Lettings and Events Officer

Greater London Authority (GLA)
Corporate Resources and Business Improvement

The Resources and Business Improvement directorate is led by Dianne Tranmer. It is responsible for: People Function, Facilities Management, Digital Experience Unit and Technology Group, Information Governance, Executive Support Team and leadership of all our shared services across the GLA Group.

The work of the directorate’s teams includes delivery of major events, designing and leading public affairs or marketing campaigns, providing data, evidence and analysis, leading cross-organisational programmes, to making sure we plan for and can respond to emerging events or emergencies in our city.

About the role

To deliver the landlord function in co-ordinating, authorising and overseeing the delivery of events and activities at the Authority’s core sites at City Hall, Union Street, Trafalgar Square and Parliament Square Garden. This includes facilitating rallies and protests at the two iconic Squares and promoting spare capacity at the venues to commercial clients to achieve income targets.

What your day will look like:

• Delivering the Landlord functions for all events related lettings across the Authority’s core sites. This will include ensuring:

1. Contracts for lettings are in place and signed,
2. Health, safety and security principles are applied during the planning and implementation of events, including any new duties imposed by the landlord’s protect duty for public events and activities.
3. Appropriate and adequate method statements and risk assessment are produced and signed off by the Authority.
4. Adequate insurances are in place.
5. Being a personal license holder for licensable activities
6. Appropriate asset protection measures are in place, with particular attention to national heritage assts at the two Squares.
7. Statutory and contractual compliance and initiating timely corrective action when needed.
8. Raising invoices for lettings and following up on payments.

• Acting as the first point of contact for both internal and external enquiries for the use of Authority’s venues and event spaces, taking responsibility from the initial enquiry through to the delivery and conclusion of the activity. This includes internal events, GLA organised public facing events, commercial and charity hires, rallies and protests.
• Co-ordinate and undertake liaison with key stakeholders, including Mayor’s Office, London Assembly, GLA staff, contractors, event production companies, principal neighbours of Trafalgar Square, Parliament Square Gardens and City Hall, the Metropolitan Police, Local Authorities and other statutory bodies to ensure events comply with relevant regulatory requirements, are well managed and the impact on neighbours is considered and reduced.
• Assist and support promoting, marketing and expanding the use of surplus capacity at City Hall and Trafalgar Square for commercial events to meet budgeted annual income targets. Update venue hire advice and information on the Authority’s internet and intranet pages relating to venue hire.
• Provide reports and information and communicate relevant details about events and activities to senior staff, internal teams, contractors and other relevant stakeholders.
• Carry out condition surveys pre and post events and oversee contractors during the build process to ensure contracted services are safely co-ordinated and any damage incurred is recorded and appropriate recovery action taken.
• Work co-operatively with internal facility providers and production companies to ensure that the Authority’s event spaces are maintained and presented to a high standard and works and services are coordinated to support event delivery.
• Participate in the production and delivery of events and activities organised by the Authority.
• Support the Development and maintenance of finance and accounting systems relevant to the areas of responsibility, including the generation of reports.
• Support the development of guidelines, standards, policies and practices to improve the management and control of events.
• Perform the role of a duty building manager, monitoring the general functioning and safety of the building and events, liaising with specialist service suppliers, relevant Facilities Managers and addressing any issues that need resolving or that are emerging. This will mainly focus on immediate operational needs and taking responsibility for events that take place in City Hall. This will mean having operational management control over other FM disciplines such as Reception/Helpdesk, Catering, Cleaning, Porterage, Broadcasting and Maintenance.
• Carry out the duties of a Greater London Authority (GLA) warranted Enforcement Officer in relation to Trafalgar Square and Parliament Square and when required prepare evidence for prosecutions under the byelaws and Police Reform and Social Responsibility Act 2011. Attending court to give evidence as necessary.
• Participate as a member of the command and control cadre for emergencies and incidents and participate in the out of hours Duty Officer management rota for the Authorities premises at City Hall, Union Street, Trafalgar Square and Parliament Square Gardens.
• Manage resources allocated to the job in accordance with the Authority’s policies and Code of Ethics and Standards
• Realise the benefits of a flexible approach to work in undertaking the duties and responsibilities of this job, and participating in multi-disciplinary, cross-department and cross-organisational groups and project teams.

Skills, knowledge and experience

To be considered for the role you must meet the following essential criteria:

• Experience of managing events, functions or hospitality services in high profile organisation or customer led environment, where multi-tasking and working under pressure to tight deadlines is required.
• Experience of performing the landlord function in relation to venue hire and event delivery, managing multiple processes and events across different spaces.
• Experience of promoting and marketing high profile venues and income generation, including updating or creating internet material.
• Experience of taking charge of a situation and resolving operational issues as they arise and dealing with service complaints.
• IT literate in MS Office products such as Word, Powerpoint, Outlook and Excel and attention to detail – ensure that processes are followed effectively and be responsible for maintaining a high standard in work delivered.
• Level 2 Award for Personal License Holders qualification and possess a Personal Alcohol License or be able to obtain one (for licensable activities on Authority properties).

Behavioural Competencies

Building & Managing Relationships

Developing rapport and working effectively with a diverse range of people, sharing knowledge and skills to deliver shared goals.

Level 2 indicators of effective performance:

• Develops new professional relationships
• Understands the needs of others, the constraints they face and the levers to their engagement
• Understands differences, anticipates areas of conflict and takes action
• Fosters an environment where others feel respected
• Identifies opportunities for joint working to minimise duplication and deliver shared goals

Stakeholder Focus

Consulting with, listening to and understanding the needs of those our work impacts and using this knowledge to shape what we do and manage other’s expectations.

Level 2 indicators of effective performance:

• Seeks to understand requirements, gathering extra information when needs are not clear
• Presents the GLA positively by interacting effectively with stakeholders
• Delivers a timely and accurate service
• Understands the differing needs of stakeholders and adapts own service accordingly
• Seeks and uses feedback from a variety of sources to improve the GLA’s service to Londoners

Communicating and Influencing

Presenting information and arguments clearly and convincingly so that others see us as credible and articulate and engage with us.

Level 2 indicators of effective performance:

• Communicates openly and inclusively with internal and external stakeholders
• Clearly articulates the key points of an argument, in both verbal and written communication
• Persuades others, using evidence-based knowledge, modifying approach to deliver message effectively
• Challenges the views of others in an open and constructive way
• Presents a credible and positive image both internally and externally

Planning and Organising

Thinking ahead, managing time, priorities and risk, and developing structured and efficient approaches to deliver work on time and to a high standard.

Level 2 indicators of effective performance:

• Prioritises work in line with key team or project deliverables
• Makes contingency plans to account for changing work priorities, deadlines and milestones
• Identifies and consults with sponsors or stakeholders in planning work
• Pays close attention to detail, ensuring team’s work is delivered to a high standard
• Negotiates realistic timescales for work delivery, ensuring team deliverables can be met

Problem Solving

Analysing and interpreting situations from a variety of viewpoints and finding creative, workable and timely solutions.

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