Events Manager

Main Purpose of Post/Job Summary The Events Manager will manage the planning, development, programming, marketing, artistic content and general operations of the annual Programme of Tourism Events, to support and deliver the ambitions of the Tourism and Cultural strategies. Be responsible for the management of staff and resources to ensure effective, timely delivery of all tourism events, on time and to budget within the overall scope of event delivery plan. Assume the role of Event Controller and be responsible for all legal, health and safety, marketing, financial and administrative aspects of the Events programme.

Duties and Responsibilities 1. To support the Head of Arts, Culture, Heritage and Events plan and deliver flagship festivals, special events and an annual Events Programme throughout the district, through the provision of effectively running event management services, taking into account all current Council policies and procedures. 2. Responsible for the effective management of contractors, contracted staff, volunteers and others working for the council to ensure that all events are delivered to the highest standard taking into account all relevant council policies. 3. To coordinate the work of the Events Team to ensure effective, timely delivery of all tourism events within budget and overall scope of event delivery plan. This will include working at events which may be held in the evenings or at the weekends. 4. To manage contracts with promoters, performers or their agents, and in ensuring that all legislative requirements are fulfilled and liaise with Legal services with drafting of contracts and agreements with external partners and contractors. 5. Responsible for the day to day management and implementation of health and safety issues related to allocated events and ensure that all legal requirements are met in the planning, delivery and implementation of events, including application for relevant licenses, contracts, insurance documentation, risk assessments, method statements and child protection policies prior to events. Produce event management plans in accordance with H&S guidance and legal obligations for events as required. 6. Assist with undertaking the assessment, appraisal and evaluations of relevant events grants and funding applications as required and liaise with Programmes unit. 7. To co-ordinate the work of the Events Team in the procurement of relevant services/materials in line with council procurement policy and guidelines 8. Draft and assess tenders and quotations and to manage external contractors, promoters and the production management for all events; collate, distribute, assess, award and manage a series of competitions on an event by event basis for ancillary services. 9. To co-coordinate the work of the Events Team in processing accounts and invoices, including raising purchase orders, setting up and maintaining spreadsheets to record spend and contacting suppliers to ensure financial requirements are met, as required. 10. Coordinate the work of the Events Team in assisting in the production of all suitable marketing and promotional activities and materials for events in line with corporate communication procedures and guidelines. 11. Research and compile data/content for Events Guides, brochures, social media and websites including updating information for tourism events and flagship festivals on the Council’s destination websites, and other partner websites. 12. Organise, administer and represent the Council at meetings and appointments with a range of event stakeholders e.g. events partners, potential sponsors, government agencies. 13. Deliver market research projects to gather information on the success of events 14. To support the Head of Arts, Culture, Heritage and Events to proactively develop and manage positive working relationships with event organisers, multi-agency teams from public, private, statutory and voluntary organisations, funding agencies and sponsors in relation to their events/festival requirements and events/flagships festivals led and delivered by the council. 15. Co-ordinate all logistics for the delivery of the Programme of Tourism Events and Festivals, including liaising with suppliers, and in ensuring compliance with Health and Safety procedures, undertaking risk assessments and ensuring all necessary approvals are in place, etc. 16. To support the Head of Arts, Culture, Heritage and Events to commission and liaise with external consultants as required on the production of reports in relation to Health & Safety and Market Research/Economic Impact, and to assist in the delivery of their recommendations. 17. To ensure all relevant legislation and best practise are compiled to in the areas of Risk Assessments, Incident Management and Emergency Planning in the delivery of all festivals and events, and in ensuring that all appropriate steps are taken to cover the Council’s liability in respect of insurance, security and health and safety. 18. Liaise with corporate communications as required in the preparation of promotional material, editorials/press releases and supervision of photocalls. 19. To support the Head of Arts, Culture, Heritage and Events to identify and secure external funding/sponsorship opportunities through the development of grant/financial support applications and commercial bidding to potential festival partners. 20. To review annually the Council’s Tourism Event Support Schemes and funding mechanisms in partnership with the relevant funding units. 21. To assist in the preparation of all events related financial estimates, in operational management and monitoring of relevant budgets, including the Tourism Event funding support schemes, taking into account all current Council’s policies and procedures. 22. To represent the Council at public and other agency events. 23. To prepare reports for line Manager, senior management teams and council including Council committees as required. 24. Assist in the coordination of Freedom of Information requests, customer complaints and enquiries in conjunction with Compliance. 25. To facilitate and co-ordinate the provision of events related advice, signposting to specialists as appropriate, and provision of ‘event toolkits’ for the industry. 26. To assist with the preparation and implementation of the Service Business Plan Service Delivery and Performance Be accountable to the Head of Culture, Arts Heritage and Events for all aspects of service delivery within the section; ensuring the provision and delivery of high quality and cost effective services. Employee Management 1. Lead, motivate, appraise and develop employees under the management of the postholder ensuring at all times that employees: 1. operate within the Council policies; 2. achieve their objectives and targets in the most efficient and effective manner; 3. work in a corporate and collaborative way with other services across all departments and directorates; 4. purposively, efficiently and effectively work with the resources available, within the allocated time and budget; and 5. continuously develop within their area of responsibility. 2. Be responsible for the direct line management of employees who report to the postholder, ensuring that matters relating to performance, attendance and discipline are addressed within agreed timescales and in accordance with Council Policies and Procedures. 3. Ensure the timely and accurate completion of relevant electronic or paper based records relating to the management and supervision of employees under the control of the postholder, for example time and attendance returns, return to work interviews, appraisal documentation etc. 4. Ensure employees within the section are provided with appropriate training as and when required for example: • departmental induction, • access to relevant ‘on the job’ training and development opportunities, • mandatory/statutory training relating to professional, technical or job specific qualifications for example first aid, lifeguarding, CPD hours, driving competence (CPC) etc. 5. Treat all individuals with respect, respond sensitively to differences and encourage others to do likewise ensuring equality of opportunity for all.

Governance, Standards and Diversity 6. Work within agreed budgets and finances to deliver service priorities, by ensuring that allocated budgets are effectively managed, implemented and adhered to for the service(s) under their control. 7. Authorise the purchase of goods and/or services in accordance with the Council’s procurement policy. 8. Lead by example by behaving at all times in accordance with Council’s values and promote same within the organisation and externally. 9. At all times act with integrity and total professionalism. 10. Ensure functions under the control of the post holder are operated in accordance with the Council’s risk management and governance processes, and that the appropriate documentation is completed and signed off as necessary. 11. Assist the Head of Service in ensuring the Council meets all statutory obligations and ensure that the highest standards of probity and good conduct are maintained at all times. 12. Adhere to and comply with all Council policies and procedures relevant to this role, including arrangements for risk management. 13. Work with the Head of Service to establish the needs of the customers and strive to ensure that these are met.

Performance Improvement 14. Keep up-to-date with changes and amendments to relevant and allied legislation including areas of best practice relating to the postholders service area, reviewing practices, making recommendations to the Head of service and implementing service improvements, as appropriate

15. Participate in employee training and development activities to ensure that knowledge, skills and competence required to fulfil the role in full are up to date. 16. Participate in the formulation, implementation and evaluation of the Department Business Plan and relevant Service Plans responding to changing trends and citizen needs. 17. Examine opportunities to gain efficiencies and improve effectiveness including collaborative partnerships, joint working and other innovative approaches to achieve best value in the use of public money.

Communication and Relationships 18. Contribute to Corporate, Departmental and Regional working groups as required 19. Actively participate in employee relations matters including undertaking investigations and chairing hearings relating to employment matters as required (e.g. discipline, grievance & harassment) and make decisions regarding appropriate outcomes with support from HR and in compliance with the relevant legislation. 20. Participate in the Council’s Recruitment and Selection processes as a panel member, including assisting the panel with development of person specification, identifying selection methods and adhering to advice given regarding current employment legislation and codes of practice. 21. Promote and ensure equality of opportunity, good relations and diversity in service delivery and employment by adhering to the Council’s Equal Opportunities in Employment policies and procedures and avoiding all forms of discrimination both as an employer and a service provider. General 22. Uphold the Core Values of Newry, Mourne and Down District Council Council and work to achieve the wider organisational objectives as detailed in the Corporate Plan. 23. Participate in the Council’s Performance and Development Review process as detailed in the published scheme. 24. Contribute to Newry, Mourne and Down District Council in fulfilling all of its commitments in relation to anti-discrimination practices, its Equality Scheme and under the Northern Ireland Act 1998 and the Human Rights Act 1998. 25. Carry out duties in compliance with the Health and Safety at Work Order 1978 (as amended); Acts of Parliament; Statutory Instruments and Regulations and other legal requirements; and all Council Policies and Procedures including Dignity at Work, Health and Safety, Attendance and all relevant Codes of Conduct. 26. Undertake the duties in such a way as to enhance and promote the positive reputation of Newry, Mourne and Down District Council. 27. Undertake all aspects of work respecting confidentiality and ensure that personal and/or sensitive information under the control or access of the postholder is used, stored and maintained in accordance with relevant data protection legislation. 28. Deputise for and represent the Head of the Service within their areas of control/expertise as required. 29. Where applicable act as Designated Safeguarding Officer, First Aider and Fire Warden depending on service requirements in accordance with relevant legislation and Council Policy and Procedure. 30. Where applicable act as a keyholder and respond to emergency call-outs as required. 31. When required, assist in the execution of the Council’s Emergency and Business Continuity Plans.

The list of duties / responsibilities must not be considered comprehensive nor exhaustive. They are simply a summary of the main duties / responsibilities that the post holder will be required to undertake. No Job Description can cover every issue that may arise within the post at various times and the post holder is expected to carry out other duties from time to time which are broadly consistent with those in this Job Description. Salary

​​​​​​​£39,186 - £42,403 per annum based on a 36 hour week (pro rata to hours worked).​​​​​