing, and must ensure all operating procedures and risk management measures are adhered to at all times by both front of house staff and any staff/technicians provided by the client/event organiser. They must maintain close liaison with the client/event organiser to ensure the front of house team delivers the event to the required standard, the event runs to the agreed schedule and facilities/services which have been booked by the client are provided.

Main Duties & Responsibilities

Take ownership of the operation of the Great Hall and People’s Palace including technical, H&S and planning of events. Support the Head of QM Operations and Venues in the strategic development of People’s Palace into a fully commercial entity.

Take the lead in all large scale and multi day events across campuses.

Support the Head of QM Operations and Venues with the delivery of all filming requests across sites.

Deputise for the Head of QM Operations and Venues.

Support the Head of QM Operations and Venues with delegation of events, staff rota and overall day to day department management. Direct line management of one or more coordinators and support them with operational challenges, development and training.

Work closely with other Event Managers to ensure all events are evenly distributed, planned and managed.

Build strong and lasting relationships with key stakeholders in the University.

Accurately plan and execute events and ensure all details are in the booking system (KX) and communicated to various service departments and stakeholders to ensure smooth delivery of event. To prioritise the health and safety of guests, front of house (FOH) staff and visiting client/technical staff throughout the event by ensuring full compliance with all operating procedures and risk assessments. Awareness of building and maintenance works across campus and communication of such to the wider QM Venues team. For the People’s Palace ensure that pre-show/post-show checklists are undertaken in full before the auditorium is opened and any hazards or deficiencies are rectified before patrons are admitted, delaying a performance if necessary. Maintain close liaison with the visiting client/promoter to confirm show running times, audience numbers, ticketing policy, performance details, interval timings and to ensure all facilities and equipment booked by the client/promoter have been provided. Supervise all FOH staff; ensuring they are on-duty at the prescribed times, they are presentable and wearing the correct uniform, they remain in agreed positions during the performances and breaks are taken as required. Ensure all FOH and visiting technical staff are present at the pre-show briefing to ensure all relevant staff are familiar with the evacuation procedures and carry out a mock evacuation drill before the auditorium is opened.

Be responsible for the safe operation of events, with any risks carefully assessed and mitigated.

Deal with customer complaints quickly, confidently, effectively and appropriately.

Complete all required administrative duties including show reports, maintenance reports, accident reporting, lost property, dressing room riders and verification of FOH staff time sheets.

Attend team meetings and training sessions when requested.

Proactively seek verbal feedback on the day(s) of the event from clients, record it, and ensure it is forwarded to the appropriate team.

To comply with University and Directorate policies and procedures by an agreed escalation process.

Duties and Responsibilities

Person Specification

This table lists the essential and desirable requirements needed in order to perform the job effectively. Candidates will be shortlisted based on the extent to which they meet these requirements.

Requirements

Essential / Desirable

Qualifications Bachelor degree or equivalent in a relevant subject (Hospitality, Event Man- agement etc.) or relevant work experience

E

IOSH or similar relevant H&S qualification

E

Experience/ Knowledge

Experience working in a similar role in the event industry Experience managing theatres or 750 + seated venues Experience working in a fast-paced, target driven environment Personal license holder and/or knowledge of current licensing laws

E E E E

Line Management experience

D

Experience with event management systems Excellent communication and interpersonal skills

E E

Skills/Abilities Ability to build positive, productive working relationships across all levels

E E E E E E E E

Good conflict resolution and complaints management skills

Ability to work well under pressure and manage multiple priorities effectively Personal license holder and/or knowledge of current licensing laws Ability to self-motivate and work both independently and as a team player

Ability to work towards targets

Flexible, solution orientated approach

Able to work flexible hours Able to work flexible hours

E * The University has a legal responsibility to ensure that all potential employees can provide documentary evidence of their legal right to work in the UK prior to commencing employment. Candidates shortlisted for interview will be ask to bring their passport or another acceptable form of evidence to verify their right to work. Essential/Desirable: E = Essential: Requirements without which the job could not be done. D = Desirable: Requirements that would enable the candidate to perform the job well.

“The food & wine were delicious & much appreciated by our guests. A big thank you to the catering staff”

Further Information and How to Apply The salary for this role is £38,655pa - £45,479pa. A wide range of benefits are also available, this includes 30 days annual leave (plus University closure days and public holidays), a defined benefit pension scheme and also an interest-free season ticket loan. Visit our website for further details of the benefits of working at QMUL: Staff Benefits - Human Resources (qmul.ac.uk) Applications should consist of a CV and covering statement outlining key matching experience and rationale for applying for the post. Applications should be sent to; [email protected] and [email protected].

For a confidential and informal discussion, please contact the University’s appointed recruitment partners Hayley Mintern and James Gregory at The Management Recruitment Group.

Hayley Mintern 07530 680 184

James Gregory 07966 827 391

[email protected]

[email protected]

51 Eastcheap, Billingsgate, London EC3M 1JP

www.mrgpeople.co.uk