VOLUNTEER MANAGEMENT COMMITTEE - ROLE DESCRIPTIONS

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1 Welcome. Thank you for your interest in joining your local Midnight Basketball Management Committee. With the support of over 2500 dedicated and highly professional volunteers, we have run over 250 Tournaments in metropolitan, regional and remote locations across Australia with over 100,000 Player attendances to provide a high energy, positive and structured activity on Friday and Saturday nights. Midnight Basketball delivers high quality uplifting Tournaments with the support of our committed and enthusiastic volunteers who change the lives of local teenagers. The efforts of our Volunteer Management Committees who are passionate about supporting youth are the backbone of the Midnight Basketball Program Model and the key to achieving outcomes and sustainability. As a local Committee member, please reach back to Midnight Basketball Australia for support whenever you need it. The Tournament Management System (TMS) automates a lot of the delivery requirement and also contains extensive help guides and templates to run your Tournament efficiently. It gives us great pleasure to see your interest in supporting Midnight Basketball. Your contribution and involvement is integral to the ongoing success of your local Tournament. We look forward to meeting you. The Midnight Basketball Australia Team Copyright Midnight Basketball Australia, Page 1 of 10

2 REQUIREMENTS FOR ALL ROLES Report to: All Committee Roles report to the Chair. The Chair and Committee are responsible to the Program Participant, and MBAustralia s GMCommunities as required. Committee Requirements Current Working with Children (WWC) check. Regularly contactable. Volunteering experience (preferred). Desktop computer, internet and phone access. Undertake Committee and Tournament Management System training. Capacity to allocate planning and preparation time during the lead up to Tournament periods. Attend and participate in Committee meetings. Committee Implement the Midnight Basketball Australia Program Model. Conduct planning for tournament delivery, including utilising the online Tournament Management System (TMS) to efficiently manage tournament data and information. Attend Tournament nights as required to effectively manage areas of responsibility. Ensure a safe environment for all stakeholders including the youth participants through complying with WWC requirements and child protection principles. Meet Program Model delivery milestones. Encourage suitable local community members to join the Committee and/or volunteer. Foster a best practice approach that aligns with the high expectation objectives of the Program Model. Skills / Attributes of Committee Members Integrity. Interest in engaging and helping disadvantaged youth. Emotional intelligence and display courteous behaviour. Be proactive and flexible after hours. Effective communicator. Strong local cross-sector networks (e.g. Council, Education, Employment Services, Health, Policing and Justice, Sport, Youth and Family Services). s Be an effective volunteer. Ability to work with a diverse range of individuals within a team environment. Participate in workplace health and safety. Use communication to build relationships. Use computer applications. Good time management / Plan and organise work efficiently and effectively. Work within a team. Motivate others. Delegate effectively. Use problem solving skills. Effectively manage data. Understand event and operations management. Resources Available Proven Program Model. Extensive funding, training, merchandise and support, see MB Australia Overview for full list. Online Tournament Management System. Copyright Midnight Basketball Australia, Page 2 of 10

3 COMMITTEE CHAIR Responsible for leading and overseeing Committee planning, delivery and post-tournament activities for the local Midnight Basketball Tournament. Manage the ethics and culture of the Committee. Ensure the Midnight Basketball Program Model is implemented. Oversee Tournament Night Manager deliverables. Ensure Tournament nights are run according to the Program Model. Recruit Committee members. Prepare and lead Committee meetings. Delegate tasks. Committee leadership. Recruit, select and induct volunteer Committee members (with Midnight Basketball Australia support). Establish a relationship and liaise with the local Program Participant. Lead Committee planning for Tournament delivery. Organise, prepare agendas for, and conduct, Committee meetings. Implement diversity across Committee and Tournament supporters to ensure Program sustainability. Co-ordinate cross Committee work to enhance outcomes. Strong collaborative leadership skills: an effective Chair needs to be able to engage in a working relationship with Midnight Basketball Australia to ensure their local Committee has the resources and support necessary to deliver the Program Model. Furthermore, they must also be able to inspire individual contribution and participation among volunteer members of the Committee to utilise their collective expertise fully. Strong project management experience: ability to efficiently manage the program across logistics, administration, youth management, media engagement, tournament administration and delivery is central to the role. Established within the local community. Well-developed problem-solving skills with an ability to remain calm in challenging situations. Experience managing volunteers (preferred). Conduct work within a compliance framework. Undertake project work and implement operational plans. Lead with integrity. Recruit, induct and support volunteers. Manage people performance. Develop teams and individuals. Good relationship building and networking skills. Ability to identify risk and apply risk management processes. Copyright Midnight Basketball Australia, Page 3 of 10

4 FINANCE MANAGER Responsible for the timely and accurate preparation of both forecast and actual Tournament budget in compliance with Australian taxation standards, and managing the budget pre, during and post Tournament. Work with the Program Participant to manage funds. Work with the Logistics Manager, and Fundraising and Support Manager, to develop the budget. Manage the budget throughout the Tournament, including keeping the Committee up to date. Post-tournament reconciliation of the budget. The Committee is not responsible for the bank account holding the funds or transmitting payments to suppliers. Conduct tasks in compliance with Midnight Basketball Australia Financial Guidelines. Liaise with other members of the Committee. Prepare the forecast Tournament budget. Check all Tournament invoices/receipts. Maintain awareness of ongoing Tournament expenses. Reconciliation of Tournament budget post Tournament. Strong numeracy skills and a sound understanding of accounting practice. Attention to detail and confidence to execute the management of the budget independently. An ability to meet deadlines. Must have bookkeeping or accounting background/experience. Implement policies and procedures relevant to accounting principles. Prepare financial reports. Perform financial calculations. Maintain financial records. Displays attention to detail. Copyright Midnight Basketball Australia, Page 4 of 10

5 FUNDRAISING AND SUPPORT MANAGER Responsible for engaging with diverse sectors of the community to identify and secure in-kind support as well as funds required to run each Tournament. Work closely with the Committee to: Review in-kind support and funds required to run each Tournament. Identify appropriate in-kind support and funding opportunities in line with Midnight Basketball Australia s Fundraising Guidelines. Access and build sustainable Tournament funding. Reduce costs and increase in-kind support through developing mutually beneficial long-term relationships with new and existing supporters. Oversee the recognition and appreciation of supporters to optimise the relationship for suppliers, funders and Midnight Basketball. Ensure the Tournament volunteer base is sustainable. Fundraise for the community Tournament. Apply for funds. Approach community organisations and groups to provide in-kind or volunteer support. Encourage suitable local community members to join the Committee and/or volunteer. Co-ordinate cross Committee work to enhance outcomes. Strong analytical ability: capability to analyse Tournament needs and community capacity to identify suitable support sources on behalf of the Committee. Established within the local community. Experience in preparing and managing funding submissions. Identify factors influencing fundraising or sponsorship. Prepare funding submissions. Build client relationships and business networks. Copyright Midnight Basketball Australia, Page 5 of 10

6 LOGISTICS MANAGER Responsible for organising the supply and quality of all logistical components of the Tournament, as well as the recruitment and retention of Tournament night roles requiring professional qualifications and/or specific prior experience. Works with the Committee to ensure logistical requirements supplied are from within the local community, and at a high quality standard, sourced either in-kind or at the best possible rate available. Co-ordinate supply and rostering of stadium arrangements, security, catering, referees, buses, administrative and other items. Work with the Fundraising and Support Manager to secure in-kind/reduced rate Tournament support. Recruit and retain professional suppliers to fill professional roles supporting Tournament delivery. Verify WWC checks (training provided) and professional qualifications. Manage the professional roles roster and update the Tournament Management System (TMS). Negotiate and manage terms of supply, and the purchase of goods and services. Manage Tournament merchandise and kit items. Attend Committee meetings. Co-ordinate cross Committee work to enhance outcomes. Strong logistics experience: an effective Logistics Manager needs a solid foundation in logistics and event planning combined with strong commercial acumen to ensure the Tournament is being supplied and supported efficiently and effectively. Attention to detail: ability to effectively identify and respond to discrepancies in data and logistical planning with a considered and detailed manner. Focused on improvement: sets and works to achieve high standards of support and performance across all logistical suppliers. Established within the local community. Strong logistics or event management knowledge. Apply knowledge of logistics. Undertake project work. Manage operational plans. Manage people performance. Negotiate terms of supply. Manage terms of supply. Purchase goods and services. Manage suppliers. Shift materials safely using manual handling methods, and health and safety procedures. Copyright Midnight Basketball Australia, Page 6 of 10

7 MEDIA MANAGER Responsible for overseeing all activities related to raising awareness of Midnight Basketball in the local community and ensuring the brand is strictly aligned to the strategic objectives of the Program Model to maximise benefit for the youth participants. This is achieved through: Working with the Committee to identify support needed, and how local media and specific communication channels can be used to find support. Engaging and co-ordinating all local media (e.g. TV, radio, online and print) and other communication channels to ensure coverage locally is in line with Midnight Basketball Australia Media Guidelines and achieves Committee objectives. Highlighting the positive benefits of volunteering to grow the volunteer support base. Communicating other opportunities for the community to get involved and provide support. Increasing opportunities for the youth participants by changing community perceptions through communicating positive outcomes. Acting as the local spokesperson for Midnight Basketball locally. Develop a media plan to cover Tournament milestones. Recruit an experienced photographer. Manage media assets. Implement copyright arrangements. Co-ordinate cross Committee work to enhance outcomes. Media Management experience (essential): the ability to efficiently manage media engagement and communicate key messages across a range of media platforms. Solid media experience. Written approval and clearance from employer, and/or associated organisations if relevant, to be a public spokesperson for Midnight Basketball locally. Undertake media training with Midnight Basketball Australia. Work effectively in the media and related industries. Implement copyright arrangements. Copyright Midnight Basketball Australia, Page 7 of 10

8 VOLUNTEER MANAGER Responsible for engaging with the local community to recruit, retain and roster volunteers to support the Tournament through the development and implementation of a volunteer recruitment plan. This includes: Attracting a broad range of competent, positive influencing volunteers interested in supporting the Tournament and youth participants. Matching volunteer competency and interests to roles, and working with the Committee to identify gaps or areas of improvement (e.g., sourcing experienced Coaches). Rostering and managing volunteers through the automated rostering module. Overseeing the support, recognition and appreciation of volunteers to maximise retention. Creating a sustainable volunteer base. Recruitment and management of Tournament night volunteers. Verify volunteer WWC details (training provided) and foster a best-practice child protection environment. Develop and implement volunteer recognition strategies. Conduct work within a compliance framework. Work with the Media Manager to utilise local media and other communication channels to attract volunteers. Work with the Fundraising and Support Manager to attract volunteering groups. Attention to detail: the ability to effectively identify and respond to discrepancies in volunteer planning with a considered and detailed manner. Established within the local community. Good communication and people skills. Recruit, induct and support volunteers. Manage people performance. Develop and implement recognition strategies. Conduct work within a compliance framework. Copyright Midnight Basketball Australia, Page 8 of 10

9 WORKSHOP MANAGER Responsible for the co-ordination and development of the Workshop program for the Tournament to meet local objectives and the requirements of the Midnight Basketball Program Model including the life skills young people need to increase job readiness and the ability to transition to independent living and a happy, well lived life. This is achieved through: Engaging with Committee members to develop a Workshop program. Working closely with the Committee to identify suitable organisations and experienced Workshop Facilitators capable of delivering interesting and compelling workshops. Reviewing workshop content to ensure audience suitability. Liaise with Committee, in particular the Youth Manager, to identify workshop topics that are in line with Program objectives, support local need, engage youth participants and enhance job readiness. Ensure workshop order, structure and delivery methods optimise the opportunity for youth participants. Identify and secure high calibre community organisations/members to facilitate workshops in-kind. Manage the Workshop Facilitators schedule. Review content of Workshops to ensure suitable for youth participants and achieves stated objective. Establish and maintain a safe and healthy learning environment for the youth participants. Implement plans for developing co-operative behaviour amongst Workshop Facilitators and participants. Co-ordinate cross Committee work to enhance outcomes. Strong collaborative skills: an effective Workshop Manager needs to be able to engage in working relationships with a range of community sectors to ensure the Workshop program is delivered to youth participants through engaging subject matter experts. Furthermore, they must also be able to inspire individual contribution and participation among volunteer members of the Committee to utilise their collective expertise fully. Experience working with youth (preferred). Knowledge of and experience in workshop/training program design and delivery. Ability to build relationships and business networks. Plan and organise group-based learning. Use an approved learning framework to guide practice. Copyright Midnight Basketball Australia, Page 9 of 10

10 YOUTH MANAGER Responsible for engaging with Youth and Family Services sector, high schools, and other organisations, to identify youth who would benefit from participating in Midnight Basketball. Work closely with the Committee to: Develop and implement a youth recruitment plan to attract youth participants. Provide input into the Workshop program development. Manage youth participant data to ensure spatial analysis, and other graphically-based data analysis, is accurate, and supports and optimises decision-making and outcomes for the youth participants. Assist in the recruitment and selection of qualified and dedicated Youth Workers to attend Tournament nights and engage with youth participants. Engage Youth and Family Services sector professionals to recruit youth who would most benefit from participating in Midnight Basketball. Develop and expand relationships with Youth and Family Services sector professionals. Manage and promote diversity amongst youth participants. Collaborative leadership skills: an effective Youth Manager needs to be able to engage in a working relationship with Youth and Family Services sector professionals to ensure the youth participants are selectively targeted, and workshops designed to address local needs. Furthermore, they must also be able to inspire youth to join the program. Program or Project Management experience: the ability to contribute to the program across youth management and tournament administration and analysis is central to the role. Experience working with local youth (12 18 year olds). Established within the local community. Promote the importance of working within a compliance framework to protect youth participants and achieve Tournament objectives. Conduct work within a compliance framework. Support the recruitment, selection and induction of youth. Deal with conflict. Copyright Midnight Basketball Australia, Page 10 of 10