Job Description

Essential Criteria

2. Proven ability in significantly steering strategy and business development to deliver significant revenue growth in a complex operation


3. Significant experience in sales and event management within the hospitality sector or similar commercial environment


4. Experience in short and long term financial budgeting and forecasting with excellent numerical, analytical and reporting skills


5. Experience of reviewing and developing policy at a department level


8. Experience of managing a diverse team with demonstrable experience in effective personnel management and team development


9. Project management experience


14. Excellent IT skills with experience of using Microsoft Outlook, Word and Excel, and website development


17. IT systems experience (e.g. Property Management Systems)

Duties:

Staff Management

1. Management responsibility for the Sales & Events team and Accommodation & Events Officer, including: training, recruitment, induction, performance reviews and the timely completion and submission of all appropriate documentation.


2. Chair regular team meetings and 1-2-1's with direct reports


3. Provide appropriate guidance, leadership and support for direct reports as required on welfare and employee relations issues and liaise with the Deputy Domestic Bursar or HR Department if appropriate.

Marketing, Sales and Finance

4. Undertake a significant part in the strategic planning processes for the College's commercial events activities.


5. Responsible for setting business plans and analysis and evaluation of these plans on a regular basis, setting and reviewing financial forecasts, undertaking market analysis, developing proposals and undertaking feasibility analysis.


6. Utilise skills in business development to rapidly build new business opportunities through the development and implementation of a rolling three year marketing and business development strategy for sales and events.


7. Manage the sales and marketing operation, which is handled by the team, developing skills and techniques and being in control of responses to leads and enquires.


8. Responsibility for delivering the annual sales and events budget in order to maximise revenue to the College, reduce expenditure and achieve annual targets.


9. Proactively produce financial and written reports relating to Sales and Events and Accommodation operations to the Bursary and, where required, for College committees including: progress summaries, revenue, occupancy and profit forecasts.


10. Regularly carry out analysis of competitors, identifying opportunities and ensuring pricing and offering represents good value for money.


11. Develop relationships with other organisations and individuals to increase business in line with the marketing plan, including client familiarisation trips and networking groups. Effectively advertising the College's facilities and services at trade shows and other relevant forums, where required.


12. Liaise with Head of Departments and chair regular operational meetings with them to deliver high levels of service and identify areas for future improvement, and effect positive considered change.


13. Negotiate with suppliers to get the best price for any expenditure and maintain expenditure within the agreed budget.


14. Represent the College at meetings and events relating to the accommodation and events operation.


15. Manage the Accommodation, Sales & Events office to deliver smooth administration and communication of event information to relevant departments within the College.


16. Review and develop departmental policies and procedures to ensure they are up to date, effective and support the sales strategy and College objectives.


17. Work with the Head of Communications to promote events at Wadham to maintain positive online presence on the website and through associated social media.


18. Manage the College's Bed & Breakfast operation across all sites, ensuring relevant Head of Departments have the information to plan and operate the service.

Accommodation Office

19. Line management responsibility for the Accommodation & Events Officer in all aspects of student accommodation.


20. Under the guidance of the Domestic Bursar, liaise with the JCR to involve the student body in any student accommodation decision making, at the appropriate time.


21. Coordinate with the Domestic Bursar and Accommodation & Events Officer when developing proposals to be made for student rent levels and vacation charging arrangements.


22. Support the Accommodation & Events Officer with any student queries that require escalation.


23. Proactively plan, in coordination with the Works department, rooms to be blocked for maintenance and refurbishment during low occupancy periods.

Commercial Activities and Customer Service

24. Develop and implement a strategy for commercial bookings and events for the new site to achieve sales targets.


25. Work proactively, to foresee any potential issues and to think strategically about contingency plans and communicate them effectively.


26. Overall management of all College and commercial events in close liaison with College Officers, departments and Fellows, highlighting any potential areas of risk to the Deputy Domestic Bursar.


27. Set customer service level agreements and ensure the department responds within the agreed timeframes.


28. Deal with a wide and varied flow of people at different levels with an awareness of the need for confidentiality and sensitivity. Deal professionally with any complex customer service matters and escalate these, if required.


29. Professionally communicate and meet with potential clients, including the delivery of presentations where necessary


30. Responsibility for ensuring the department delivers outstanding customer service to internal and external customers. Evaluate feedback and the service delivered and identify opportunities and action any areas for improvement.


31. Ensure that all relevant health and safety documentation, PL insurance, performing rights forms and Risk Assessments are provided by event organisers, as required, and that events are compliant with the College's licence.


32. Responsible for managing all Holywell Music Room bookings in coordination with the Faculty of Music, managing availability, processing bookings and administering contracts and invoices.


33. Ensure a fully up to date Property Management System (PMS) is maintained for all College and commercial bookings and support operational departments with training on use of this system.

Vacancy ID 18795

Please be aware that all candidates need to be able to start work immediately and must be able to work on site if required to do so.

Further information can about the Temporary Staffing Service can be found on our website

https://www.jobs.ox.ac.uk/temporary-staffing-service