LIFE SAVING VICTORIA POSITION DESCRIPTION

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1 Position Summary Position Title: Position Category: Area Of Operation: Reporting To: Governing Councils: Direct Reports Sports Manager Full-Time Permanent Aquatic Sports General Manager Lifesaving Club Development Aquatic Sport Council Aquatic Sport Coordinator Sports Events Administrator General Description: Key Results / Job Outcomes Responsible for the management and coordination of both administrative and operational support to the Aquatic Sport Executive, enabling the delivery of Aquatic Sport events and programs across the state. Drive the facilitation of adaptive and flexible programs, to enable and encourage lifesaving members and clubs to increase participation, development of athletes and the activation of LSV driven Aquatic Sport events. Oversee delivery of on time and on budget projects Enhanced positive relations with members, community and key stakeholders. To increase participation and engagement in Sports activities To review and innovate delivery methods, resources and content Enhance reputation of Life Saving Victoria. To support, supervise and mentor the team including direct reports, peers and volunteers to provide excellent customer services. Provide leadership through supervising and mentoring staff members and through the development of a strong team culture Issued By: General Manager Lifesaving Club Development 1 of 5 Issue Date: September 2015

2 Administration & Support Facilitation & Support Oversee the accurate and timely support, production and dissemination of Administration information to key stakeholders; administration of event registrations and awards, ensuring databases are updated and member data processed Management of competitions database including result entry, website content and member databases. Oversee the production of circulars and other correspondence to ensure information is provided to members in a timely manner. Management of social media and website content, including photos, content, news stories and forums. Oversee the production and Implementation handbooks, guidelines and other resources for competitors, officials, coaches and parents. Support the production of promotional resources, to promote the sport and its athletes, on behalf of clubs. Facilitate, support and assist volunteer members in designated Aquatic Sport roles, including competition, athlete and development committees and panels. Support and administration for Development Squads and State Teams, including travel management, facility bookings, uniforms, communication and event bookings. Aquatic Sport Executive & Council Pool Competition Panel Officials Panel Powercraft Panel Athlete Development Panel Work cooperatively with Club Committee representatives to deliver the best possible support for clubs to increase participation. Identify and troubleshoot key issues, capability constraints and areas of improvement Development and implementation of resources and other supporting documentation, policies and procedures Program Planning & Development Lead the development, implementation and administration of operational plans, business plans and marketing publications, event communication plan, risk management and safety plans. Lead the development and submission of tenders, grants and sponsorship applications and reporting against such agreements. Identify new funding opportunities for events and programs managed under the Aquatic Sport area. Support the review of methods/processes for the regular improvement of club leadership and development processes. Issued By: General Manager Lifesaving Club Development 2 of 5 Issue Date: September 2015

3 Event Management Oversee the coordination of pre-event and event day administration and support, including the logistical requirements for event delivery, in a timely and efficient manner. Lead the coordination of carnival facilities and locations, equipment and vehicles, liaise with host clubs, local councils, third-party service providers, Directors and Executive, Officials and Competitors as required. Lead the coordination of event information, documentation and reports, including preparation and distribution of event information, information packs for event staff and maintain events statistical information including results for the following events/series: Beach (Summer of Surf Series) Major events - State Titles (Junior and Senior) IRB Competition and State Titles Masters Competition Pool Competition & State Titles School Surf League Interstate and National competition Liaise with the Aquatic Sports Council Executive and Panels on current and future projects and report on business outcomes. Relationship Management Coordinate and lead key relationships with local and state government departments/agencies in relation to permits, permissions and event day authorisations. Lead and manage existing major/minor sponsorship relationships and seek to increase the level and engagement of corporate and in kind relationships Provide progress reporting, acquittals and adhoc reports on all projects and activities in a timely and professional manner. Attend regular forums and meetings as required by LSV. Lead the preparation, writing and production of proposals and reports for projects within specific deadlines (including funding and ethics proposals). Reporting & Meetings Monitor income and expenditure for allocated programs and report of variations and required amendments to allocation. Produce monthly reports of activity and performance Provide program reports as required, ensuring compliance with internal and external parties in accordance with set timelines and standards. Lead and manage financial acquittals for grants, donations and sponsorships. Issued By: General Manager Lifesaving Club Development 3 of 5 Issue Date: September 2015

4 Human Resources & OHS Supervising and monitor performance of the team; Ensure the safety of both the team and community compliance of OHS guidelines and procedures, using protective clothing or equipment provided at all required times Identify hazards, monitor and assess risk, and immediately report any injury, near miss and damaged equipment or any other hazard observed in the workplace Demonstrates duty of care, consider own safety and the safety of others at all times. Monitor and promote the Equal Opportunity, Harassment and Bullying policy by treating fellow staff and others fairly and equitably and without discrimination, harassment or bullying. Liaison and Key Relationships Internal External LSV Staff Community Groups LSV Volunteers Local Government Lifesaving Clubs State Government departments and agencies Aquatic Sports Executive Sponsors & in-kind supporters. Aquatic Sports Council Suppliers & Key Service Providers National SLSA, SLSF & RLSSA Other Sporting agencies, aquatic industry agencies LSV Core Values Organisational Expectation Willingness to recognise and embrace LSV s core values when making decisions and working with our volunteers, clients, community and each other Positive and respectful relationships (cultural and intergenerational) Being open, welcoming and inclusive Personal development through a commitment to lifesaving Develop healthy lifestyles Taking personal responsibility for betterment Being relevant in today s and tomorrow s society Efficient and appropriate use of available resources Building stronger and safer communities Issued By: General Manager Lifesaving Club Development 4 of 5 Issue Date: September 2015

5 Job Competencies Essential Competencies Degree in business administration, sports administration or equivalent work experience. Excellent customer contact skills with the ability to handle difficult customer calls and/or complaints. Excellent people management and negotiation skills. High level communication and literacy skills, including problem solving and ability to deliver verbal directives Demonstrated experience in stakeholder and sponsorship management. Self-starter with excellent project management skills High level data processing skills, with accuracy and speed Demonstrated ability in the use of MS Office Suite, in particular mail merge, document design and web forms, understanding of social media and website technology. Excellent presentation and interpersonal skills and the ability to work with minimal supervision on a number of simultaneous projects Strong personnel management skills which include the ability to work to deadlines and within budgets provide constructive feedback and suggest improvements. Ability to work flexible hours, including weekends and after hours. Current Australian Drivers Licence Current Working with Children Check (or capacity to acquire prior to commencement date). Desirable Competencies Previous experience in a volunteer or community orientated organisation with an event delivery focus. Experience in recruitment processes. Understanding and experience of working with volunteers in a professional capacity Understanding of and commitment to quality assurance principles Ability to use a variety of database applications Experience in the aquatics industry, emergency service and/or community based organisations is highly desirable. Knowledge of water safety and lifesaving, including working with volunteers. Knowledge and understanding of Life Saving Victoria, Royal Life Saving Society Australia (RLSSA) and Surf Life Saving Australia (SLSA) and programs, products and services. Issued By: General Manager Lifesaving Club Development 5 of 5 Issue Date: September 2015

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