Arrivals and Departures Manager - Commonwealth Games

Arrivals and Departures
                             Manager

Department: Transport (TPT)
Report s to: Director of Transport
Position Type: Full -Time

      1. JOB PURPOSE

      In July 2022, Birmingham will host the XXII Commonwealth Games, the largest
      multi-sport event to be held in England in 10 years. Approximately 6,500 athletes
      and team officials from 71 nations and territories across the Commonwealth will
      come together in a 12-day celebration of sport and culture. Events will take place
      across Birmingham and the West Midlands, entertaining more than one million
      ticketed spectators and reaching a global broadcast audience of more than one
      billion.

      Each of the signatories to the Host City Contract (HCC); the Commonwealth Games
      Federation (CGF), UK Government, Birmingham City Council and Commonwealth
      Games England (CGE) together with the Organising Committee (OC) have key roles
      role in the planning and delivery of the 2022 Commonwealth Games, both
      individually and collectively to ensure that the 2022 Commonwealth Games and the
      host community legacies derived from hosting the Games are a huge success.

      The parties to the HCC have established Birmingham Organising Committee for the
      2022 Commonwealth Games Ltd as the Organising Committee (‘OC’). The scope of
      the OC’s role is broad and complex and ranges from ensuring the physical readiness
      of the venues and temporary facilities, to the planning, coordination and delivery of
      more than 40 operational functions such as transport, security and catering to meet

the needs of the Games, including the athletes, technical officials, spectators, press,
broadcasters and other Games Family and stakeholders.

The OC and partners are committed to delivering the Games as efficiently and
effectively as possible to ensure the event is sustainable and accessible to all in the
long term. We are seeking individuals to join us who are innovative, commercially
astute and have a genuine passion and interest in delivering the most sustainable,
inclusive and accessible Commonwealth Games to date.

B2022 are looking for an experienced Arrivals and Departures Manager to take a
lead role in the gathering of inbound and outbound travel arrangements for Games
Family participants including athletes and team officials, dignitaries and guests,
international sporting federations, sponsors, media and broadcast personnel.

2. KEY RESPONSIBILITIES AND
   ACCOUNTABILITIES

Responsibilities of the role will evolve during the lifespan of the Organising
Committee and it is likely that the role profile will evolve with the changing needs of
the OC.

    • The Arrivals and Departures Manager will take a lead role in the gathering of
        inbound and outbound travel arrangements for Games Family participants
        including athletes and team officials, dignitaries and guests, international
        sporting federations, sponsors, media and broadcast personnel.
    •   Coordinate planning across multiple service delivery functional areas (FAs) and
        stakeholders to ensure appropriate service levels are maintained through the
        Arrivals and Departures phase.
    •   Critical to this role will be the ability to cross functionally integrate planning with
        key stakeholders in a proactive manner.
    •   Plan and deliver Port(s) of Entry operations

Coordination and Operations (70%)

   Manage the planning, development and implementation of an Arrivals and
    Departures system and processes for Games Family participants.

   Manage the Arrivals and Departures processes and operations within B2022
    official port(s) of entry, the Commonwealth Games Villages, Games Family Hotel
    and other accommodation.

   Develop procedures for gathering travel arrangements including forms,
    templates, manuals, and related documents.

   Determine arrival/departure information needs of other relevant FAs and client
    groups, and develop procedures for the dissemination of such information (e.g.
    Transport, Village Operations, Security, Logistics).

   Liaise with and provide support to Games Family client groups.

   Work with Technology to develop the Arrivals and Departures system and
    integration with other systems.

   Work with internal transport functions on delivery of Arrivals and Departures
    services.

   Work with the Logistics team on the movement of team equipment to/from port(s)
    of entry.

   Responsibilities of the role will evolve during the lifespan of the Organising
    Committee and it is likely that the role profile will evolve with the changing needs
    of the OC.

People (25%)

   Build and maintain close working relationships with FA representatives and
    Games Family clients.

   Build and lead the Arrivals and Departures team, including recruitment,
    performance management, resolving problems, coaching, motivation, objective
    setting and other duties related to managing a team according to the OC
    workforce strategy and associated policies and procedures.

   Ensure the Arrivals and Departures team are delivering all program aspects to
    agreed standards and necessary support is provided to all other FAs.

Transfer of Knowledge (5%)

   Effectively contribute to the collation and documentation of specific information
    for the Transfer of Games Knowledge required by the Commonwealth Games
    Federation and as defined in Games Manuals.

Key Relationships

   Internal: OC team and FA leads and representatives

   External: Games Family clients and key stakeholders at Official ports of entry

Health and Safety

   Ensure a safe and healthy work environment for yourself and your team by
    complying with and ensuring your team comply with B2022’s health and safety
    policies, guidelines, standard practices and framework.
   Actively promote and support the work health and safety committee and
    initiatives.

3. PERSON SPECIFICATION
a) Skills and experience required

    AREA                  ESSENTIAL                          DESIRABLE

Qualifications                                       •   Bachelor’s Degree or
                                                         equivalent experience.
Skills &         •    Highly numerate, excellent     •   Direct practical experience
Abilities             IT skills, detail-conscious,       of providing technical
                      articulate and well-               /operational arrivals and
                      organised.                         departures expertise in a
                                                         similar setting.
                 •    Evidence of ability to apply
                      a clear, logical and coherent •    Proven project, risk and
                      approach to the analysis of        business management skills,
                      complex issues, and the            and a working knowledge of
                      development and                    project management tools.
                      implementation of
                      recommendations for next      •    Experience working in
                      step action.                       Transport or Logistics
                                                         operations for a major event.
                 •    Excels in managing client
                      focused projects in a high-
                      profile multi-sport event.

                 •    Dynamic, self-motivated
                      and innovative.

                 •    An ability to work under
                      pressure.

•   Ability to work within a multi-
                  disciplinary organisation
                  and to build active,
                  cooperative partnerships
                  with various internal and
                  external stakeholders in an
                  integrated manner.

              •   Displays flexibility and
                  adaptability in developing
                  improvements to existing
                  systems and processes to
                  achieve greater output and
                  efficiencies.

              •   Experience managing
                  teams of various sizes,
                  skills and experience to
                  deliver a project.

Knowledge &   •   Experience in a similar role      •   Demonstrated resilience and
Experience        within a complex                      ability in responding
                  organisation.                         proactively to changes and
                                                        priorities in a fast-paced
              •   Understanding of the                  environment.
                  planning and delivery of
                  airline and airport               •   Recognised expertise and
                  operations.                           experience in event planning
                                                        and delivery.
              •   Proven ability to operate in
                  a dynamic working                 •   Experience in dealing with
                  environment, handling                 key service delivery
                  multiple tasks and                    organisations, managing
                  deadlines.                            requirements and
                                                        expectations.
              •   Demonstrated ability to
                  work with, and influence,
                  internal/external                 •   Experience working in the
                  stakeholders in order to              airline or airport industry.
                  successfully assist strong
                  working relationships and
                  joint decision-making.

•       Demonstrated experience in
                      recruiting and managing
                      teams.

b) Personal Qualities

Teamwork          •    Embraces diversity and displays respect and loyalty to
                       colleagues, the organisation and partners;
                  •    Engages effectively, and is helpful and supportive towards
                       others;
                  •    Highly collaborative, taking the time to engage with team
                       members;
                  •    Reliable and committed to success of the team;
                  •    Embraces change and is adaptable;

Communication •        Natural communicator at all levels, approachable and
                       knowledgeable;
                  •    Open and transparent but also maintains trust and
                       confidentiality;
                  •    Prepared to challenge information and bureaucracy;
                  •    Embraces and absorbs new information.

Commitment        •    Excellent communication, diplomatic and interpersonal
and results            skills; the ability to enthuse, negotiate and influence across
delivery               a variety of forms of communication;
                  •    Demonstrate an ability to interpret a range of information or
                       tasks, making decisions that have an impact on the wider
                       sport team and project;
                  •    An ability to mentor team members, developing their
                       capabilities through support, guidance and exposure to
                       opportunities.

Motivation and   •   Self-motivated and proud to be part of the experience;
drive            •   Demonstrates enjoyment in their work;
                 •   Professional, polite and approachable manner;
                 •   Positive attitude and optimistic;
                 •   Resilient, calm and in control of emotions;