Recruitment Pack


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Events Assistant Manager RECRUITMENT PACK March 2019

WELCOME Thank you for your interest in the position of Events Assistant Manager at Kent Union. We have achieved a great deal in the last few years, more than doubling in size to our current £12million turnover, 500 employees and 2,000+ volunteers. We were re-accredited with Investor in People Gold status in December 2014, and were accredited with Leaders in Diversity in 2013; we were the first student’s union in the UK to achieve Investing in Volunteers status and we have been included in the Sunday Times 100 Best Not-For-Profit Organisations to Work For, for 10 years, placed 58th for 2019. The Kent Union Events Team works with numerous departments within Kent Union in delivering a diverse calendar of events ranging from Venue club nights to award ceremonies. The role of Events Assistant Manager is an exciting one, offering first-hand experience of working within a busy, ever changing world of events. The post-holder will be responsible for working alongside and assisting the Senior Events Manager with their day-to-day responsibilities in both Medway and Canterbury. This will involve providing administrative tasks, support on events management, liaising with the Marketing Team and delivering promotional campaigns, working alongside outlet mangers to deliver KPIs and working closely with student groups to help deliver events to an excellent standard. This is a fantastic opportunity to gain extensive knowledge and experience in the events and entertainments industry. The role would particularly suit an individual wanting to pursue a career in Events and Project management. This pack should provide everything you need to support your application. It contains:  Job description and person specification  Copy of full advert  Summary conditions of appointment  Summary governance and management arrangements  Application and selection process and timetable If you require further information, please contact Anthony Alden on 01227 824694 or email [email protected] or visit http://www.kentunion.co.uk/careers/ Thanks Anthony Alden Senior Events Manager

WHY WORK FOR US? We’re Bold You’ll be working for an organisation that is innovative and challenges the status quo to stand up for students and ensure they have the best time at University. You’ll get to directly shape what we do and pioneer new areas of work.

We’re Supportive We offer 37* days of annual leave, time off for volunteering, ability to occasionally work from home and a generous pension scheme. We’re also flexible as we understand that life isn’t 9-5 and we’ll always look at how we can best adapt to meet your needs.

We’re Inclusive We are an organisation that champions equality and diversity and works to embed this in everything we do. We positively encourage applications from all individuals irrespective of their gender, age, ethnicity, sexuality, religious beliefs or disability.

And it’s Great Fun! We are always working hard to improve the student experience but we have a great time doing it. You’ll be joining a team of passionate and friendly people and get to be involved in all the incredibly random fun things we do that make Students’ Unions such amasing and unique places to work.

*Entitled to 23 days’ leave, increasing by 1 day a year to a maximum of 28 days; 6 ‘customary’ days’ leave, normally taken over Christmas; and the 8 statutory leave days for England. Total entitlement is therefore 37 days in year 1, rising to 42 days after 5 years.

THE ROLE Job Description – Events Assistant Manager– Career staff (full time 35hrs) Department: Events Department Reports to: Senior Events Manager Role Purpose: The post holder will be responsible for assisting the Events Department in delivering an annual calendar of both commercial and non- commercial events including but not restricted to the following:  Award ceremonies -The Societies awards , Team Kent ball, Student Awards, GK awards  Large scale licence trade events - Summer Ball, Fresher’s ball, Med fest  Late night club events -Vensday, NXT, SR Saturdays  Smaller licence trade events - Comedy at Woody’s,  Student engagement events - Fresher’s fair, Kent Union Recruitment Fayre, Election results night. The post-holder will also be responsible for assisting in administrative tasks and delivering existing Events to a set of stringent guidelines. Authority and direction will be delegated from the senior events Manager and the Head of Catering and Licensed Trade Manager and The Head of Marketing. The Post-holder will be tasked with working a combination of daytime, evening and weekends.

Duties and Responsibilities Financial Responsibilities: 1. To be responsible for the events budgets, by maximising profit through increasing sales, controlling costs and maximising profit margins. 2. To ensure all budgets are managed effectively, ensuring full adherence to Kent Union’s financial reporting procedures.

Responsibility for People 1. To effectively communicate individual, team and organisational goals to all people 2. To encourage open feedback and debate from people 3. To actively review, plan and evaluate individual training needs. 4. To give regular and constructive feedback, and ask for feedback from the team on how you are leading, managing and developing the team around you and act on it to improve performance. Operational Duties 1. To work with the Senior Events Manager to develop and deliver Kent Unions calendar of events across multiple outlets and departments 2. To maintain accurate filing and recording systems 3. To collate event attendance records and demographic recordings and present to outlet managers 4. To organise contract riders for artists, including travel and accommodation 5. To provide regular reports on successes and impacts of campaigns 6. To assist in creating and maintaining database system 7. To issue agendas and take and distribute minutes from Ents team meetings and Ents project management meetings 8. To be involved with key Entertainments and Students’ Association projects as required

9. 10. 11. 12. 13.

To assist the marketing team and outlet mangers in reaching sales target of £500,000. To build and inforce event risk assessments To research and source and negotiate with suppliers Duty mange both day time and late night events To undertake relevant activities as a member of the Events team

Expected Behaviours 1. To attend training sessions, and appropriate meetings as and when required by Kent Union 2. To contribute to the positive image of Kent Union with students, University and the local community 3. Work unsociable hours when requested 4. To lead by example and demonstrate a full understanding of the organisation’s democratic structures 5. To ensure systems are in place to reduce Kent Unions’ impact on the environment. 6. To act as an ambassador for Kent Union and show loyalty to the organisation, abiding by the Union’s Constitution, policies and procedures at all times. 7. To undertake other tasks and responsibilities compatible with the level and nature of the post as required by your manager from time to time supporting the achievement of Kent Union’s Plan. Summary of terms  This is a full time career staff position, which will require 35 hours a week, working with a combination of daytime, evenings and weekends.  Based at The Venue, Canterbury Campus, although some travel to the Medway campus may be required.

This job description does not form part of the contract of employment.

WHAT WE’RE LOOKING FOR Person Specification – Events Assistant Manager Essential requirements should be demonstrated before appointment and maintained in post. Desirable elements should be developed and maintained once in post as needed Qualifications Essential Desirable Tested at Tested at Interview application GCSE Maths and English or equivalent X X Experience Have experience in working with a range of IT systems X X X Relevant experience of event planning X X X Experience of developing and executing risk assessments

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Experience of using communication channels to inform a broad range of key stake holder

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Experience in delivering a variety of events

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Knowledge Knowledge of best practice in office administration systems Experience in Events and entertainment industry Experience in the late night entertainment market A knowledge of the student market and student unions. Skills and Abilities Ability to operate effectively in a complex environment, with the political skills and acumen to develop productive relationships with a range of people Excellent communication skills, with the ability to relate to and communicate effectively with people at all levels. An effective and highly capable individual who is punctual, friendly and has a positive attitude, takes pride in own work and that of team members and provides the highest standards of customer service. Sound judgement and ability to handle competing priorities and a challenging workload in a pressurised environment. Values & Behaviors Evidence of a personal commitment to continuing professional development A commitment to equality of opportunity; someone who builds a culture of inclusivity and removes barriers to diversity A team player, who helps others build a successful team, celebrates others’ success and supports others to achieve individual and team goals A strong commitment to working in a democratic and student led environment and who encourages others to commit to Kent Union’s values.

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JOB ADVERT Events Assistant Manager Annual Salary £21,808 35 hours per week Generous Pension Scheme 37 days annual leave Thank you for your interest in the position of Events Assistant Manager at Kent Union. We have achieved a great deal in the last few years, more than doubling in size to our current £12million turnover, 500 employees and 2,000+ volunteers. We were re-accredited with Investor in People Gold status in December 2014, and were accredited with Leaders in Diversity in 2013; we were the first student’s union in the UK to achieve Investing in Volunteers status and we have been included in the Sunday Times 100 Best Not-For-Profit Organisations to Work For, for 10 years, placed 58th for 2019. The Kent Union Events Team works with numerous departments within Kent Union in delivering a diverse calendar of events ranging from Venue club nights to award ceremonies. The role of Events Assistant Manager is an exciting one, offering first-hand experience of working within a busy, ever changing world of events. The post-holder will be responsible for working alongside and assisting the Senior Events Manager with their day-to-day responsibilities in both Medway and Canterbury. This will involve providing administrative tasks, support on events management, liaising with the Marketing Team and delivering promotional campaigns, working alongside outlet mangers to deliver KPIs and working closely with student groups to help deliver events to an excellent standard. This is a fantastic opportunity to gain extensive knowledge and experience in the events and entertainments industry. The role would particularly suit an individual wanting to pursue a career in Events and Project management. This pack should provide everything you need to support your application. It contains:  Job description and person specification  Copy of full advert  Summary conditions of appointment  Summary governance and management arrangements  Application and selection process and timetable If you require further information, please contact Anthony Alden on 01227 824694 or email [email protected]. For an application pack, please visit http://www.kentunion.co.uk/careers/ To apply, please email [email protected] with your completed application form and Equal Opportunities form. Anthony Alden Senior Events Manager Closing date for applications: Interview:

14 April 2019(Midnight) 23 April 2019

A BIT ABOUT US Summary Our Belief We believe every student at the University of Kent should have the opportunity to try out new experiences, have fun, make new friends and be part of a community; we believe every student should have the opportunity to fulfil their potential in life, have a voice in society and make a difference. We believe that Kent Union is integral to empowering students to realise this belief. Our Mission We are a charity that supports students at the University of Kent; we:   

Stand up for students Help them have the best time at Kent Union Prepare them for life after Kent

Our Values   

Bold – we are brave and courageous; we stand up for students’ rights; we are innovative and we challenge the status quo Inclusive - we welcome all people and appreciate their uniqueness; we are champions of equality and diversity Supportive – we look out for people; we want students to succeed in life so we offer transformative experiences for them to get involved in; we ensure our staff have a healthy worklife balance

Legal Status Kent Union is an unincorporated association and a registered charity. The Union has a Board of Trustees, which is legally responsible for all aspects of the organisation. Democratic Structures Kent Union is a membership organisation; all students at the University of Kent are automatically members of Kent Union. The membership provides strategic and political direction through the Union’s democratic structures, including referenda, the Annual General Meeting, Change It, our online platform and seven elected Trustees.

The Trustees The Trustees of Kent Union are the five ‘sabbatical officers’, four ‘external’ trustees and four ‘student’ trustees. The sabbatical officers and two of the student trustees are elected each year by and from the student membership of Kent Union. The sabbatical officers take a year out of their studies (or immediately after graduating) to serve as a trustee; they can stand for re-election for a second year if

they choose, but can serve for no more than two years. Unlike the trustees of most registered charities, the sabbatical officers are paid a living allowance and work a normal working week. The four student trustees have all the responsibilities of being a trustee, but are still studying and fulfil their duties on a ‘part-time’ and voluntary basis. Two of the four student trustees are elected by crosscampus ballot and take office on 1 July each year; the other two student trustees are selected via a recruitment process in the October of each year. Staff and Management Structure Kent Union employs approximately 500 staff to provide services for its members. Staff are of two types – approximately 350 student staff, who work whilst completing their studies at the University of Kent; and approximately 150 career staff – professionals who have made working at Kent Union part of their career. The Board of Trustees oversees the work of staff through the Chief Executive and Senior Leadership Team, who in turn manage staff through the 8 senior managers, each of whom is responsible for one of the Union’s Departments or a strategic function.

THE IMPORTANT HR BIT Summary Salary This role is at Grade 5 point 1 on Kent Union’s pay scale, starting salary is £21,808. Staff normally move up one incremental point annually. Probationary arrangements This post is subject to a 6-month probationary period, with 1, 3 and 6-month reviews. Notice Period The notice period for this position is one month. Annual Leave Entitlement The post holder is entitled to 23 days’ leave, increasing by 1 day a year to a maximum of 28 days; 6 ‘customary’ days’ leave, normally taken over Christmas; and the 8 statutory leave days for England. Total entitlement is therefore 37 days in year 1, rising to 42 days after 5 years. Pension The post holder is entitled to join the Superannuation Arrangements of the University of London (SAUL), CARE pension scheme with salary sacrifice, in which Kent Union contributes 16% and employees contribute 6% of salary. Alternatively, the post holder can join a personal pension scheme through Scottish Equitable, in which Kent Union contributes 6% and employees contribute 3% of salary. Hours of Work The contracted hours are 35 hours per week; additional hours where deemed necessary this can be any 5 from 7 working days with a mix of Daytimes, evenings and Weekends. Work-Life Balance Kent Union is committed to facilitating a healthy work-life balance and has cutting edge flexible working policies, including extensive maternity, paternity and grand-parent leave; generous adoption and parental leave entitlement; facilities for sabbatical leave; the option to work from home on occasion and time off for volunteering. Equality of Opportunity

Kent Union is committed to the principles of equality of opportunity and will endeavour to meet the needs of any candidate who fulfils the requirements of the person specification.

HOW TO APPLY Application and Selection Process and Timetable Applications close: Interviews in Canterbury:

Sunday 14 April - midnight Tuesday 23 April

Applications To apply please download and complete an application form from our recruitment website http://www.kentunion.co.uk/careers/ and email it, along with the Equal Opportunities Monitoring form to [email protected]; please ensure that you pay particular attention in your application to detailing how you meet the requirements of the person specification. The Equal Opportunities Monitoring Form will be separated from applications prior to short-listing. Completed applications must be received by Sunday 14 April midnight. Website Kent Union’s website contains further background information about Kent Union to help potential applicants. Potential applicants are encouraged to look at the website prior to applying; the website address is www.kentunion.co.uk Further Information and Questions For an informal conversation, further information or any questions about this opportunity, please contact Anthony Alden on 01227 824694 or email [email protected].