Role Profile – Grade 8 PAS
Manager
Job Title:
Head of Conference & Events
Generic Job Title:
Manager
Reporting to:
Director of Marketing
Conference & Events
Job Family:
Professional and Administrative Support
School/
Department:
Grade:
Main Purpose
of the Role:
Responsible for the effective management and development of the Department’s resources,
support/administrative structure, systems and procedures as well as being an active member in
various department forums with regard to strategic and operational issues. Represents the
Department on a number of key University level forums and reviews and significantly informs the
strategic decision making within the Department.
Summary of
Activity:
Examples of role specific activity include:
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8
Support the delivery of key University events in Glasgow and London to enhance the reputation of
GCU and promote wider community engagement in accordance with the GCU commitment to the
Common Good.
Enhance the reputation of the University by attracting and delivering high profile UK and
International academic conferences working with GCU academic ambassadors to build the profile
of GCU academic expertise.
Enhancing engagement through the delivery of a programme of Masterclasses and Professorial
lectures to demonstrate the University’s talent facilitating interaction and participation with staff,
students, alumni, members of the public and external partners.
Continued development of an income generation plan and strategy for GCU Conference & Events.
Work with members of the team to develop and maintain a business model including likely
financial forecasts, staff structures and Service Levels for GCU Conference & Events.
Continued evaluation of market activities to inform the strategic direction of Conference & Events.
Development of team experience and skills to meet the demands of the function.
Continuous review of systems and processes to ensure the department operates efficiently and
effectively.
Examples of generic activity include:
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Support Head of Department in leading the department towards achieving the University’s
mission.
In consultation with other senior members of the department, assist with preparing the
departmental plan.
Lead staff in accordance with GCU’s People Leadership & Management Accountabilities.
Lead, manage, develop and motivate the support/administration team.
Be an active member of the Department Management Group and other key School/University
committees.
Liaising with staff at all levels internally, representing the department on University groups,
contributing to developments within the institution.
Discharging delegated financial responsibility, with financial authorisation.
Working closely with the School Management Groups to manage the administration of University
procedures.
Manage the support for departmental involvement in University activity.
Responsible for the management, implementation and compliance with Health and Safety
regulations, standards and processes within your area of responsibility and control.
Any other tasks appropriate to the post and in line with School/Department business needs.
Special Features
Role Profile – Grade 8 PAS
Manager
Grade 8 is expected to take the lead in the setting of administrative standards and in ensuring
conformity with University and departmental policies across the wide range of activities in which the
department engages. As such the post holder will need to exercise considerable initiative and
facilitate the spread of good professional practice. The post routinely requires the ability to take
independent action within the agreed parameters of delegation and the ability to liaise and negotiate
with staff at all levels across the University and externally. The emphasis is very much on developing
and sustaining a professional administrative ethos.
Person Specification
Criteria
Essential
Desirable
Evidence
Education,
Qualifications
& Training
Educated to degree level or
equivalent experience
Relevant professional qualification.
Application form
Skills,
Knowledge &
Competencies
Significant conference and events
experience
Experience within the Higher
Education sector
Application form
Proven management experience.
Experience of operating within a
large complex environment
Interview
Experience of operating within a
commercial environment
Developing processes to deliver
customer focused solutions.
Development of plans to deliver
organisational strategy
Sales management experience
Budget management
Ability to demonstrate extensive
experience at a managerial level.
Ability to respond to a variety of
complex situations in a calm and
professional manner.
Effective leadership and team
working skills.
Effective organisation skills and the
ability to prioritise workload.
Effective communication skills
including negotiation, persuasion
and influencing colleagues at all
levels of the organisation.
Sound business awareness.
Ability to switch between tasks
requiring different sets on a frequent
basis.
Qualifications
Operational event delivery
experience
References
Role Profile – Grade 8 PAS
Manager
The ability to exercise initiative and
show a high degree of responsibility.
The ability to interpret and convey
complex information.
The ability to delegate effectively.
The ability to work under pressure
and to tight deadlines.
Excellent customer services skills.
Ability to work on own initiative and
to work well as a team member.
Good decision making and problem
solving skills.
Generic HERA Activity – Grade 8 PAS
Manager
1 Communication
This element includes communication through written/electronic/visual/verbal means, and in both informal/formal
situations. This may include the need to convey basic factual information clearly and accurately, conveying
information in the most appropriate format and explaining complex or detailed specialist information.
Required to convey and understand communication of a complex or conceptual nature which typically would not
be immediately understandable to those outside the area of work.
2
Teamwork and Motivation
This element includes team work and team leadership when working in both internal and external teams. This may
include the need to contribute as an active member of the team, motivating others in the team and providing
leadership and direction for the team.
Overall leader of the team, setting the overall goals, directing the team and identifying what needs to be done,
by when. The role holder may be responsible for the work of several sections or units within the overall team.
3
Liaison and Networking
This element includes liaising with others both within and outside the institution and creating networks of useful
contacts. This may include passing on information promptly to colleagues, ensuring mutual exchange of information,
influencing developments through one’s contacts and building an external reputation.
Liaison to ensure appropriate action is taken and to build relationships, networking for the purpose of
influencing events or cement long term relationships, expected to be involved in short life networks established
for specific activity and to have membership of appropriate professional body.
4
Service Delivery
This element includes the provision of help and assistance to a high standard of service to students, visitors,
members of staff and other users of the institution. This may include reacting to requests for information or advice,
actively offering or promoting the services of the institution to others and setting the overall standards of service
offered.
Expected to initiate contact with customers, explore customers' needs and adapt the service to meet them.
5
Decision Making Processes and Outcomes
This element includes the impact of decisions within the institution and externally. This may include decisions which
impact on one’s own work or team, decisions which impact across the institution and decisions which could have
significant impact in the longer term within or outside the institution.
Involved in the formation of agreements with external bodies, member of committee or team with decision
making authority to begin or stop significant areas of work and providing information that will influence the
development of business plans or working alliances.
6
Planning and Organising Resources
This element includes organising, prioritising and planning time and resources, be they human, physical or financial.
This may include planning and organising one’s own work, planning work for others on day to day tasks or on projects,
carrying out operational planning and planning for coming years.
Generic HERA Activity – Grade 8 PAS
Manager
Plan and prioritise the day-to-day work of others to meet agreed objectives, and occasionally responsible for
formulating the type of plan that will affect a substantial area of work, is likely to last longer than one year and
will possibly involve people from several teams.
7
Initiative and Problem Solving
This element includes identifying or developing options and selecting solutions to problems which occur in the role.
This may include using initiative to select from available options, resolving problems where an immediate solution
may not be apparent, dealing with complex problems and anticipating problems which could have major
repercussions.
Expected to use judgement to resolve problems that are predictable but occur less frequently, and could be
required to resolve problems that occur infrequently and when the available guidance is not specific.
8
Analysis and Research
This element includes investigating issues, analysing information and carrying out research. This may include
following standard procedures to gather and analyse data, identifying and designing appropriate methods of
research, collating and analysing a range of data from different sources and establishing new methods or models for
research, setting the context for research.
Required to decide how to conduct an investigation as well as analyse and interpret the results.
9
Sensory and Physical Demands
This element includes the sensory and physical aspects of the role required to complete tasks. This may include
physical effort, co-ordination and dexterity, using aural evidence to assess next actions, applying skilled techniques
and co-ordinating sensory information and high levels of dexterity where precision or accuracy is essential.
Will need skills obtained through practice over a period of time or during practical training. Care, precision and
accuracy will be normally expected.
10 Work Environment
This element includes the impact the working environment has on the individual and their ability to respond to and
control that environment safely. This may include such things as the temperature, noise or fumes, the work position
and working in an outdoor environment.
Based in the sort of working environment that has little impact on the way in which the work is performed and
presents a low level of risk.
11 Pastoral Care and Welfare
This element includes the welfare and well being of students and staff within the institution, in both informal and
formal situations. This may include the need to be aware of the support services available, giving supportive advice
and guidance and counselling others on specific issues.
Covers basic sensitivity to and consideration of other people's needs or feelings and may include dealing with signs
of obvious distress, and may be required to react to predictable welfare issues that are covered by documented
procedures, when the matter can be referred to someone else or advice on how to respond can be obtained.
Generic HERA Activity – Grade 8 PAS
Manager
12 Team Development
This element includes the development of the skills and knowledge of others in the work team. This may include the
induction of new colleagues, coaching and appraising any individuals who are supervised, mentored or managed by the
role holder and giving guidance or advice to one’s peers or supervisor on specific aspects of work.
Responsibility for providing training or instruction to other members of the work team on a regular basis, identify
the training and development needs of the members of the work team, analysing achievement of team objectives
and identifying learning needs arising from shortfalls.
13 Teaching and Learning Support
This element includes the development of the skills and knowledge of students and others who are not part of the work
team. This may include providing instruction to students or others when they are first using a particular service or
working in a particular area, carrying out standard training and the assessment and teaching of students.
May be required to outline or explain rules, processes, procedures, packages or systems.
14 Knowledge and Experience
This element includes the relevant knowledge needed to carry out the role, however acquired, whether this is technical,
professional or specialist. This may include the need for sufficient experience to carry out basic, day to day
responsibilities, the need for a breadth or depth of experience to act as a point of reference for others and the need to
act as a leading authority in one’s field or discipline.
Is regarded as an authority in the area, has specialist expertise sufficient to challenge or lead thinking, required to
provide guidance or opinion and act as a source of expertise within and out with the University.