JOB AND PERSON SPECIFICATION Title : Event Coordinator Business Unit: Corporate Affairs and Government Relations Classification Code : ASO6 Position No : DS0028 Type of Appt : Temporary 24 month contract Occupant : JOB AND PERSON DESCRIPTION APPROVAL... / / (Authorised Officer) JOB SPECIFICATION 1. Summary and the broad purpose of the role and its responsibilities/duties The Event Coordinator is accountable to the Manager, Marketing and Communications, and is responsible for the successful planning, management and implementation of Defence SA events. Events can include expos, conferences, seminars, launches and corporate dinners. The total delivery of an event requires an integrated approach to marketing and communication incorporating public relations, advertising, collateral, multimedia, physical stand construction and stakeholder and contractor management. 2. Reporting/Working Relationships Reporting to the Manager, Marketing, the Events Coordinator works within the Corporate Affairs and Government Relations team. Works closely with the Business Development and other agency teams to ensure events support the agency s business objectives. Works closely with the preferred marketing agency and other key suppliers to ensure consistency of brand delivery across all events. Maintains strong relationships with relevant people in the Defence Teaming Centre, industry and other government agencies. 3. Special Conditions This is a temporary term contract for two years. Will be required to participate in the agency s performance review processes. Out of hours work will be required. Interstate travel may be required for specific events. 1
4. Statement of Key Responsibilities/Duties 1. The Events Coordinator will assist the Manager, Marketing and Communications to implement the agency s marketing and communications activities. Responsibilities may include: a. Overseeing a rolling 12-month event calendar for Defence SA. b. Planning, management and delivery of Defence SA related major and minor events. c. Working in conjunction with Defence SA Business Development team and other relevant units and departments, to deliver effective high-quality events. d. Developing and maintaining event guidelines. e. Assessing, reviewing and managing events against guidelines. f. Managing projects, planning and delivering each event including the development of Terms of Reference, KPIs, project plans and external agency briefs. g. Liaising with venues, suppliers and business units in regard to content, materials, equipment, displays and other essentials to ensure coordinated delivery of events. h. Coordinating the preparation of proposals, briefing packs, speech notes and ministerial minutes for events. i. Developing and managing project specific budgets within agency guidelines. j. Conducting post-event reviews for reporting. k. Broader marketing projects on an as needs basis as capacity allows. l. Reporting weekly to Manager, Marketing and Communications on current project status. 2 Contribute to the achievement of the agency and team goals by: a. Participating in the Personal Performance Development process. b. Taking a shared responsibility for the achievement of team outcomes and participating in the creation of a performance culture and team activities related to business planning and continuous improvement. c. Facilitating the achievement of Defence SA business plan objectives. 3. Demonstrate commitment to a high level of resources management and employee conduct standards by : Being aware of and adhering to the Public Sector Act General Public Sector Aims and Standards of general management, personnel management and employee conduct standards, including the Public Sector Code of Conduct and Guideline for Ethical Conduct Complying with the principles of equal opportunity and discrimination legislation, including Defence SA s Access, Equity and Diversity policy and related agency initiatives Utilising resources and information in a responsible and accountable manner and complying with all agency HR, financial, procurement and all other corporate policies and procedures. Contributing to a safe and healthy work environment by taking reasonable care to protect own and others health and safety at work, and by complying with legislation and agency policies and procedures related to Occupational Health, Safety and Welfare. 5. Participate in recovery activities related to the Defence SA role in Emergency Management as directed. 4
6. Demonstrate a commitment to risk management by ensuring decisions are accompanied by a risk assessment in accordance with Departmental policies and procedures Acknowledged by Occupant... / / PERSON SPECIFICATION ESSENTIAL CHARACTERISTICS 1. Personal Abilities/Aptitudes/Skills a. Strong verbal and written communication skills that enable effective and appropriate communication with people at all levels within and outside Defence SA. b. Ability to implement communications, marketing and publicity activities in a timely and cost effective manner. c. Demonstrated ability in coordinating marketing campaigns involving advertising, public relations, internet, direct mail, event management or sponsorship. d. Proven ability to work autonomously although as part of a small team environment to achieve objectives and meet deadlines. e. Demonstrated capacity to make sound and timely decisions taking into account stakeholders and environmental factors. 2. Experience a. Extensive experience in planning, managing and delivering major events. b. Experience in assisting in the management of integrated media campaigns and delivery of high quality marketing and communications material. c. Experience in developing and maintaining effective working relationships. d. Experience in evaluation and research of activities for future improvement. 3. Knowledge a. Detailed knowledge of event delivery principles. b. Good knowledge of development, and production of advertising, websites and electronic and other marketing materials. 5
c. Knowledge of, and commitment to, the principles and practices of Equal Employment Opportunity, Ethical Conduct and Occupational Health Safety & Welfare and ability to implement OHS&W programs within their area of responsibility. d. Knowledge of, and commitment to, the Public Sector Act General Public Sector Aims and Standards including the Code of Conduct for SA Public Sector Employees, the principles of Equal Employment Opportunity, and the guidelines for Ethical Conduct, and for the Protection of Merit and Equity. 6
DESIRABLE CHARACTERISTICS 1. Education/Vocational Qualifications a. Appropriate qualifications in Event Coordination. 2. Experience/Knowledge/Skills a. Understanding of Defence sector. b. Knowledge of SA industry and business environment. c. Understanding of Government communication protocols and practices. 7