Tenders are invited from organisations/individuals wishing to enter

Confidential IFSW 2015 Project Manager/Co-ordinator Tender
Tenders are invited from organisations/individuals wishing
to enter into a temporary contract with the British
Association of Social Workers (BASW) to act as or supply
Project Manager/Coordination services to support and
deliver the IFSW European Conference in Edinburgh
September 2015.
This is a confidential tender process.
Background
The British Association of Social Workers (BASW) is the largest association
representing social work and social workers in the UK. BASW has a
growing membership, which currently stands at around 17,000.
BASW’s key activities centre around the promotion of professional Social
Work standards, policy and ethical practice and the support of individual
Social Workers. BASW also promotes social work to Government, local
authority departments, social work employers, and a variety of regulatory
and professional bodies within the UK and internationally. BASW also
talks on behalf of the profession to the media and general public.
BASW is a company limited by guarantee, with a charitable trust and a
certified trade union within our structure. It is also a Living Wage
organisation and a Social Enterprise.
BASW’s headquarters are in Birmingham and there are offices in Scotland,
Northern Ireland and Wales.
BASW currently has 56 employees, some of which are part time.
BASW has been a member of the International Federation of Social
Workers (IFSW) for many years and in 2013 BASW were granted the
opportunity to host and run the 2015 European Conference.
Confidential IFSW 2015 Project Manager/Co-ordinator Tender
IFSW European Conference & Social Services Expo 2015
This conference is focused on those who provide and use social
work services. The aim is to attract participants from all over
Europe particularly people who use services, professionals involved
in social work services, researchers and those involved in the
training and development of staff.
The venue is the EICC in Edinburgh. A modern, purpose built
conference centre. It is fully accessible and in the heart of the city.
The event will run from the afternoon of Sunday 6th September 15
until Wednesday 9th September 2015. The Wednesday specialist
sessions will be in different locations all within an hour of Edinburgh
and transport will be provided.
It is hoped that between 500 to 1000 social workers, social work
academics and employers from across Europe and further afield will
attend the event.
BASW currently have a small team working with the leadership of
IFSW on delivering a financially viable and prestigious flagship
event.
Delivery of a successful event, requires the support of a dedicated
Project Manager/Co-ordinator or experienced events planning
company to:-
Help the team translate the conceptual vision for the event
into a fast paced, deliverable, practical project plan
Oversee progress against the plan, ensuring it is delivered on
time and within budget
Achieve the set targets and project deliverables
Attend the various meetings of the three groups
Report on highlights and exceptions of an agreed
implementation project plan from March to the end of
September
Maintain a risk register
Log quality issues and provide options and solutions to resolve
Report on a monthly basis to the steering group, BASW
leadership and BASW Management Team
Work on delivery of the event
Be part of the project team to deliver a successful event
Evaluate and analyse feedback post event
Write an End Stage report including a Lessons Learned section
For a more detailed insight into the role/project please see job
description (Appendix A).
Confidential IFSW 2015 Project Manager/Co-ordinator Tender
Where the project is so far.
A conference office has been established (based in Edinburgh)
The concepts and programme of plenaries, workshops and
networking events, in addition to speakers and other content is
coordinated by a working group of BASW members, BASW Staff and
IFSW Leadership.
There are three key groups involved, the
Steering Group, Programme Planning Group and the Local Hosting
Group.
60 workshops, delivered by teams from 21 different Countries have
been agreed and are planned.
Scottish Government has pledged financial support for the project.
The BASW team working on the project consists of:Administrator – Based at the BASW office in Edinburgh
Marketing & PR – Based at the BASW Head Office in Birmingham
Finance – Based at the BASW head Office in Birmingham
Leadership & steering – the BASW Senior Management Team
located throughout UK
As we get nearer to the event, it is anticipated that more central
resources will be allocated to support the project, in the main, these
resources are based at the BASW Head Office in Birmingham.
Individual bookings are already being made via the event website
http://www.ifsweurope2015.org/. Block bookings are being dealt
with in-house by the project administrator.
Design and support of the website has been contracted to an
external supplier.
The selling of sponsorship, exhibition space sales and other
opportunities has been contracted to an external supplier.
The Guardian is working in partnership with the team to promote
the conference and expo.
Confidential IFSW 2015 Project Manager/Co-ordinator Tender
Operational issues
The contractor/individual would need to work closely with the BASW
Management Team, identified operational staff, IFSW Leadership
and key members.
The contractor will report to Trisha Hall, Scotland Manager and
member of the BASW Senior Management Team (SMT).
The contractor will need to ensure that there is enough capacity to
maintain the support during the important lead up to the event and
peak times or to cover for potential periods of contractor
sickness/absenteeism.
Contract Period
The contract will start at the earliest opportunity and run until the
end of September 2015, with interim reviews on 31st March 15 and
11th May 15. During the first three months of the contract, the
contract may be terminated with one months’ notice by the
Association.
We envisage that the individual/company will need to work 2-3 days
per week for the duration of the contract.
The contractor must give a minimum of four months’ notice to end
the contract.
Submissions
Written submissions should be received by BASW no later than 6th
March 2015 and should include, as a minimum:
Proposal for the contract - applicants should be able to
demonstrate experience of delivering similar high quality, Project
Manager/Co-coordinator support required for this role.
A statement regarding the individuals/businesses ethics and culture
the business is founded upon.
Confidential IFSW 2015 Project Manager/Co-ordinator Tender
Fee structure/payment process
A description of how the contract will be managed (identify key
point of contact).
Details of potential areas of conflict – for example, if you suspect
work for another client may conflict with working for BASW or if
there may be a conflict of interest with a member of BASW Council
or any other stakeholder.
Contact details of two trade references whom we may approach
subject to agreement with you.
Please address your queries and submissions to:
Sara Hickin
BASW
16 Kent St
Birmingham
B5 6RD
0121 622 8402
s.hickin@basw.co.uk
For further information or an informal discussion about the contract,
please contact Sara Hickin 0121 622 8402, s.hickin@basw.co.uk.
Confidential IFSW 2015 Project Manager/Co-ordinator Tender
Appendix A
BRITISH ASSOCIATION OF SOCIAL WORKERS
Role: Project coordinator
Job title: Project Manager
Responsible to:
Trisha Hall SMT Manager (Country Manager SASW)
(IFSW Europe 2015 Steering Group)
Summary of job: To project manage, oversee and collate business and
professional participation activity related to the IFSW Europe Conference
2015, which takes place in Edinburgh 6-9 September.
Responsible for: The design, development and delivery of a supporting
project management framework to add value to an existing plan and business
process aimed at ensuring a robust conference which delivers on time,
specification and target.
Tasks:1) Project design
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To translate existing papers and developed processes into a
comprehensive project management structure which will support the
project team and BASW staff in the coordination and delivery of this
project.
To ensure that the strategic, financial, and legislative aspects of the
business case which have provided the foundation for this project are
continuously evident within this project plan.
To inform the IFSW Steering group and BASW SMT of the approach,
in order to enhance project understanding and collective ownership
2) Project support
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To act as the central focus for the IFSW Europe 2015 planning
process, supporting key staff and member(s) leading on the project on
site in Edinburgh in the approach and execution of business strands
identified; e.g. venue, speakers, workshops, registration and allocation,
and all other activity related to the actual event.
To ensure optimum working relations with the IFSW Steering Group,
the Programme Planning group, the Local Hosting Group, and BASW
Confidential IFSW 2015 Project Manager/Co-ordinator Tender
SMT and staff, enabling clear and transparent information fit for
purpose to the respective remits of the group.
3) Project Delivery
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To liaise with the National Administrator and the Project initiator and
IFSW Global President on the process so far and agree expectations of
working relations and communication.
To design a structured implementation pathway with key timescales
supported by indicators and desired outcomes (including gant chart)
To distinguish the different work streams, and ensure reporting
agreements with key staff delivering these (e.g. communications and
marketing, registration, website, finance)
To identify products and processes essential to the smooth running of
the Conference and identify best application.
To support the local hosting group in providing a local foundation (e.g.
local activity day 3) which will deliver on specification.
To identify potential risk and mitigation, maintain a risk register and
update SMT Manager on a monthly basis.
To identify quality requirements and maintain a quality log, reporting on
a monthly basis to SMT Manager.
To prepare regular reports for BASW Council.
To engage with Honorary Officers.
To report on progress within a “highlights and exceptions” approach on
a monthly basis to the IFSW Steering Group and BASW CEO and SMT
To support the actual delivery of the Conference Sept 2015
To ensure the financial viability of the project, ensuring key financial
targets are set and monitored.
To collate learning and positive messages related to the process and
capture these on an ongoing basis.
To produce an End Stage and Lessons Learned report following the
Conference.
Essential skills:
This post requires flexibility, insight, patience, the ability to work in a logical
and methodical manner under what can be stressful situations. Qualification
in, or working knowledge of formal project planning tools and approaches is
essential.
Desirable skills:
An understanding of social work, and the code of ethics and codes of practice
social workers adhere to is desirable.