Show and Office Manager

Working hours: 3 days per week on average (seasonal)
Salary: Competitive (depending on experience)
Location: The Lodge, Chetwynd Deer Park, Newport, Shropshire. TF10 8EU.

Newport & District Agricultural Society was founded in 1889. The object of the Society is the promotion of agriculture for the public benefit, particularly in and around Newport, principally through the holding of an Annual Show. Newport Show is held annually on the second Saturday in July at Chetwynd Deer Park, Newport attended by c13,000 visitors.

The role of Show Manager requires a range of skills, in particular, strong communication and interpersonal skills. The role is almost exclusively office based; the key objectives are the organisation, planning and management of the annual show; however there is also an ongoing office management role. The Society currently engages the services of two part-time employees who assist with sponsorship, Society membership, letting of Chetwynd Deer Park and ongoing office administration. There is a full time park warden living on-site, who is responsible for the management and upkeep of the historic park and deer herd, as well as the practical set up of the show site prior to show day.

This role is an exciting opportunity to become involved in a ‘lifestyle’ job with a varied workload. This is a part-time year-round position but hours become concentrated in the run up to the Show. You will be responsible for planning, organising and developing future shows and the Society’s other activities.
The Society is a registered Charity, governed by local volunteer trustees from a variety of agricultural and business backgrounds. There is a wider main committee comprising c40 members of the Society, from which the trustees are drawn; the Society is fortunate to have a large volunteer workforce available on show day.
Experience at organising similar events and activities coupled with the ability to liaise with a wide range of people and to run an office is essential. This post requires exceptional organisational skills, the ability to work on one’s own initiative and but also be a leading member of a team. The post is a highly responsible one, requiring a considered approach and flexibility. It requires someone who is forward thinking and innovative, with imagination and drive to develop and improve the show, rather than merely maintain the status quo.

We are seeking a candidate with a “can do” attitude and a bright and enthusiastic personality to run our hardworking and successful team. The Society is increasingly reliant upon IT and therefore IT/social media experience is essential (Sage, Excel, Word).

An appreciation of farming and the countryside and a desire to promote the Society’s objectives and activities will be advantageous.

The role of Show Manager covers a wide range of different responsibilities. The following list gives details but is not exhaustive.

Key Responsibilities

Show preparation and show day

• Arrange and negotiate services in respect of:
– Site and show security, H&S and emergency services
– Toilets
– Marquees
– Members area
– Catering, bars, ice cream and other
– Sound and PR systems
– Parking, cash booths and main ring management
– Electricians
– Printing, catalogues and other marketing materials
• Close liaison with section secretaries (horse, livestock, canine and horticulture) up to and including show day
• Maintenance of the Show website in partnership with the Society’s PR consultants (to ensure the online ticket and membership system is fully functional and all information is up-to-date, accurate and informative)
• Ensure important information such as schedule amendments, running orders etc are added to the website promptly and the online entry system for livestock and horses is tested and fully functional.
• Manage and work with the show office staff; Liaise closely with the sponsorship and membership coordinators
• Ensure the showground map is regularly updated as changes are made
• Respond to all correspondence from members of the public, whether this is with direct answering of questions or passing onto the relevant section heads (through email, phone and social media)
• Liaise with and organise section secretaries and assist them where necessary. Liaise with shows appointed designers to develop promotional material including flyers, posters, schedules, programme and application forms. Help produce all other Society publications
• Booking and communication with main ring and showground attractions
• Show day trouble shooting, problem solving and advance planning
• Manage/coordinate sponsors reception and stewards’ party.

H&S, environmental and animal welfare

• Keep up to date with legislation changes which may impact the Show such as health & safety, animal welfare etc
• Ensure all regulations are complied with and liaise with appropriate bodies including DEFRA, Trading Standards office, H&S bodies, Environmental Health office, and premises license authority
• Liaise with the Show’s Health and Safety Officer and maintain the health and safety documents; Keep the trustees appraised on any health and safety issues
• Attendance at and participation in ASAO conferences.

Accounting, finance and office administration

• Work with the Society treasurer to maintain complete and accurate accounting records
• Manage and prepare monthly payroll
• Management of the Society’s sales and purchase ledgers
• Manage the day to day finances
• Must be competent with the use of IT and as a minimum should be able to work with Microsoft Word, Excel and Sage
• Manage and maintain the Society’s affiliations and memberships – i.e. ASAO membership, breed Society affiliations
• Liaise with the Society’s solicitors
• Liaise with the local authority, Town Council and other stakeholders
• Manage the Society’s PR contract

Other responsibilities
• Must be available to work full time during the months building up to the Show to assist in showground planning and coordination and for a short period immediately after the show currently scheduled for the second Saturday in July
• Must be prepared to work flexibly and for extended hours during the week before the Show; must be in attendance throughout show day
• Arrange and attend all committee, trustee and sub-committee meetings; produce agendas take and circulate minutes and maintain accurate records
• Provide notification to Society committee members of meetings. The majority of meetings will take place in the evening, the successful candidate will need to be able to work flexible hours
• Arrange and attend the Society’s AGM
• Lead and manage Showground and Society insurance
• There is an element of involvement in the organisation and facilitating of “out of show time” events, such as Nature Days, Spring Watch, Photography Workshops, Stewards party etc.
• Attend and complete training as required
• Act as an effective ambassador for the Society at all times

Applications:

Please send applications with CV and covering letter highlighting your remuneration expectation to robertwj55@hotmail.com or alternatively please post to the below address:

Mr Robert Watson Jones, Chairman of Trustees, Newport and District Agricultural Society, The Lodge, Chetwynd Deer Park, Newport, Shropshire. TF10 8EU.

Deadline for applications Friday 8th December 2017.