POSITION DESCRIPTION. Professional Development. GEN-F1 to GEN-F5. Carlton. Salary packaging Leave loading. September 2014

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1 POSITION DESCRIPTION POSITION TITLE: Professional Development and Membership Coordinator ORGANISATION DIVISION: Professional Development CLASSIFICATION: GEN-F1 to GEN-F5 EMPLOYMENT TYPE: Full Time Fixed Term (9-12 month maternity leave cover) WORK LOCATION: Carlton RESPONSIBLE TO: OTHER BENEFITS: Salary packaging Leave loading DATE LAST REVIEW: September 2014 APPROVED BY: 1

2 1. THE AUSTRALIAN COLLEGE OF OPTOMETRY The Australian College of Optometry (ACO) strives to preserve sight and prevent blindness. The ACO provides public health primary and specialist eye and vision health care services, through both clinical and outreach settings, to disadvantaged communities; carries out research through the National Vision Research Institute, a division of ACO, on diseases and disorders that impact on vision; and provides clinical education and training to tertiary optometry students, continuing professional education to the optometry profession and supervision of research and higher degree students. The ACO is a not for profit, membership based company. 2. POSITION SUMMARY The Professional Development and Membership Coordinator is responsible for the coordination and administration of the ACOs membership, membership services (including the library) and Continuing Professional Development (CPD) Program. Reporting to the, the incumbent is accountable for the delivery of high quality and effective member and CPD services. 3. KEY RESPONSIBILITIES Responds to membership queries and processes correspondence in relation to membership, products/services and CPD, including bulk mail outs and s Coordinates and oversees member and CPD events, including the ACO national conference Maintains the database (imis15) for membership, CPD and related purposes Maintains records of CPD participation and provides annual CPD statements to members Processes invoices, payments and receipts for membership, CPD and other products/services Develops and executes the promotional strategy for membership and ACO CPD to members and non-members Coordinates the production and delivery of ACO newsletters, enews, membership and CPD promotional/advertising materials and other publications as required Coordinates and administers other products/services, such as assessments and Podcasts of CPD lectures, using the ACOs on-line learning management system (Moodle) Maintains information and statistics on membership, usage of services and participation in CPD and other data Produces reports for the Professional Development and Membership Committees, as required 2

3 Attends Professional Development and Membership Committee meetings in a reporting and secretarial capacity, takes and distributes minutes, as required Liaises with printers and suppliers to ensure timely and accurate delivery of services Develops and maintains relevant areas of the ACO website, using the ACOs Content Management System (Joomla) Contributes to the development and monitoring of the Divisional budget Coordinates and supervises administrative and casual staff Participates in business improvement initiatives Provides administrative support to the and other members of the Professional Development team Other duties as required 4. SPECIAL REQUIREMENTS This position requires some out of hours work and may include limited travel. 5. JOB COMPLEXITY, SKILLS AND KNOWLEDGE This position reports to the. The incumbent will be given broad direction with a high level of autonomy, and will be expected to be proactive in resolving issues within the scope of the position. 5.1 Level of Supervision/Independence The Professional Development and Membership Coordinator will report directly to the. As the incumbent becomes familiar with their role and responsibilities they are expected to operate with a high degree of self-direction and autonomy. At times, the Coordinator of Professional Development and Membership may be required to manage the Professional Development Division during absences of the General Manager Professional Development. 5.2 Problem Solving and Judgement The Professional Development and Membership Coordinator will be required to make sound decisions and have the ability to solve problems in relation to their day-to-day work practices, in consultation where necessary with the General Manager Professional Development and other personnel. Sound judgement and the ability to solve problems is an essential part of this position to ensure the smooth running of the coordination and administrative functions of the Professional Development Division. 5.3 Breadth of the Position The position requires communication with internal and external parties, including ACO staff, members, potential members and other stakeholders involved with administrative aspects of the role. 3

4 6. OCCUPATIONAL HEALTH AND SAFETY AND ENVIRONMENTAL HEALTH AND SAFETY RESPONSIBILITES All ACO staff are responsible for the following safe work procedures and instructions in accordance with OHS and EHS legislation: Complying with OHS and EHS policies and procedures manuals Taking responsible care for the health and safety of self and others Ensuring that any hazardous conditions, near misses and injuries are reported immediately to a supervisor Seeking guidance for all new or modified work procedures Participating in meetings, training and other health and safety activities Wearing personal protective equipment as provided Using equipment in compliance with relevant guidelines, without wilful interference or misuse Adopting work practices that support OHS programs 7. KEY SELECTION CRITERIA Qualifications A tertiary degree and relevant qualification(s) in administration and/or business, preferred. Knowledge, Experience and Skills Previous experience in coordinating CPD/training programs and activities and in facilitating meetings and events, preferably in a membership based and/or health care organisation. Excellent word-processing and computing skills and expertise in computer applications such as Microsoft Word, Excel and PowerPoint, the Internet and systems Experience with membership and CPD databases (preferably imis) Experience with web based programs and web site maintenance Demonstrated experience with financial transactions (invoices, receipts, electronic payments, banking processes) Excellent interpersonal and communication skills, both written and oral Cooperative and supportive attitude towards others at all levels High level organisational skills with the ability to juggle multiple tasks, prioritise and meet deadlines Demonstrated capacity for effective liaison with a range of people, including members, potential members, staff at all levels and other members of the Professional Development team 4

5 Self motivation and the ability to take action without being directed or forced by events. Continuously seeks and implements work process improvements Strong attention to detail Good problem solving skills, sound judgement and a demonstrated use of initiative Capacity to work autonomously but also as a part of a small cohesive team Demonstrated capacity to independently review, gather information, make assessments, analyse documents and recommend changes Commited to the delivery of high quality customer service Experience with Desktop publishing software (such as InDesign) desirable ORGANISATIONAL RELATIONSHIPS Reports to: Internal Liaisons: External Liaisons: Chief Executive Officer Management team Consultative Committees Other members of the Professional Development team All staff Members Potential members CPD delegates Sponsors and potential sponsors External suppliers Industry associations OTHER RELEVANT INFORMATION Safety Screening The ACO employs staff who come into contact with children, elderly and vulnerable people. We are committed to selecting people to provide a safe environment to our clients. Employment is conditional on a satisfactory police check. Pre-employment Medical Check For specific positions where there are particular physical demands a pre-employment medical check with your Medical Practitioner would be required. Privacy Notification We collect this personal information for the purpose of processing and considering your application for employment and its use is consistent with requirements of the Information Privacy Act All unsuccessful applications are retained for six months then securely destroyed. The Australian College of Optometry is an Equal Opportunity Employer. With clients from highly diverse cultural and social groups, we welcome applications from people with the widest possible diversity of background, culture and experience including indigenous Australians. 5