POSITION TITLE Sport and Operations Manager ABOUT THE GAMES In October 2017 Australia s largest sports festival, the Australian Masters Games (AMG) will be held in Tasmania (Cradle Coast). The Games, being run for the sixteenth time, and the first time in Tasmania since the inaugural AMG in 1989. The Games are expected to attract 6000 participants across a targeted sport program of more than 50 sports. First delivered in 1989, the Games provide an occasion to: Make the wider community aware of the benefits of sport; Encourage and engage the masters sport demographic in ongoing activity that is beneficial to their long term health and wellbeing Encourage a positive active lifestyle in the community that is balanced with social outcomes and opportunities Reaffirm with all levels of sports administration the importance of matureaged sports people who are seeking opportunities to participate; and Demonstrate the myriad of attractions of sport: skill, achievement, competition, social interaction, and satisfaction REPORTS TO Games General Manager PURPOSE OF THE ROLE AMG is seeking a highly experienced and capable sport and/or event professional to take on this challenging role. As part of the management team that is charged with the responsibility to deliver one of Australia's largest and most well known sporting festivals, this role provides a rare career opportunity. The Sport and Operations Manager s key functional areas include, but are not limited to the following: Sport program Registration program Staff management Financial management General games planning Games time meetings and committees Stakeholder relationship management Games operational requirements Key Activities Sport Program With the support and assistance of the General Manager and the direct management of two full time Sport Coordinators: Seek and secure program service providers for a sport program of around 50 sports through the management of the Application For Inclusion (AFI) process and the implementation of individual Sport Agreements. Manage all sport service providers to achieve the overall objectives and critical tasks outlined during the AFI process and included in the Sport Agreement. 1
Ensure that all sports obtain, meet and implement all required venue booking processes, approvals and special conditions as required by local councils and regulatory authorities. Ensure the complete and accurate management of the sport risk management plans, including but not limited to risk assessment tables, traffic management plans, wet/hot weather contingency planning and emergency/crisis management plans. In partnership with the General Manager and Operations Coordinator develop an appropriate sports medicine tender and manage the implementation of the successful sports medicine provider to ensure that the Games allows for safe competition and effective management of injuries and emergencies. Manage the creation, accuracy and roll out of the Games "Event Rider" documents. Review, understand and implement any and all required Games policies. Oversee and manage the consistent application and adherence to Games policies as they relate to the sport program of the Games. Ensure that individual sport rules and or policies work with in the overriding policy outlines and aims of the Games. Liaise with each sport to maximise Games registrations through unique competition formats, inclusive programming, proactive marketing and cost effective events. Convene and deliver all required sport cluster information meetings. Convene and delivery all required Games Integration Group meetings. Support the General Manager in the meeting with and satisfying of all local authorities such as Police, Fire and Ambulance services in relation to the safe delivery of the Games. Work alongside other Games departments to ensure key Games items that require sport based information are produced in an accurate and on time format, including but not limited too: Games website information and sport pages Games Facebook page Games Guide Sport Programs Games volunteer and workforce information Various Games promotional strategies, activities and opportunities Registration Management With the support and assistance of the General Manager, the AUS Registrations Manager and the direct management of two full time roles in a Registrations Coordinator and Registrations Assistant: Manage the sourcing of all required registration information for each individual sport and the replication of this information into the Games registration system. Work with Fusesport and the Games staff team to complete the accurate and on time delivery of the Games Registration systems (online and paper formats). Review, understand and implement any and all required Games policies and procedures as they relate to the registrations area of the Games. Oversee and manage the consistent application and adherence to Games policies and procedures as they relate to registrations and the registration system. Manage the provision of information from the registration system to each individual sport convener for the purpose of sport program delivery. 2
In consultation with the AUS Registrations Manager oversee all registration related finance matters, including daily reconciliation, banking processes, sport fee payments to contracted sport providers and Games time registration fee payments. Oversee the planning and implementation process for the on time delivery of printing and packing of all Games time accreditation passes. Mange the delivery of the Games time Accreditation Centre and processes, with a KPI of a "hassle free" participant experience. Oversee the provision of weekly and monthly statistical reports based on registration data. Staff management This role has direct management for a team of 3 FTE positions, 50+ contracted sport delivery teams and a large scale team of volunteers. Directly manage the day to day progression of area staff towards the overall successful delivery of the Games. Facilitate a positive and productive team work environment and provide leadership as part of the management team. In conjunction with the Workforce Coordinator, ensure all volunteer management systems, information and recruitment strategies are implemented and goals obtained. This includes ensuring the recruitment of sport specific volunteers, officials and other support staff occurs as intended and to the level required for the successful delivery of the Games. In conjunction with the General Manager, complete staff performance reviews, training and planning days. Review, understand and implement any and all required Games policies and procedures. Oversee and manage the consistent application and adherence to Games policies and procedures. Financial Work with the Games General Manager and AUS finance team to develop and implement effective financial reconciliation policies and procedures. In consultation with the AUS Registrations Manager and Finance Coordinator oversee all registration related finance matters, including daily reconciliation, banking processes, sport fee payments to contracted sport providers and Games time registration fee payments. Review, oversee and monitor the assigned aspects of the event budget and be responsible for ensuring adherence to the event budget in place. Report to the General Manager as required on the financial status of the assigned aspects of the event budget. Oversee and manage the consistent application and adherence to Games policies and procedures as they relate to finance management, both in relation to the budget and registration areas. General Planning Assist the General Manager to critically analyse the operational plan for the event. Be responsible to implement and manage the assigned key functional areas of the operational plan and project management systems. Develop strategies that complement and build on those used in previous years the event was held to ensure that the Australian Masters Games is delivered in a professional manner and in accordance to the operational plan for the assigned key functional areas. 3
In conjunction with the General Manager, critically analyse and actively contribute to the review of all Games policies and procedures as they relate to assigned key functional areas of the event. Develop and implement crisis management and safety procedures for the sport and operational areas of the Games. Assist the General Manager in the creation of and implementation of the Games Risk Management Plan. Operations Management Work with various suppliers and organisations toward the common goal of a successful 16AMG. Assist the development of and implement a successful strategic and operations plans. Administer accurate records and progress of these plans. Conduct venue audits of all venues included in the Games to develop operations and logistics support service requirements specific to each Games venue and the Games as a whole. Assist in the planning and coordination of support services for the Games, including but not limited to transport, security, amenities, storage, waste management, signage, and installation of temporary structures. Manage the Games relationships with Government agencies to assist the Games supply support services as mentioned above and additional support such as facility hire, transport, road closures and emergency services. Liaise and negotiate with public/private transport agencies and/or Government agencies to ensure appropriate Games transport arrangements for competitors and participants. Plan, manage and co-ordinate transport services, including route planning, maps, information booths/services, and signage. Assist 16AMG Sport Coordinators to ensure that all sports have all required equipment to conduct a viable competition/activity. Provide assistance to source, coordinate transport, and setup of equipment as necessary. Oversee the logistical storage, transportation and distribution of Games registration kits, medals, and signage in addition to equipment requirements. Produce all operations related information for 16AMG marketing collateral and website. This may include and is not limited to transport maps and timetables, accommodation options, and facility maps. Liaise with suppliers and oversee the build and dismantle of a multipurpose Games Centre/Village. This will include Games administration, expo displays and entertainment. Establish effective lines of control and delegate responsibilities. Ensure all operations and logistics activities comply with relevant acts, regulations, legal demands, professional and ethical standards. Provide regular correspondence and meetings for organisers. KEY COMPETENCIES & SELCTION CRITERIA Essential Relevant experience, in a management role, in a multi sport, major event, National or State sporting body environment for a period of 5 years. Experience in and an understanding of large scale sporting event management, including event registration systems, software and financial management experience. Demonstrated ability to develop and implement effective planning tools and a proven ability to manage an event, particularly in a multi sport or sporting environment. 4
Experience in competition modules, competition scheduling and sport draws. Tertiary qualifications in relevant disciplines and/or extensive practical experience. Demonstrated experience in human resource management and the proven ability in establishing and maintaining professional relationships with key stakeholders. Desirable Experience and working knowledge of registration management software. Experience working in or relevant relationships and contacts in the Tasmanian sporting industry/sector. ADDITIONAL INFORMATION ABOUT THE POSITION All applications should be submitted in pdf form and include: o A brief cover letter (no more than 1 page) o A detailed summary outlining the candidates skills and experience as set against the listed selection criteria (no more than 3 pages) o A current resume, including no less than 2 professional references Applications that fail to address the selection criteria in a specific and separate document (as clearly outlined in point 2 above) will not be considered for this role. This is a contract position, which will finish on 25 November 2017. The event industry has varied working hours, initially days will consist of regular business hours of Monday to Friday. As the event date draws closer and the workload increases, additional working hours will be expected, including nights and weekend. During the event you will be expected to work extended hours. The salary is $80,000 per annum plus super. The Games Office will be located in Burnie, Tasmania. This is not a Government position; the employer is Australian University Sport who has the management rights to the Australian Masters Games. All applicants must have the right and where required appropriate Visa to work in Australia for the duration of the contract period. For enquiries please contact Scott Wade, General Manager, Australian Masters Games on 0400 219 203 or scott.wade@unisport.com.au Applications are to be combined into 1 document and sent as a pdf to aus@unisport.com.au Applications close: Monday 23 rd May at 5.00pm 5