JOB DESCRIPTION ADMINISTRATION AND TRAINING COORDINATOR

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1 JOB DESCRIPTION ADMINISTRATION AND TRAINING COORDINATOR The Organisation IAP2 Australasia is the professional association for people working in public participation and community engagement in Australasia. Our vision is better decision making, stronger communities, active democracies. Our mission is to advance the practice and be the leader in the field of public participation through vibrant membership and dynamic learning. The organisation is a not for profit association with over 1,100 members. We deliver a highly subscribed and valued training program including the IAP2 Certificate in Public Participation and other courses across Australia and New Zealand. Our members are committed to involving the community in decisions that affect their lives and work in state and local government agencies, consulting companies and the private sector. The Role Based in Wollongong, this is a vital administrative role within IAP2. The role is twofold: providing administrative support to the management team and crucially, coordinating the efficient delivery of the IAP2 training program. The role will suit someone with a proven track record in administration & event management. The position is responsible to the Executive Director but works with all staff and external training providers. A desire for continuous improvement will be required in all aspects of the role. Summary of Purpose of Position & Key Responsibilities This position is responsible for ensuring that IAP2 Australasia delivers its training program through public courses and in house delivery. The role also provides administrative support to the management team. Key responsibilities include - Coordination of IAP2 Australasia training activities (60%) - Administrative support to management team (40%) Reporting Relationships The role is responsible to the Executive Director.

2 Detailed Role Description Coordination of the Training Program Work with the Training Sub-Committee and IAP2 Executive Team to develop the annual training program Assist in the review process, including providing analysis of training program performance Assist in the development and review of the annual training budget Effective Coordination and Control of Training Registrations Create a separate event for each training session in the website Respond to all enquiries relating to for registrations, pricing etc Manage registrations through any of the online, , phone or fax systems Liaise with attendees and address their issues regarding transfer of registrations, cancellations, out of order, incomplete and unsatisfactory attendance issues etc Liaise with trainers to ensure actual attendance is confirmed and updated in the online registration details Marketing of Training Create the training calendar and upload onto the website Prepare and schedule e-marketings to the IAP2 database Coordinate the Engagement of Trainers Organise trainer allocation Liaise with and support the trainers flights, accommodation, training requirements Training Administration Liaise with the training venue catering, room set up, A/V and manual delivery Manage training materials manuals, training calendar, training program; liaise with the printer, order and authorise Check off and authorize invoices from the trainers and venues Send evaluation survey links to the training participants at the completion of training Respond to s and phone calls regarding training Update trainer information on the website Administrative support including minutes for the Training Sub Committee (monthly) Post certificates to attendees on course completion Update the CPD tracker in the database Liaison with IAP2 International Send a participant list to IAP2 international at the completion of training Monitor and follow up International invoices for training (payment of licence fees)

3 Reporting Update the weekly training report Update the monthly post training spreadsheet, P & L, final training numbers Create a final training report for finance with attendance and outstanding payments Training Development In consultation and under direction of the IAP2 Executive team: Liaise with companies for in house training Issue quotes for in house training Prepare and manage the annual EOI process with trainers including contracts Review venue contract annually; be the signatory for IAP2 venue contracts Identify and engage new, external markets for public training as required Support the development and marketing of new training product Administrative Support to the Executive Team Provide administrative support to the Executive Director and other members of the management team as directed. Specific duties include: Personal Assistant support to the ED Secretariat support to the IAP2 Board including management of Board meetings. This includes the management of booking Board members flights and accommodation, venue management, the development of a complete set of Board papers in accordance with the agenda, call for agenda items, minute taking and follow up on actions arising. Minute taking at IAP2 subcommittee and Board meetings Scheduling of meetings Filing and document management Occupational Health, Safety and Welfare Contribute to IAP2 s occupational, health and safety responsibility by: Communicating and updating OHS&W responsibilities, policies and procedures Ensuring the Executive Director as the responsible officer under the legislation, is promptly informed of any serious or reportable OHS&W matters Ensuring, as far as practicable, a hazard free work environment and a proactive approach to injury management; Assisting with any OHS&W audit, data collection or investigation Ensuring office resources are maintained in safe working condition; Identifying and addressing building, equipment, safety and security issues, Participating on any required formal OH&S meetings. Staff must take reasonable care to protect staff own health and safety at work. Project Officer Role Undertake a project officer role on other key projects as agreed.

4 Quality Systems Work in compliance with IAP2 Policies and procedures and proactively contribute to their continuous improvement. Other Duties Coincidental to the Position Duties for this position should not be considered definitive. Duties may be added, deleted or modified in consultation with the incumbent as necessary. Job descriptions and staff performances will be reviewed regularly. SELECTION CRITERIA 1. Initiative, discretion and judgement of a high order and able to maintain confidentiality 2. Previous experience in an administrative role providing direct support ot senior management 3. Pleasant, tactful and approachable personality. 4. Self motivated reliable and willing to work flexible hours. 5. Strong time management and effective organisational skills, lateral thinker, works well under pressure and achieves work deadlines in an environment of competing priorities. 6. Strong interpersonal communication and negotiation skills. 7. Knowledge and broad understanding of office protocols in a corporate business work environment. 8. Demonstrated high level computer literacy skills, word processing packages and various computer applications. 9. An ability to interact effectively with a wide range of people Personal Qualities/Skills/Aptitudes For this Position Commitment to the values of IAP2 and respect for the different contribution of individuals within the staff team Commitment to professional development An experienced team player Can work autonomously, effectively managing workload without continual guidance Energetic, willing and can-do attitude Ability to analyse situations and take corrective actions Excellent quality, attention to detail, & organisational skills Excellent numeric skills Commitment to process of continuous improvement. Desirable Post Secondary Qualification in Business Administration, Accounting or Management preferably at Certificate IV or above. Experience working in a busy and dynamic training agency environment

5 The salary for this position will be $ plus super. HOW TO APPLY Applications close on 20th January 2012 Interviews will be conducted on 31 st January 2012 Please send a CV and statement of capacity which addresses each of the selection criteria requirements listed in the Job Description to Tanya Buchanan Executive Director IAP2 Australasia

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