Position Description

Transcription

1 Position Description Position Title: Sales and Marketing Executive Assistant Division: Marketing Reports To: Marketing Director Workplace level: Salaried Position Loading: Full time Special: May be required to work on an occasional weekend to support marketing & promotional events. Date Position Created: 5 October 2010 Position Review date: ORGANISATIONAL ENVIRONMENT The Organisation The Sovereign Hill Museums Association is a not-for profit community-based museum organisation that collects, researches and interprets the heritage of the goldrushes and the Ballarat region. The organisation includes Sovereign Hill Outdoor Museum, the Gold Museum, Sovereign Hill Lodge, Blood on the Southern Cross and Narmbool. The Department/Area The Marketing Department promotes the Sovereign Hill brand to both international and domestic markets. It drives publicity and ensures customer service standards are maintained at the highest level possible. The Marketing Team consists of approximately 4 staff and delivers services across 7 days per week. ORGANISATIONAL CHARTER Purpose Our purpose at Sovereign Hill and the Gold Museum is to inspire an understanding of the significance of the central Victorian gold rushes in Australia's national story, and at Narmbool of the importance of the land, water and biodiversity in Australia s future. Mission Our Mission is to collect, conserve and interpret the mining, social, cultural and environmental heritage of the Ballarat region. Page 1 of 5

2 Values Service We will ensure that every visitor s experience is satisfying, and that their needs are paramount in our decision-making. Respect We will act with respect and free from any form of discrimination in what we say and do towards our colleagues, our visitors, and all with whom we do business; we will respect each other s dignity and right to privacy; and respect the assets we share in doing our jobs. Safety We will maintain a safe and healthy workplace for all our visitors and for all who work on our sites. Integrity We will act in accordance with international and national codes of ethical practice for museums, including respect for the tangible and intangible heritage we collect, research and interpret; for the primary role of museums as places of lifelong learning; and as individuals, work to help and support colleagues, work diligently to complete tasks, and at all times act honestly. Responsibility We will be a socially and environmentally responsible business and employer, and a vital partner in the development of our region; and as individuals, take responsibility for our actions and ensure our decision-making is objective, consistent and complies with policy and legislation. Sustainability We will maintain our financial viability and independence by using our resources efficiently and effectively. PRIMARY ROLES The Sales and Marketing Executive Assistant is responsible for providing administrative and sales support for the international & domestic marketing functions for the Association. The responsibility encompasses each campus The Outdoor Museum - Sovereign Hill, The Gold Museum Ballarat, Pastoral Property, Narmbool and our main commercial businesses, Blood on the Southern Cross and Sovereign Hill Lodge. DIRECT REPORTS Nil WORKS CLOSELY WITH Director, Marketing Marketing Team Design Team Catering Contractors External Clients Tourism Victoria Internal Departments Sovereign Hill Lodge, Education Department, BOSC bookings Page 2 of 5

3 JOB TASKS AND RESPONSIBILITIES Key result area Sales & Marketing Teamwork Major activities Provide administrative support to the marketing department by organising domestic and international couriers, brochure distribution, filing, assisting with contracts, diary management, maintaining booking schedules, assisting with weekly staff newsletter etc; Effectively and efficiently manage general enquiries received via and telephone from individuals, groups and agencies; Send out company profile forms and accessing applicable rates and then sending out same etc. for new company enquiries; Prepare regular reports and month end reports including (but not limited to): - Demographic reports for day entry, BOSC, group and schools; - Ticket by items reports; - Mine Tours/Gold Museum/Sovereign Hill comparison reports; - Marketing report for CEO; - Free pass report (distributed to management); - End of Calendar month reports for Tourism Alliance; Assist with processing/determining community donation requests and forward to Administration Reception for processing; Manage New Gold Mountain Roster to ensure coverage at required times; Liaise with Tourism Victoria re familiarizations, book families, arrange any special requirements, meals etc as and when required, host families; Host famils weekdays and/or weekends as and when required: Escort reporters, film crews and journalists around Sovereign Hill during business hours, after hours or weekends as and when required; Prepare new rate sheets for all retail, domestic, inbound and wholesale clients ready for distribution of contracts and forward to suppliers as requested; Liaise with Delaware North Catering regarding seasonal meals/rates/menus, for weekly invoicing and lunch bookings for groups; Maintain the working relationship with Marketing and Operations; Database management; Assist the domestic sales and marketing manager with the implementation of major projects and activities; Attend local, Intrastate and Interstate Marketing and Promotional events during work hours, after hours or weekends as and when required. Work in a team and assist team members as required; Participate in the induction, training and mentoring of new staff as required; Contribute to the enhancement of staff knowledge and skills; Ensure work area are presented at optimum levels; Perform other duties to aid team effectiveness when required; Participate in organisational events and promotional activities as required, including the New Gold Mountain roster. Page 3 of 5

4 Operations Undertake the responsibilities of the position adhering to: SHMA policies and procedures Equal Opportunity and anti-discrimination legislation and requirements; Occupational Health and Safety (OH&S) legislation and requirements. Participate in annual performance reviews, meetings and staff training and professional development as and when required; Apply organisational policies, procedures and practices; Foster a culture which values safety as primary consideration in all activities; Wear issued uniform and costume in accordance with guidelines of SHMA; Any other relevant duties as required. KEY SELECTION CRITERIA Previous experience within a marketing assistant and/or administrative role is essential; Well developed written and verbal communication skills, an outgoing personality and a genuine orientation to people; Intermediate skills in Microsoft Office; Excellent eye for details and an analytical mind; Ability and initiative to work with minimum guidance; Self motivated and able to work to deadlines; Ability to work after hours, weekends, public holidays and school holidays as and when required; Must be able and willing to travel intrastate and interstate. QUALIFICATIONS A qualification in Business, Tourism and/or Marketing or attainment towards one of these is essential. REQUIRED LICENCES/CERTIFICATES Working with Children Check; Police Check; A valid driver s licence is preferred but not essential. SPECIFIC HEALTH AND SAFETY REQUIREMENTS N/A OTHER Must be eligible to work in Australia. Page 4 of 5

5 EMPLOYERS APPROVAL OF POSITION DESCRIPTION Gary Burns Director, Marketing Signature Date of approval Janice Shelmerdine Manager HR and Payroll Signature Date of approval EMPLOYEE ACKNOWLEDGMENT OF POSITION DESCRIPTION I have received a copy of the Position Description and have read, understood and accept its contents. Employee s Name Employee s Signature Date Page 5 of 5