Head of Conferences and Events
Candidate Information Pack
Dear Candidate, Thank you for your interest in the role of Head of Conferences and Events. My name is Sam Glenister-Batey, and I oversee the Commercial and Business Development portfolio of services, which includes Conferences and Events. This is a unique opportunity to join the University’s Facilities Directorate (FD) in a key senior role, where you can play a significant part in shaping our future. As we transition from a collection of services into a streamlined directorate, I am particularly interested in meeting candidates who genuinely enjoy and excel at strategic, collaborative working. The FD business plan, Our Way Ahead, is a crucial part of the University Strategy. It underscores our commitment to providing excellent service to our students, staff, and customers. The post holder will play a pivotal role in developing and implementing a service strategy and plan, with the aim of creating engaging experiences for our community. One of the key aspects of this role is to drive the commercial success of our Conferences and Events service. The successful candidate will be responsible for identifying and capitalising on opportunities to generate revenue while enhancing the University’s reputation. This involves creating innovative event offerings that attract external partners and clients, thereby expanding our reach and impact beyond the academic community. Collaborative skills are also essential, as the role will work with colleagues across many different University teams, including Catering and Hospitality, Residential Services, and the University’s academic community. You will be a positive influencer and be able
to actively engage with our diverse university communities, maximising opportunities for the University to showcase its work through engaging experiences. You will have the skills to deal with challenging circumstances sensitively and carefully. The ability to build and maintain good working relationships with agencies across campus, the sector, and the city will be essential. Managing a diverse team requires excellent people and leadership skills. We want all of our staff to feel part of the FD and to be encouraged to excel and develop. Our services are expected to work collaboratively, supporting and enhancing the contribution we can collectively make to the University.
3 4 6 8 11 12 14
Welcome The University of Leeds The Facilities Directorate The Role Working at the University of Leeds Equality and Inclusion How to Apply
This is an exciting and challenging role that balances daily reactive challenges on campus with the need to innovate and shape a new path ahead for a core team. If our values speak to you and the thought of working at one of the UK’s most prestigious universities excites you, we look forward to hearing from you!
Regards, Sam Glenister-Batey Deputy Director of Commercial and Business Development
The University of Leeds The University, established in 1904, is one of the largest higher education institutions in the UK and a member of the Russell Group of research-intensive universities. We are renowned globally for the quality of our teaching and research. The strength of our academic expertise, combined with the breadth of disciplines we cover, provides a wealth of opportunities and has real impact on the world in cultural, economic and societal ways. The University strives to achieve academic excellence within an ethical framework informed by our values of Collaboration, Compassion, Inclusivity and Integrity. 39,000+ 35,000+ students full-time students
29,000+ undergraduates
9,000+ postgraduates
9,500+ international
312,000+ alumni network across 197 countries £1.3billion contribution to UK economy
students from over 170 countries
9,700+ staff from over
100 countries
The Facilities Directorate Across the Directorate much of our time is spent on delivery of services – critical work that enables the University to operate and progress. Through this work, we connect with staff and students and the wider city and region. This activity is about keeping the lights on and is essential. As a dynamic and diverse group, we are also constantly challenging ourselves to do new things and improve how we work. Our expertise is required across the University. Add to this the fact that we have been in crisis management mode in recent years – like many others in the University – and I believe it is time to pause and
Our
re-set. How do we work together to get smarter with our essential day-to-day service delivery? How can we do more to help the University deliver its Strategy: Universal Values, Global Change 2020-2030?
Way
Ahead
Our Way Ahead gives us a clear focus for the next three years .
It sets out our aims and objectives and how we will deliver them. It helps all of us in the Directorate to understand what we have the capacity to deliver, and it will mean we can be clear on the impact of requests for new projects.
The plan is focused on people, impact and ways of working.
It identifies key initiatives, including Net Zero by 2030, a programme to ‘reimagine’ the campus, and the development of inspirational learning, teaching and workplace spaces. It is underpinned by the University’s values and a commitment to support everyone who works in the FD by developing an inclusive culture that ensures everyone feels valued. We know that to deliver on our new plan we may need new skillsets and the Directorate is committed to providing training and development to support people as they try new ideas and new ways of working. I strongly believe that we need to work together as one directorate, not a collection of services, and that we have a huge amount to learn from each other and the incredible array of skill and talent across the institution. As we look to our way ahead, I want us to be strategic, realistic and innovative in our approach. As a directorate that works collaboratively, we will achieve our goals over the next three years and beyond. Most importantly, by supporting and enabling the University Strategy, we will help students and staff to flourish, succeed and make a difference.
Our Vision
A shared vision informs our work and ensures we all keep to the same path.
we will create amazing places, spaces and experiences on campus; we want everyone – all of you, and everyone who uses the campus – to feel that they belong.
they will be sustainable, inspirational, innovative and inclusive; Our work – creating, delivering and maintaining the fabric of the University – helps everyone to fulfil their potential.
Ann Allen, Director of Campus Innovation & Development
Learn more about Our Way Ahead & the Facilities Directorate here.
The Role
Can you lead and motivate staff to deliver an excellent service and achieve goals? Do you have significant senior commercial, management and leadership experience gained in a conference / events role? Would you like to lead a team to deliver even higher standards of operational and commercial efficiency?
The University of Leeds Conferences and Events service operates an array of venues and facilities that attract a diverse range of events, including meetings, conferences (including residential), exhibitions, award ceremonies, receptions, and dinners. Additionally, the team coordinates catering, residential, print, and AV services as well as providing comprehensive conference management services. In recent years, the Conferences & Events operation has experienced substantial growth, driven by a new strategic approach, increased resources, and investments in facilities. Notably, the introduction of Cloth Hall Court, a new city centre conference centre. Conference & event sales in 2023/24 will be circa £3million representing 45% year on year growth with more expected in future years to as much as £4.5million. As the Head of Conferences and Events, you will lead the University's Conferences and Events service, overseeing its team, strategic development, and operational management. This pivotal role requires ensuring the continued delivery, review and refresh of the 2022-2027 Conferences and Events Strategic Plan and providing exceptional conference experiences for internal and external delegates. Your work will align with the Facilities Directorate’s "Our Way Ahead" Business Plan and the University's overarching strategy. Your responsibilities include leading the team in developing and executing outstanding event experiences and maximising income generation through sales & marketing efforts and operational excellence. This role is central to maintaining the University's position as a premier destination for conferences and events. A successful candidate will have significant conference/ event management experience in a similar environment. They will have strong communication and interpersonal skills necessary to build effective working relationships and proven experience of leading / managing a team of managers and staff. Demonstrating a genuine commitment towards continual service improvement, they will possess strong organisational, analytical and problem solving skills and have the ability to work pro- actively, using a high level of initiative. Salary: Grade 9 (£57,969 - £66,857) Location: University campus - please note that this role requires being based on site
compliance with all legislation, standards and regulations relevant to providing Conferences and Events services; • Ensuring that University governance, regulations, requirements and guidance are adhered to at all times; • Ensuring effective engagement with the University’s Sustainability strategy, promoting ethical and sustainable products and services; • Working with colleagues to ensure that quality standards and customer service standards are maintained; • Representing the Conferences and Events Service in University-wide meetings and on committees; • Giving presentations and representing the
team), including recruitment, leave and sickness monitoring, training and development and performance management initiatives/ required actions; • Organising and prioritising your own work and the work of others to ensure that key deadlines and objectives are met; • Leading the team to plan and deliver key bookings and events; • Staying informed about developments in the conference and event sector to take initiatives to better manage both risk and opportunity; • Being responsible for complex forward planning, including; the co-ordination and timely delivery of tenders, business plans, menus, products, and all equipment for events; • Leading initiatives to better maintain, develop and innovate existing and new technology and software systems/ solutions, e.g.’s Kinetix, Aventri and virtual conference systems; • Leading your team to collect and utilise customer feedback to achieve continuous product and service improvements; • Increase the profile of the University’s Conferences and Events offer within the Meetings, Incentives, Conventions, and Exhibitions arena. Seek out opportunities to sit on Focus Groups and leadership Groups associated with the academic venues and conferencing (e.g., AVS, LHVA, MIA, etc.); • Budget setting and the management of performance against budget; • Monitoring and reporting financial and non- financial performance me • Working with leadership team members in the University’s Catering and Hospitality • Service and the University’s Residential Service to increase income from conferences & events; • Leading the team you manage to maintain
Main duties and responsibilities As Head of Conferences and Events, your main duties will include: • Leading the review, development and implementation of a service strategy, policies, procedures and standards aligned with the University’s strategy to deliver service excellence; • Leading, managing and developing your team to ensure that they are motivated and committed to delivering a high standard of service and making sure that they understand how their performance and contribution as team members will deliver results in line with strategy; • Developing and maintaining strategy aligned objectives and an operational business/action plan for the Conferences and Event Service. • Working and networking with customers and other stakeholders (heads of other services, deans, heads of schools, suppliers and professional associates) to better plan the development and improvement of products & service; • Planning and leading complex projects to deliver product and service improvements, reporting on project initiatives, progress, and implementation to senior management; • Leading, supporting, and working to actively promote innovation. • Leading the development and implementation of a detailed marketing and sales strategy for conference and events products and services. • Leading Initiatives to promote and improve the experience of equality and inclusion for staff and customers/service users; • Leading and managing all HR matters in the Conferences and Events Service (you will be supported by members of the University’s HR
University outwardly in consultations and meetings with external organisations as might be required;
These duties provide a framework for the role and should not be regarded as a definitive list. Other reasonable duties may be required consistent with the grade of the post. Hours of Work The hours worked will be flexible and as required to meet the business’s demands. For example, 5 days over 7 (normally Monday to Friday; however, weekends will occasionally be needed in line with business needs). In addition (given advance notice): • You may be required to be on call overnight and at weekends. In this role, you might be required to attend work to resolve/manage issues that can only be effectively dealt with by a senior manager; • If your line manager requires it, you may be required to work on University closed days and/or public holidays.
Qualifications and skills Essential • A degree level education or equivalent experience/qualifications; • Significant high-level leadership/management experience, as well as experience of working as part of a management team; • Significant experience of managing successful large conferences and events from start to finish, providing advice on best practice; • Experience of thinking and planning strategically with a proven record of successfully translating strategy into reality; • A customer and results focus with significant experience of setting, managing and achieving key customer and financial targets; • Experience of managing complex projects with a track record of driving successful organisational and cultural change to improve service delivery; • Experience of building rapport with key stakeholders to improve service and in order to secure and generate future business; • Excellent interpersonal, communication and listening skills with the ability to develop positive working relationships and networks, and to negotiate and influence others; • Experience of setting, monitoring and managing budgets; • Numerical skills in-keeping with required competence for calculating bills/ invoices; • Excellent IT skills, including use of wide range of software packages and knowledge of Kinetics and Aventri software or similar/equivalent; • Experience of presenting to large audiences; • Interpersonal skills with the ability to communicate and collaborate with people at all levels both written and verbal, including (face-to-face, telephone and video calls); • Excellent organisation skills with an ability to prioritise own and others workloads effectively, and to work under pressure.
Join us and you will become part of a large and diverse organisation – with more than 9,000 staff of around 100 nationalities we are the largest employer in Leeds. Leeds is a great place to live and work, a bustling city surrounded by beautiful countryside, and our campus is just a short walk from the city centre. Work-life balance & Wellbeing • We aim to be a ‘best practice’ employer. We understand that our employment policies need to be flexible and responsive in order to promote diversity and equality, and to attract and retain the highest quality work force • We not only fully embrace the Employment Act, which gives government regulations on paternity, adoption and statutory maternity leave, but we go beyond the statutory requirements to help all staff balance the demands of work and personal life. Take a look at our HR policies to find out more about flexible working hours, job sharing and many other schemes to help you achieve a healthy balance • We believe in supporting our staff at work and providing a range of support services available to everyone who works for the University. Read more here. Pensions • Every employee of the University has access to a generous occupational pension • We have four different pension schemes covering different groups of staff. Find out more about pensions, including retirement benefits and additional voluntary contributions • All schemes provide valuable benefits on retirement, as well as life assurance and protection for your family Bright Beginnings childcare centre The University has an award-winning childcare centre, situated on site, Bright Beginnings, which provides high quality childcare to staff members and students. The centre caters for children aged between three months and five years and provides a Play scheme during the school holidays for children aged three to 11. Find out more on the Bright Beginnings website. Find out more about the benefits of working at the University and what it is like to live and work in the Leeds area on our Working at Leeds information page. Working at the University of Leeds
Team Structure 2024
Head of Conferences & Events
Business Support Assistant
Assistant Head of Conferences & Events (Cloth Hall Court)
Assistant Head of Conferences & Events (Operations)
Assistant Head of Conferences & Events (Sales & Marketing)
Cloth Hall Court Operational Team
Campus Events Operational Team
Sales and Marketing Team
Equality & Inclusion
As an international research-led University, Leeds strives to go beyond our legal duties to create a positive environment for our diverse community of staff and students.
The University works hard to promote gender equality and support the career development of talented women working in the traditionally male-dominated fields of science, engineering and technology. The University renewed its Athena SWAN Bronze award in June 2021. Leeds is committed to recruiting the brightest and best students regardless of background and our Reach for Excellence and Access to Leeds (A2L) programmes are key parts of our Access Agreement and Education Engagement Strategy. We have also developed an access strategy to recognise the needs of potential mature students. At the University of Leeds, we are committed to providing a culture of inclusion, respect and equity of opportunity that attracts, supports, and retains the best students and staff from all backgrounds. Whatever role we recruit for we are always striving to increase the diversity of our community, which each individual helps enrich and cultivate. We particularly encourage applications from, but not limited to Black, Asian, people who belong to a minority ethnic community; people who identify as LGBT+; and disabled people. Candidates will always be selected based on merit and ability
Additional information:
Working at Leeds We are a campus-based community and regular interaction with campus is an expectation of all roles in line with academic and service needs and the requirements of the role. We are also open to discussing flexible working arrangements. To find out more about the benefits of working at the University and what it is like to live and work in the Leeds area visit our Working at Leeds information page. Information for disabled candidates Information for disabled candidates, or candidates with impairments or health conditions, including requesting alternative formats, can be found on our Accessibility information page or by getting in touch with us at hr@leeds.ac.uk
Criminal record information Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975
This post requires an enhanced criminal record check from the Disclosure and Barring Service (DBS), and any equivalent overseas authorities where relevant. The successful candidate will be required to give consent for the University to check their criminal record status. All applicants are required to make a self-declaration where applicable. Any offer of appointment will be subject to the University being satisfied with the outcome of these checks, in accordance with our Criminal Records policy. You can find out more about required checks and declarations in our Criminal Records information.
How to Apply The University is being supported on this recruitment campaign by the search consultancy The Management Recruitment Group (MRG).
To arrange a confidential briefing conversation please contact our advisor James Gregory and Anna Kacprzak of MRG.
Applications should consist of a comprehensive CV (of no more than 3 pages) and a covering letter (of no more than 1 page). Applications should be sent directly to James and Anna.
James Gregory james.gregory@mrgglobal.com 07966 827 391 Anna Kacprzak anna.kacprzak@mrgglobal.com 07513 721 970
Closing date Sunday 15 th of September.
Page 1 Page 2-3 Page 4-5 Page 6-7 Page 8-9 Page 10-11 Page 12-13 Page 14Made with FlippingBook Digital Proposal Creator