Ceremonies Manager

The Role and Department

The post holder will be responsible for co-ordinating the arrangements of the formal University ceremonies and main duties will include:

Ceremonies Management:

• overarching responsibility for all aspects of the operation of the ceremonies;
• producing the timetable for congregation and matriculation ceremonies, based on predicted student numbers;
• co-ordinating the production and distribution of printed and electronic material, which provide information about registration processes and the ceremonies themselves;
• managing the efficient and accurate processing of student/staff registrations for congregation and other events, including the interrogation of database to monitor statistics and identify emerging issues;
• first responsibility for addressing any issues which may arise during an event;
• creating and evaluating proposals for change, making recommendations for improvements based on informed consideration of relevant information, thus ensuring a commitment to continuous service enhancement;

Relationship Management and Customer Services

• working with internal and external partners to prepare for ceremonial events, and attendees in advance of and during ceremonial events;
• developing and managing relationships internally (for example Estates & Facilities, Development & Alumni Relations Office, Event Durham etc) and externally (for example Durham Cathedral, film, photography and gown suppliers);
• providing accurate and timely information to stakeholders, and facilitating the discussion of issues and identification of opportunities for improvement;
• establishing and monitoring the delivery of external supplier contracts for the provision of event services;
• managing the provision of an efficient and effective service in response to enquiries received in the office from a wide audience;
• responding to non-standard and urgent problems in the office and during events in a calm and professional manner.

Training and Support:

• organising and delivering training and support for the operation of the University's formal ceremonies;
• allocating roles, providing guidance and delivering training to staff with responsibilities at events. This will include staff at all levels in the organisation, up to and including Senior University Officers and the Chancellor;
• recruiting and training staff to work as Bedels at ceremonies and services;
• line managing the Ceremonies Co-ordinator, and providing training and supervision to all staff supporting ceremony preparations;
• oversee and co-ordinate the activity of all staff supporting the events, such as volunteer marshals, student ambassadors, stage party members etc;
• producing and updating written guidance on office roles and processes for managing events, including plans to handle emergency situations;
• co-ordinating arrangements for the attendance of senior officers at Cathedral Services invitations;

Financial and Governance Oversight

• acting as Secretary to the Senate Advisory Panel on Ceremonies and Honorary Degrees (SAPonCHD) including issuing calls for honorary degree nominations, producing papers, monitoring Panel decisions, maintaining strict confidentiality of nominations and making first contact with invited award recipients;
• managing the process for the design and approval of new academic dress (gowns);
• providing advice on ceremonial procedure and honorary awards;
• gaining knowledge of ceremonial issues and practice at other higher education institutions (HEIs);
• overseeing the annual ceremonies budget and ensuring that financial procedures are adhered to when procuring goods and services for the events.

Other

• Work outside of normal working hours, including a small number of evenings and weekends during peak activity.

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