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Head of Events Operations

Lawn Tennis Association

The Lawn Tennis Association is the national governing body of tennis in Great Britain, the Channel Islands and the Isle of Man.

Posted
11 Jul 2022
Status
Contract - Fixed Term
Full Time
Location
England
Closing date
14 Aug 2022

About the role

The Head of Event Operations will manage all operational aspects of the Cinch Championships, to include effective leadership of the operations team, oversight and delivery of all operational projects and day to day budgetary responsibility.

Key Accountabilities

Team Management

  • Oversee numerous projects delivered by the Operations Team to ensure timeframes and budgets are adhered to, as far as practicable, via regular status meetings;
  • Proactively set tournament objectives and ensure their delivery via strategic thinking and planning;
  • Proactively manage the Event Operations team meeting schedule, workload pressures and priority planning to ensure delivery to deadlines and best use of time;
  • Determine short, medium and long-term demands on resources in order to assess upcoming team requirements;
  • Define personal development plans and personal objectives for team members;
  • Effectively manage, mentor and guide direct reports to ensure their work standards continually improve, knowledge increases and motivation remains high;
  • Recruit, induct and manage team members in line with productivity expectations, skills and experience capacities and role responsibilities.

Tournament Layout

  • Oversee the overall site layout across teams to ensure all logistical issues are pre-empted and solved. Design, manage and deliver all areas, taking into account active crowd flow, emergency evacuation procedures, capacities and operational requirements;
  • Consider optimisations required to the North Area of the Tournament Site based on learning from the 2022 Tournament;
  • Proactively lead the overall build and break communication with contractors via several annual meetings and be the key contact for the Site Management Team.

Tournament Creative

  • Oversee the management of the design, production and install of the tournament creative; including roll out across all large format branding, taking into account the specific site layout and overall look and feel.

Security

  • Manage all security arrangements and contracts for the tournament, to include liaison between with Metropolitan Police and security contractor. Ensure a robust and practicable plan is in place including: staffing schedules; review emergency procedures and crisis communications documents; and arrange a multi-agency security workshop exercise. Be responsible for the effective delivery of these plans during the tournament period.

Health and Safety

  • Key contact for the tournament Safety Advisors. Proactively ensure the tournament is following best practice industry standards, and where possible is leading the way. This includes contractor management, safe site design, and active crowd flow management methods.

Council

  • Maintain strong relationships with multiple teams within the local council, and wider responsible authorities, and act as a key member of the tournament Safety Advisory Group;
  • Be the key contact for emergency services such as the Metropolitan Police, LFB, LAS regarding any aspect of the cinch Championships and wider implications for the borough.

Temporary Structures

  • Manage key relationships and contracts with large temporary structure contractors such as Neptunus and Arena Structures. Oversee all temporary demountable structure layouts and wider requirements in close liaison with Keith Prowse, the Hospitality partner, Safety Advisors and the commercial team to pre-empt operational issues;
  • Kick off a procurement process for the structures in the North of the Site before the start of the 2023 Tournament (Contract expires in 2023), so that prospective suppliers can visit the Tournament to understand crowd flows and be in a better position to deliver a robust tender response.

Operations Manual

  • Responsible for ensuring the tournament Operations Manual is updated annually and adhered to by all stakeholders (essential for the tournament’s license).

Budget

  • Responsible for keeping the tournament forecast file updated and on target on a day-to-day basis. Work closely with the wider team, finance and the Tournament Director to ensure any unexpected expenses are flagged in advance and any impact reduced.

Event Operations

  • Oversee the management of contracts, service levels and requirements for venue maintenance, spectator medical provision, power provision, cleaning, court protection, portacabin hire and various minor contractors.

Other

  • Develop the workforce plan and work with the People Team to implement the recruitment process for multiple short-term contractors;
  • Deliver LTA commitments in relation to sustainability, including working with suppliers to reduce single-use plastic, reduce waste, de-carbon temporary power and find solutions to increase the electric-car fleet;
  • Ensure that all relevant aspects of the LTA’s Inclusion strategy are delivered, including Accessible seating, brand imagery reflective of Tennis Opened Up, and that our recruitment processes attract a wide cross-section of society;
  • Consider the introduction of a volunteer workforce to complement the paid stewards that work on site;
  • Put plans in place to open up the Tournament for a potential Charity Exhibition Match during the Qualifying Tournament on the weekend prior to the start of the Main Draw event.

Role Accountabilities – Onsite at Tournament

  • Act as the tournament’s Silver Commander and run twice daily Silver multi-agency briefings in Event Control. In the event of an emergency situation this requires the tactical implementation of any direction given by the Gold Commander (Director of Major Events and Digital) or effective decision making in the absence of the Gold Commander. Implementation requires the decisions to be broken down into sets of actions for tournament staff to carry out plus close monitoring of the situation as required;
  • Proactively ensure the wider team (direct reports and non-direct reports) are well supported to deliver their own projects and responsibilities during the tournament, in terms of knowledge and confidence;
  • Liaise with tournament staff (specifically the Safety Officer and Event Control) to ensure the grounds are ready to open to spectators each tournament day;
  • Keep in close contact with Event Control to manage timings for the day (opening gates, spectator communication);
  • Close liaison with stewarding teams during the tournament to ensure safe management of spectators within the grounds to include potential court movements, preventing potential bottlenecks in crowd flows and rain delay communications;
  • Keep in touch with all areas so problems can be caught and quickly rectified, liaise closely with the Safety Officers to be aware of any relevant problems;
  • Point of escalation for any queries from spectators, standby crew, Event Control and tournament staff.

Person Specification

Previous Experience of:

  • Proven experience and success of delivering large scale international events, ideally with a substantial portion of this experience dealing in temporary stadia or venues
  • Experience of strategic management of large events, demonstrating a broad knowledge of stakeholder and operational management techniques
  • Proven people management skills and experience, including direct line reports and external contractor management
  • Demonstrating exceptional personal communications skills with proven ability to build and maintain effective relationships and influence
  • Previous experience of managing high performing, service focused team members who work to tight deadlines
  • Strong organisational, prioritisation and time-management skills
  • Highly motivated and resilient with the ability to remain calm under pressure, with initiative to anticipate and proactively solve important issues and prioritise to meet the changing needs of the business
  • Experience of flexible working with ability to vary work patterns and prioritise tasks to meet the changing needs of the team as and when required
  • Ability to proof read and cross reference complex documentation.

Knowledge, Training & Qualifications:

  • Educated to Degree level or able to demonstrate a level of operational understanding consistent with Degree level
  • Knowledge of UK sporting/event landscape
  • Advanced IT and keyboard skills and knowledge of MS Office Applications (Word, Excel and PowerPoint).
  • IOSH Managing safely in Event and Exhibition Industry
  • NVQ Level 4 - Spectator Management or experience in managing complex crowd management requirements

Personal Attributes

Teamwork

  • Build effective relationships at all levels to influence and support others
  • Work effectively, inspiring and motivating a team
  • Communicate in a clear and compelling manner, adapting style to meet needs of the audience

Integrity

  • Excellent problem solving and decision-making skills
  • Accuracy and attention to detail
  • Always delivers on commitments, setting a great example for others
  • Ability to work independently to meet challenging deadlines

Passion

  • Passionate about the Vision and Mission of the LTA
  • Thinks creatively and with confidence
  • Work tenaciously to meet or exceed goals
  • Maintain a positive mind set in the face of difficult or pressured situations

Excellence

  • Adaptable and highly organised, with the ability to multi-task and prioritise
  • Help others in the team grow and learn
  • Seek opportunities to take different and innovative approaches to addressing challenges

Inclusion

  • Create an environment where people feel safe and welcomed
  • Value people’s differences and believe they make us stronger
  • Take the time to learn more about inclusion and remove any current or potential barriers

How to Apply

Please click "Apply Now” to begin the online application process.

Full Job description and Person Specification available here.


Additional Information

Status
Contract - Fixed Term
Full Time
Job Type
Team Operations & Logistics
Sport
Tennis
Salary information
from £65,000

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