Welcome to Ascot where tradition meets innovation and excitement is the heartbeat of our business.
What we are looking for:
We are currently seeking an Assistant Operations Manager to join our Event Operations department, based in our offices at the racecourse in Ascot, Berkshire.
What you’ll be doing
Reporting to the Operations Manager, this role will play an integral part in ensuring the seamless operational execution of Ascot Racedays & Royal Ascot.
Key responsibilities include managing all site accreditation, scheduling of all event team staff and overseeing contractor staffing to ensure quality, compliance, and engagement. Additionally, you will provide vital support for the successful delivery of Royal Ascot including the build and breakdown period, and Ascot Racedays.
Your primary focus will be on upholding the highest standards in quality and customer service, thereby maintaining Ascot's reputation as the preferred destination for casual staff.
Event Staff Management:
•Manage the casual race day workforce from recruitment to induction and rostering. Work closely with the Senior Sector Supervisors to build a team of leaders in customer service and event delivery.
•Ensure effective training is in place for all staff to be able to deliver high standards of customer service. Work with HR on both content and delivery.
•Lead the way for staff engagement, implement new and innovative ideas to ensure we are industry leaders for casual staff.
•Oversee the uniform budget ensuring the ‘Bowler Hat’ workforce uniform stock is maintained and orders placed where required.
•Operational lead user for Human Force. Managing the system across the casual and contractor workforce. Rostering staff for all Ascot Racedays, Royal Ascot and Build and Break. Working closely with HR and Technology departments in the development of the system and maximising its use.
Raceday planning & delivery:
•Pre-event, ensure all areas are set up with required equipment, furniture etc. Work with the Event Logistics Co-Ordinator to ensure correct furniture requirements are ordered and met.
•Manage requirements for any additional pre-event support and resources.
•Oversee the check-in and check-out procedure for all casual staff. Managing the check-in teams and ensuring a positive welcome experience on site for all staff working at Ascot.
•Support the Operations Manager in implementing the stewarding plan, managing up to 7 contractors and 1,400 event staff.
•Work with the Operations Manager on security plans and procedures, traffic management and car parking plans for all race days.
•Develop effective raceday briefing documentation for all staff. Work collaboratively across relevant departments to align information.
•Ensure all relevant briefings and event packs are prepared and distributed to managers and supervisors.
•Working with SSS’s, contract managers and supervisors to ensure staffing levels are met and re-deployments managed effectively throughout the day. Keeping the Operations Manager and Safety Officer informed of any risks or issues.
•Manage the race card distribution teams – working with Bet with Ascot on staffing levels and requirements across all race days.
•Record relevant debriefs from race days to ensure learnings and improvements are always at the forefront of planning.
•Creating race day PO’s for contractors and reconciling against invoices post-event.
Accreditation:
•Responsible for the management of both the accreditation system and processes across site. Work closely with our software providers and ICT department to continually develop and improve the accreditation portal for visitors, Royal Ascot and other race days.
•Be the principal contact for front end users using the accreditation platform, ensure users have an appropriate level of understanding of the system and arrange training where necessary.
•Work with HR to advertise and recruit the temporary seasonal accreditation team.
•Oversee the temporary accreditation team members to ensure all accreditation is printed and distributed and any queries are answered in the accreditation inbox in a reasonable time period.
•Manage the enforcement of site access/accreditation for event construction and set-up periods utilising site security and Sector Managers.
•Communicate all accreditation requirements and site access rules to the business keeping them updated on any changes.
*Facilitate the printing and distribution of annual accreditation.
Royal Ascot:
*Support the Operations Manager in the planning and delivery of security, stewarding, traffic management and car parking plans.
*Overall responsibility for sourcing and booking all mobility functions including golf buggies for the build and event, guest minibus shuttles and wheelchair hire services.
*Champion the improvement of event accessibility, looking for new ways we can support our guests.
*Working closely with the BUILD team to ensure check-in and contractor areas are suitable.