Beardmore Hotel and Conference Centre

Agamemnon Street Golden Jubilee National Hospital Clydebank G81 4DY NHS National Waiting Times Centre Scotland Telephone 0141 951 5000 Fax 0141 951 5500 Interim Chair: Stewart MacKinnon Chief Executive Jill Young

Recruitment line: 0800 0283 666

Dear Candidate

POST: EVENTS PLANNER HOURS: 37.50 CLOSING DATE: 20 JANUARY 2017 INTERVIEW DATE: TBC

The National Waiting Times Centre Board welcomes your enquiry in connection with the above post. Please find enclosed an information pack.

Should you wish to submit an application for the above post, please ensure you do so in advance of the closing date. Late applications will not be forwarded for short listing.

When providing referees on the application form, please be aware that we require references to cover at least three year’s of previous employment/training history. If the period of time both referees have known you is less than three years, you will be required to provide additional referees. Where possible, please provide us with e-mail addresses for contact. Additionally, you should note that as part of the pre-employment checks a PVG or Disclosure Scotland check will be completed. It is an offence for barred individuals to apply for regulated work.

Should you contact the recruitment team to discuss any queries regarding your application it is advisable that you retain the job reference number as you will be asked to quote this when you call. Please note that we no longer acknowledge receipt of applications and therefore you will not receive any further communication until after the post has been shortlisted.

In the meantime, I wish you success with your application and should you require any further information or wish to check the progress of your application please do not hesitate to contact the recruitment team on the contact telephone number shown above.

Yours sincerely

Sandra Hill Recruitment Assistant

NATIONAL WAITING TIMES CENTRE BOARD

INFORMATION PACK

FOR THE POST OF

EVENTS PLANNER

37.50 HOURS PER WEEK

REFERENCE NUMBER SHOW/2475

CLOSING DATE: 20TH January 2017 NATIONAL WAITING TIMES CENTRE BOARD

GENERAL INFORMATION FOR CANDIDATES

 This information package has been compiled to provide prospective candidates with details of the post and background information about The National Waiting Times Centre Board.

 The contents of this package are as follows:- o Job Description/person specification o Terms and Conditions of Service o Application Form o Equal Opportunities Monitoring Form o Information on Agenda for Change

 The Equal Opportunities Monitoring form is required for monitoring purposes only and will not be made available to the interview panel during any part of the recruitment process.

 Please note, to ensure that we adhere to our current policy on Equal Opportunities; CV’s received with Application Forms will be destroyed prior to Application forms being passed for Short listing.

 NWTC operates a No Smoking Policy on all Premises and Grounds and in shared vehicles.

 All offers of employment will be subject to the receipt of three year’s satisfactory References, Occupational Health screening and Disclosure Scotland clearance. Please note that it is an offence under the act for barred individuals to apply for regulated work.

 Please send your completed application to:-

Recruitment Team, HR Department Golden Jubilee National Hospital Agamemnon Street Clydebank G81 4DY

 When returning your completed application and any associated enclosures by Royal Mail you must ensure that the correct postage cost is paid. We have been informed by the Post Office that they are retaining those which have been underpaid. This has resulted in completed applications not being returned until after the closing date, and not being included for short listing.

 The short listing process will take place shortly after the closing date.  As a Disability Symbol user we recognise the contribution that all individuals can make to the organisation regardless of their abilities. As part of our ongoing commitment to extending employment opportunities all applicants who are disabled and who meet the minimum criteria expressed in the person specification will be guaranteed an interview.

 The organisation has introduced a set of shared values. These values will be measured during the Competency Based Interview. The values are:

o We will treat everyone with dignity and respect o We will take responsibility to do our jobs well o We will demonstrate our commitment to quality o We will work effectively with others in teams o We will display a “can do” attitude at every opportunity NATIONAL WAITING TIMES CENTRE BOARD

TERMS AND CONDITIONS OF SERVICE

The terms and conditions applicable to this post are those of all NHS Employees.

1. Superannuation

You have the option to join the NHS Superannuation Scheme, to participate in the State Earnings Related Pension Scheme or to take out a Personal Pension.

Employee’s contributions to the NHS Scheme amount to 5.2% to 14.7% of salary (depending on rate of Pensionable Pay) and the employers’ contribution equates to 13.5% of salary. Employees in the NHS Scheme are “Contracted-out” of the State Earnings Related Pension Scheme and pay a lower rate of National Insurance contributions. Employees who choose to participate in the State Earnings Related Pension Scheme pay the higher rate of National Insurance contribution. A Stakeholder Pension is also available.

2. Salary

£17,360 - £20,327 per annum

3. Grade

This post is offered on a Band 3

4. Annual Leave

The annual leave entitlement in a full year commencing 1st April to 31st March is 27 days, rising to 29 days after 5 years’ service and 33 days after 10 years’ service. There are 8 Statutory and Public Holidays in each leave year. (Pro rata where applicable)

5. Hours of Duty

37.5 hours per week

6. Tenure of Employment

This post is offered on a Permanent basis

7. Asylum and Immigration Act 1996

Under the Asylum and Immigration Act 1996, we are required to carry out checks to ensure that all prospective employees are entitled to live and work in the United Kingdom. You will therefore be asked to provide appropriate documentation prior to any appointment being made. NHS National Waiting Times Centre Benefits

NHS Superannuation scheme: All staff are eligible to join this scheme from date of commencement. Employee contributions vary from 5.2% to 14.7% depending on annual pensionable pay. Benefits include a lump sum and pension when you retire, life assurance of 2 years’ pay - while you are working, pension and allowances for your spouse and children in the event of your death, and benefits for ill-health retirement. Members of the scheme receive tax relief on contributions and lower National Insurance contributions.

Annual leave entitlement (including public holidays): 35 days annual leave on appointment 37 days annual leave after 5 years 41 days annual leave after 10 years

Free car parking

Continuing professional development opportunities

Discounts at the associated Golden Jubilee Conference Hotel

Leisure Club membership – Get fit and healthy at the Beardmore Leisure Club with a discounted membership rate of £30 per month.

Discounted Room Rates - Rooms rates discounted (from £40 per night – room only) subject to specific conditions.

Discounted Dining - 20% off food and beverage when dining in the hotel.

Golden Bistro (Hospital Restaurant) - Discounted food in our award winning hospital restaurant.

Childcare vouchers – If you are a working parent with children under the age of 16 you could save up to £1,196 per parent, per annum on the cost of childcare.

For more information about the benefits and discounts available to NHS staff, visit www.nhsdiscounts.com Golden Jubilee Conference Hotel JOB DESCRIPTION –

1. JOB IDENTIFICATION

Job Title: Event Planner

Department(s): Events

Job Holder Reference:

No of Job Holders: 3

2. JOB PURPOSE

To administer and co-ordinate the bookings of all events within the hotel eg. Conferences, meetings, wedding receptions, funerals and large dinner bookings. The planner will contract any bookings handed over from the sales team and handle all repeat enquiries, confirming and contracting the details and arrangements to processing the function event order to be issued with the weekly business sheet.

They will champion their own event and contribute to a culture where customer care is of the highest standard acting on Initiative and problem solving where issues arise during an event.

3. ORGANISATIONAL POSITION General Manager

Event Manager

Event Planner

4. SCOPE AND RANGE

Under the direction of the Event Manager the Event Planner is responsible for the co-ordination of a variety of events ofvarying size and revenues.

As a team there is a monthly target of sales ranging up to £200000 per month and a minimum conversion (enquiries to bookings) to be met.

They have no subordinates 5. MAIN DUTIES/RESPONSIBILITIES

Respond to all enquiries for repeat bookings, GJNH and GJRI bookings and private bookings by telephone discussing client’s requirements in a helpful and professional manner using effective questioning to establish client’s needs and priorities. Respond to e-mail enquiries in the same way within departmental guidelines. Conduct ad-hoc show rounds of the facilities for the same enquiries.

Contract new bookings as issued by the sales team and chase for prompt return.

Negotiate with these same repeat bookings and enquiries using the traffic light and rate grid system to maximise conversion taking into account the client profile and overall value of the business.

Do ‘chase calls’ timeously for all information required.

Contract each confirmed booking within 3 days of the receipt of the confirmation. If the booking is within 2 weeks it should be concluded within 24 hours and if within one week it should be issued immediately.

Receive deposits and monies in accordance with deposit and cash handling policy

Co-ordinate accommodation bookings, rooming lists and airport collections Produce a concise and accurate function sheet for each booking to be included in the weekly business sheet

Co-ordinate the purchase of ad hoc services ensuring accounting and purchasing procedures are followed and charges are made.

Be fully conversant in company credit control policies

Oversee the running of a wedding ceremony, liasing with the bridal party and the celebrant before the ceremony and organising the musicians and the guests.

Meet and greet conference delegates.

Meet and Greet conference organisers to ask about their customer experience. Met them prior to departure and inform about BDRC scoring.

To be fully conversant in the hotel’s tariffs and operational capabilities

Responsibilities

Planning, priority setting and decision making in the events office, to ensure clients’ needs are met.

Act on complaints and practice improvement in line with company policy.

Responsible for participating in meetings to review and develop new policies and procedures.

Contribute to e a culture where customer care is of the highest standard acting on Initiative and problem solving where issues arise during an event.

Be fully conversant in the company terms and conditions ensuring cancellation and attrition charges are negotiated and agreed with the clients as necessary.

Mentor and Coach new members of staff.

Promotes Health & Safety

Recognises personal responsibility for promoting a safe working environment.

6.SYSTEMS AND EQUIPMENT

The post holder must be computer literate in Microsoft office systems Word and Excel and in the computerised diary and rooms management system, Opera.

They must be proficient in the use of Microsoft Outlook Calendar and E-Mail systems and in accessing the internet.

The post holder must record details of all enquiries, cancellations and denials.

Maintain and up date client files and correspondence for ease of reference by colleagues. Operate the filing system to ensure rapid retrieval of correspondence

The post holder must know how to prepare a detailed function sheet of all the booked business for the following week and issue it.

7. DECISIONS AND JUDGEMENTS

The post holder plans and prioritises their own workload on a daily basis with little assistance.

The post holder exercises judgement when dealing with the client in all areas of the booking and negotiating process juggling budget and cost considerations with client profile.

The post holder must time manage efficiently and multi task effectively.

8. COMMUNICATIONS AND RELATIONSHIPS Clients Client contact face to face and over the telephone is an integral part of the working day. The post holder negotiates the price and all other aspects of the booking process with the client and as such must have exemplary communication skills.

Suppliers Contact with external suppliers is required to book service such as coach hire, flowers, equipment hire etc.

Colleagues They work with the sales team on all new business, meeting clients where necessary to ensure contracts are accurate. They deal with other Team Leaders and Managers where a booking is not straightforward and requires specialised treatment eg. With the Executive Chef in menu planning. Inter departmental communication happens throughout each day.

They may need to handle a situation sensitively eg. Funeral reception bookings, when dealing with bereaved relatives.

9. PHYSICAL DEMANDS OF THE JOB

Basic manual handling skills

The post involves sitting at a computer for lengthy periods of time.

Keyboard speed and accuracy are important

10. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB

Constant prioritisation and re-prioritisation of workload dependant on new work that comes in

Juggling and multi-tasking constantly as the working day is full of interruptions

Dealing with challenging clients and complaint handling

Dealing with bereaved relatives in the case of funeral receptions

11. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB

The post holder must have meticulous attention to detail and be highly motivated.

Relevant length and depth of experience as an event planner in a similar environment is essential and/or a relevant degree, SVQ level 3 or or equivalent.

Excellent communication skills are required with emphasis on customer care and telephone skills

Excellent time management skills

Excellent selling and negotiating skills including ability to handle objections and close the sale.

Proactive and able to work on their own initiative and as part of a team

Excellent organisational skills and interpersonal skills

Computer literacy

12. JOB DESCRIPTION AGREEMENT

A separate job description will need to be signed off by each jobholder to whom the job description applies.

Date: Job Holder’s Signature:

Head of Department Signature: Date:

PERSON SPECIFICATION Event Planner

ESSENTIAL DESIRABLE

SKILLS The ability to work and communicate Problem solving. effectively with NHS, Public Sector and Corporate Clients, the general Creativity. public, team members and with all levels of management

Excellent organisation and time management skills, attention to detail

The ability to remain calm and effective under pressure

Team player, self motivated

Sales and negotiation skills

IT literate, including word, and excel

High level of numeracy and literacy

KNOWLEDGE Minimum HND in Hospitality Degree in Hospitality Management or Event Management Management or Event or similar discipline Management or similar discipline Knowledge of hospitality or events industry from either venue or client side

EXPERIENCE Proven experience in either venue or client side in event co-ordination.

Additional Job Flexible towards hours of work requirements Any other additional information