CAIRNS HOCKEY ORGANIZATIONAL CHART AND JOB ROLES

Transcription

1 CAIRNS HOCKEY ORGANIZATIONAL CHART AND JOB ROLES September 2016 Summary This document outlines the roles and responsibilities through Operations at Cairns Hockey Version 2-8/08/2016 Prepared by Operations Manager

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3 CAIRNS HOCKEY ASSOCIATION - POSITON DESCRIPTION- OPERATIONS MANAGER OPERATIONS MANAGER GENERAL INFORMATION This is the full time staff position that ensures Cairns Hockey is moving in a positive direction and coordinates all aspects of hockey in the region The Operations Manager will be responsible for the efficient and effective management and administration of CHA. Main roles will include Board support, Strategic and Operational Planning Assisting and supporting budget preparation and ongoing supervision, financial acquittal, and grant reporting together with supervising finance officer in conjunction with CHA Director of Finance managing organizations HR- Working with the management team, the position also contributes to the development and implementation of organizational strategies, policies and practices. This position will also interact with the Board Members. THE CAIRNS HOCKEY BOARD HAS AUTHORIZED TO DRIVE STRATEGIC PLAN OUTCOMES and can make decisions based around - Membership - Competitions Growth- Social Responsibility and Events - Facility and Events Financial HOURS FOR THIS FULL TIME POSITION 38 HOURS PER WEEK HOURS OF ATTENDANCE AS REQUIRED POSITION DESCRIPTION Responsibilities: Improve the operational systems, processes and policies in support of organizations mission -- specifically, support better management reporting, information flow and management, business process and organizational planning. Manage and increase the effectiveness and efficiency of Program Services (Finance, Facility and Competition, Coaching and Academy, through improvements to each function as well as coordination and communication between support and business functions. Play a significant role in long-term planning, including an initiative geared toward operational excellence. Oversee overall financial management, planning, systems and controls- Management of CHA budget in coordination with the CHA Board. Development of individual program budgets. Payroll management, including tabulation of accrued employee benefits. Organization of fiscal documents. Attend CHA Board Meetings by request

4 Responsibilities by Function Financial Management Direct annual budgeting and planning process for the organization's annual budget with CHA Board Develop and manage annual budget Oversee monthly and quarterly assessments and forecasts of organization's financial performance against budget, financial and operational goals. Oversee short and long-term financial and managerial reporting. Managing day to day processing of accounts receivable and payable using financial programs, producing reports as requested. Reconciling monthly activity, generating year-end reports, and fulfilling tax related requirements. Assisting CHA Board in creating annual organizational budget and monitoring cash flow. Managing grantor contracts and reimbursement requests. Maintaining Intersection's archival and administrative files. Administering payroll and employee benefits and organizational insurance. Ensure that Accounting Department requests are resolved and communicated in a timely manner to internal and external parties. Develop long-range forecasts and maintain long-range financial plans. Develop, maintain and monitor all fundraising and accounting systems and procedures capturing all pledges, billings and receipts and for the recording of all revenue transactions, recommend and implement improvements to systems. Prepare annual audit and be a liaison with all outside vendor. Organizational Effectiveness Manage functions. Increase the effectiveness and efficiency of Support Services through improvements to each function (Finance, Facility and Competition, Coaching and Academy) as well as coordination and communication between functions. Drive initiatives in the management team and organizationally that contribute to long-term operational excellence. Providing consulting services on matters related to fundraising, tax and insurance questions, and business structure and growth. Support events, governance, facility management, drive board policy in these matters and coordinate with membership ensure compliance and Organizational Leadership- Contribute to short and long-term organizational planning and strategy PRESIDENT ANNUAL REVIEWS

5 CAIRNS HOCKEY ASSOCIATION - POSITION DESCRIPTION GENERAL INFORMATION HOURS FOR POSITION POSITION DESCRIPTION REGIONAL COACHING AND COMPETITION DIRECTOR This position is designed to connect the core businesses of coaching, development and competition. To provide leadership and ultimately be responsible for implementing sound hockey strategies that ensure continuous improvement of all competitions, teams, players, coaches and officials that meets and exceeds Cairns Hockey Association Inc. expectations on the development and advancement in all competitions in which it competes and operates. THE CAIRNS HOCKEY BOARD HAS AUTHORIZED TO DRIVE STRATEGIC PLAN OUTCOMES ALIGNING WITH COACHING AND COMPETITIONS and can make decisions based around - Competitions Growth- Pathways - Education and Training Social Responsibility FULL TIME AS REQUIRED - 38 HOURS PER WEEK Key responsibilities: Oversee the development and advancement of the local and regional competitions Chair and oversee the Cairns Hockey Competitions Committee Manage the appointment of Coaches, Managers and players for all Cairns Representative Teams in association with RCC Manage and Review the Cairns Academy and the Representative Program including the appointment of coaches, players and team selection process. Manage and Review coach development initiatives across the Association Manage and Review player development initiatives including academies, camps, individual and group sessions in association with the RCC. Assist RCC with coaching as necessary Attend State Championships and Represent the interests of Cairns Hockey within relevant Hockey forums including Hockey Queensland and Hockey Australia. Other Duties: Other duties as directed by the Board within the skills and abilities of a position at this level. Reporting relationships: This position reports to the Board but is required to work with the Operations Manager to facilitate efficient and effective program delivery across Cairns Hockey CHA BOARD THROUGH OPERATIONS MANAGER CHA BOARD REVIEW

6 CAIRNS HOCKEY ASSOCIATION - POSITION DESCRIPTION - CAIRNS COACHING COORDINATOR GENERAL INFORMATION HOURS FOR POSITION POSITION DESCRIPTION Cairns Hockey Coaching Coordinator Deliver Coaching Programs as directed by Regional Coaching and Competitions Director To provide leadership and ultimately be responsible for implementing sound hockey strategies that ensure continuous improvement of coaching and development program that meets and exceeds Cairns Hockey Association Inc. expectations for the hockey community. THE CAIRNS HOCKEY BOARD HAS AUTHORIZED TO DRIVE STRATEGIC PLAN OUTCOMES ALIGNING WITH COACHING AND COMPETITIONS and can make decisions based around - Competitions -Growth- Pathways - Education and Training FULL TIME AS REQUIRED Administer and Deliver the Cairns Hockey Academy programs, Prepare Coaching and Development Operational Budgets as directed by Regional Coaching and Competitions Director, Conduct Coach Accreditation Courses, Deliver Hockey Queensland KPI as per funding agreements, Deliver coach development initiatives across the hockey association Deliver player development initiatives across the hockey association Deliver Club Support programs including but not limited to Recruit Volunteer coaches Manage the advancement and effectiveness of new Technologies in Coaching ie Sports Code Provide video analysis feedback to Club and Representative Coaches/Teams Attend State Championships where and when required In conjunction the Regional Coaching and Competition Director administer the appointment of Coaches and Managers for CHA representative teams. Manage the selection processes for representative teams. As directed by the Regional Coaching and Competitions Director coordinate and administer the representative team programs and timing. In association with the Operations Manager - manage the Cairns Hockey Academy web page and media facilities in the following forms; Coaching Tips- Coaching Updates- Additional information- Coaching Newsletter Conduct regular coaching workshops and feedback sessions as required. Represent Cairns Hockey at conferences and workshops as directed by Regional Coaching and Competitions Manager Regional Coaching and Competition Director Annual Reviews

7 CAIRNS HOCKEY ASSOCIATION- POSITION DESCRIPTION - REGIONAL PROGRAMS COORDINATOR GENERAL INFORMATION HOURS FOR POSITION POSITION DESCRIPTION REGIONAL PROGRAMS COORDINATOR Support the delivery of Cairns Hockey Coaching and Development Programs including Coordinating the delivery of the ASPIRE to be Deadly Programs. To provide leadership and ultimately be responsible for implementing sound hockey strategies that ensure continuous improvement of all CAIRNS HOCKEY COACHING AND DEVELOPMENT AND ASPIRE TO BE DEADLY PROGRAMS that meets and exceeds Cairns Hockey Association Inc. expectations on the development and advancement across hockey in the region generally THE CAIRNS HOCKEY BOARD HAS AUTHORIZED TO DRIVE STRATEGIC PLAN OUTCOMES ALIGNING WITH GROWTH and can make decisions based around - Aspire Growth- Club development - Recruitment - Education and Training FULL TIME as required KEY TASKS AND MAIN DUTIES Support Cairns Hockey Recruitment Programs and other CHA development programs as required Support the CHA Junior Committee and Plans In conjunction with the Club and Programs Support Coordinator provide support to the Sporting Schools and School Support Programs Recruit and assist in the mentoring of junior coaches Supervise Holiday and other Special Programs Coordinate the Aspire to be Deadly Program Collection of Data and providing reports in accordance with requirements Supervise training Development Officer Coordinate local Aspire Workshops with the coaching and development department Additional CHA coaching and development projects as allocated Represent Cairns Hockey at conferences and workshops as directed by Regional Coaching and Competitions Director CAIRNS HOCKEY REGIONAL COACHING AND COMPETITIONS DIRECTOR on all day to day matters, schedules, coaching and development matters and OPERATIONS MANAGER AND REGIONAL COACHING AND COMPETITIONS DIRECTOR on all ASPIRE planning and strategic matters ANNUAL REVEWS

8 CAIRNS HOCKEY ASSOCIATION- POSITION DESCRIPTION - DEVELOPMENT OFFICER GENERAL INFORMATION HOURS FOR POSITION WAGES POSITION DESCRIPTION Hockey Development Officer Support the delivery of Recruitment Programs and the delivery of the ASPIRE to be Deadly Programs. To provide leadership and ultimately be responsible for implementing sound hockey strategies that ensure continuous improvement of all RECRUITMENT, JUNIOR, CLUB DEVELOPMENT AND ASPIRE TO BE DEADLY PROGRAMS that meets and exceeds Cairns Hockey Association Inc. expectations on the development and advancement across hockey in the region generally THE CAIRNS HOCKEY BOARD HAS AUTHORIZED TO DRIVE STRATEGIC PLAN OUTCOMES ALIGNING WITH GROWTH and can make decisions based around - Aspire Growth- Club development - Recruitment - Education and Training Full Time AS PER AWARD SPORTING ORGANIZATION AWARD Provide administration services to coaching and development department as directed by Regional Coaching and Competitions Director Organize and Deliver Cairns Hockey coaching and development projects as allocated Assist in the delivery of Cairns Hockey Recruitment Programs Assist in the coordination of CHA Junior Committee and Plans Assist in delivery of Sporting Schools Program and Schools Support Programs Organize and Deliver Holiday and other Special Programs Assist and Support the Aspire to be Deadly Program Collection of Data and providing reports in accordance with requirements REGIONAL COACHING COORDINATOR ANNUAL REVEWS

9 CAIRNS HOCKEY ASSOCIATION- POSITION DESCRIPTION BOOKEEPER GENERAL INFORMATION HOURS FOR THIS POSITION WAGES POSITION DESCRIPTION BOOKKEEPER This position is designed to ensure statutory compliance with financial and ensure reporting to Board To provide leadership and formulate practice and procedure to support the key strategic outcome of sustaining strong financial performance. DRIVE STRATEGIC OUTCOME STRONG FINANCIAL - Reports - Compliance issues - Budget - Analysis Contactor up to 15 hours per week As per agreed rate Working with Operations Manager, Finance Committee Members and Director of Finance to ensure the organization accounts are well administered including compliance issues BAS and Payroll Preparing and Presentation of Monthly Financials Assisting and support budget preparation and analysis Operations Manager Annual Review

10 CAIRNS HOCKEY ASSOCIATION - POSITION DESCRIPTION - MEMBERSHIP, FINANCE AND COMPETITION SUPPORT Membership, Finance and Competitions Support Officer GENERAL INFORMATION This is a newly revised position to Cairns Hockey. It has been established to align with the new Strategic Objectives approved by Cairns Hockey Board. The role is supporting the Operations Manager across Membership and Finance and is supporting the newly created Regional Coaching and Competitions Director across all things competition. Cairns Hockey is looking to revise and restructure the Operations of the Association and this position has been created as part of this review. CHA Board confirmed a policy at its July Board Meeting confirming that the restructure would proceed to align with new strategic direction and as a matter of policy, this position will be reviewed and revised to align with the changes. DRIVING STRATEGIC OUTCOMES COMPETITION, MEMBERSHIP AND STRONG FINANCIAL HOURS FOR THIS 26 HOURS PER WEEK POSITION In accordance with the award mentioned below, the wage for a Clerical Grade 3 is $ per hour plus statutory on costs. Tuesday 9am 6pm Wednesday 9am- 5pm Friday 9am 4pm Saturday 8am 12 noon WAGES Registered and Licensed Clubs Award 2010 POSITION DESCRIPTION Support the Operations Manager in the administration and management of Membership and Data Base. Support the Bookkeeper with financial duties supporting accounts and financial processes Support the Regional Coaching and Competitions Director on senior and masters competitions matters. Administer the membership data base is an effective and efficient way and to assist and support Clubs optimize its value Administer local senior and masters competition in accordance with association rules and process. Assist clubs with upskilling and value add to the programs through training and engagement to support meeting member needs in relation to membership and competition COMPETITION MATTERS REGIONAL COACHING AND COMPETITIONS DIRECCTOR ALL OTHER MATTERS OPERATIONS MANAGER /BOOKKEEPER ANNUAL REVIEWS

11 CAIRNS HOCKEY ASSOCIATION - POSITION DESCRIPTION Club Support and Programs Officer GENERAL INFORMATION This is a new position to Cairns Hockey. It has been established to align with the new Strategic Objectives approved by Cairns Hockey Board. The role is supporting the Operations Manager across Club Support including sporting schools, representative programs, events and special projects. Cairns Hockey is looking to revise and restructure the Operations of the Association and this position has been created as part of this review. CHA Board confirmed a policy of restructure would proceed to align with new strategic direction and as a matter of policy. DRIVING STRATEGIC OUTCOMES GROWTH, CLUB SUPPORT, PATHWAYS, EVENTS AND FACILITIES HOURS FOR POSITION FULL TIME. WAGES Registered and Licensed Clubs Award 2010 POSITION DESCRIPTION Support the Operations Manager in the administration and management of Representative Team and Pathway Programs impacting on Cairns Hockey in conjunction with Cairns Coaching Coordinator Coordinate the CHA Junior Committee and Plans and administer the Junior Competition Administer the development and advancement of the local school programs supporting recruitment and growth in coordination with Regional Coaching Coordinator, Development Officer and Club representatives. Assist the Operations Manager develop, maintain and review operating procedures and policies for all aspects of the Representative Team and Pathway administration. Administer and Coordinate special projects and events Coordinate programs designed to support Club Development Assist the Operations Manager as directed in keeping registers and administering the organization and the facility Assist clubs with upskilling and value add to the programs through training and engagement to support meeting member needs. Operations Manager Annual Review

12 CAIRNS HOCKEY ASSOCIATION-POSITION DESCRIPTION - CARETAKER AND GROUND KEEPER Caretaker and Grounds Keeper HOURS FOR POSITION Full Time WAGES In accordance with the a Registered and Licensed Clubs Award 2010 GENERAL INFORMATION This is a new position to Cairns Hockey. It has been established to align with the new Strategic Objectives approved by Cairns Hockey Board.Specifically the role is supporting the Operations Manager across facility maintenance including grounds keeping and other matters. POSITION DESCRIPTION Support the Operations Manager in the delivery of the Facility Maintenance Plans. Assist the Operations Manager develop, maintain and review operating procedures and policies for all aspects of Facility Maintenance. Ensure the cairns hockey facility is ready for competition each week and works in accordance with work plans signed off by Operations Manager. Liaise when necessary with stakeholders and partners in accordance with Operations Manager direction. Erecting signs, clearing away rubbish, undertaking maintenance and repairs as required, grass cutting and other grounds activities consistent with this position. Ensuring all equipment is in good working order and reporting and repairs and maintenance not included in work plans to Operations Manager. Assist the Operations Manager produce reports and acquit programs as required and in accordance with obligations. CHA Board confirmed a policy that the restructure would proceed to align with new strategic direction and as a matter of policy, all positions will be vacated and the new roles will be advertised. Operations Manager Annual Review There is an on-site cottage that is offered with this position. Rent including electricity is set as a notional value of $ per week. The availability of this position to act in a caretaker role and ensure the facility is locked every night, is available and on call when the facility is being used in case of repairs or other extra ordinary activity is valued at $ per week.

13 GROUNDS AND MAINTENANCE SUPPORT (As approved by Cairns Hockey Board March 2016) HOURS FOR POSITION WAGES GENERAL INFORMATION HOURS OF ATTENDANCE POSITION DESCRIPTION Ground and maintenance Support Casual- up to 20 hours a week as agreed from time to time As agreed up to $25.00 per hour This position has specialist skills and will support the grounds person with these skills. This position is answerable to the Operations Manager AS REQUIRED The role is supporting the Ground and Maintenance Support Officer deliver the Facility Maintenance Plan including grounds keeping and other matters. Support the Ground and Maintenance Support Officer in the delivery of the Facility Maintenance Plans. Undertake work across the facility at the direction of the Ground and Maintenance Support Officer to ensure the facility is ready for competition each week and works in accordance with work plans signed off by Operations Manager. Erecting signs, clearing away rubbish, undertaking maintenance and repairs as required, grass cutting and other grounds activities consistent with this position. Ensuring all equipment is in good working order and reporting and repairs and maintenance not included in work plans to Operations Manager. Cairns Hockey has policy to ensure the facility is maintained to ensure safety is the paramount consideration. It is a facility that is aging and needs a maintenance and improvements plan to ensure budget allocations best meet its needs Operations Manager. This position will participate in an annual review of the canteen and their own performance. This will be conducted by the Operations Manager prior to the end of each year. This position has the authority to recommend to the Operations Manager and assist in maintenance and improvements plans.

14 CAIRNS HOCKEY ASSOCIATION - POSITON DESCRIPTION - CANTEEN COORDINATOR (As approved by Cairns Hockey Board March 2016) HOURS FOR POSITION WAGES GENERAL INFORMATION HOURS OF ATTENDANCE POSITION DESCRIPTION Canteen Coordinator hours per week Casual asper agreed Industry Award up to $25.00 per hour The Cairns Hockey Canteen is operated to service the Cairns Hockey competition and provide a wide range of food and drink options to meet the needs of the members and provide healthy eating options as well as snacks and drinks. AS PER AGREEMENT The Canteen coordinator is responsible for the profitable management and operation of the canteen, according to the policies and procedures of Cairns Hockey. - Coordinating the canteen generally HIGH LEVEL OFCUSTOMER SERVICE - Ensure it is kept clean and hygienic and compliant with all statutory requirements - Training of junior staff - Supervision of staff - Financial reporting and acquittal supervision and counting of takings and general balancing of takings at end of a shift. Responsible for putting the takings in safe and general supervision - Stock control - Developing and implementing procedures that make the canteen profitable and efficient and food safety procedures are met The Cairns Hockey canteen s aims and objectives are to provide where possible nutritious, hygienically prepared and healthy food at an affordable price and reasonable price. Menu items should have a reasonable choice of snack foods and include a healthy eating option on the menu at all times. The Canteen Coordinator will report to the Operations Manager. Annual Review. The Canteen Coordinator will have the authority to produce ordering requests for Operations and approve menus in line with Cairns Hockey Policy. The Canteen Coordinator has the authority to recommend the hiring and training of junior assistant staff to ensure the Canteen is performing to optimum capacity