EVENT FACILITATOR POSITION DESCRIPTION

Transcription

1 EVENT FACILITATOR POSITION DESCRIPTION Position Title: Responsible To: Council Program: Event Facilitator Senior Facilitator, City Events Customer Classification Level: Salaried, Level 5 Overview of Program The Customer Program exists to enable brilliant customer experiences. The Program will engage our customers and our community and use their feedback to help us deliver brilliant service, be easy to do business with and co-create safer places for everyone to enjoy. As the custodian of the experiences our customers have with the organisation, we will put the customer at the heart of everything and operationalise the customer experience on behalf of our colleagues in other Programs. The Customer Program will provide the first-line of support for all customers, ensure the effective and efficient delivery of Council s statutory obligations and facilitate and deliver events across the City to further enhance the reputation of the City as a creative, vibrant and eclectic cultural destination. Key Relationships / Interactions Internal External Staff members across the Customer Program City of Adelaide (CoA) staff members across all Portfolios and Programs Emergency Services including SAPOL, MFS, Health / Ambulance Service. South Australian Tourism Commission Department Premier and Cabinet Events SA Arts SA Cultural Institutions Renew Adelaide Precinct Associations Adelaide Central Market Rundle Mall Management Authority Event organisers Salaried - Event Facilitator May PD - TBA FINAL Page 1

2 Traffic Management companies Sporting organisations General public Stadium Management Authority Renewal SA Consumer Business Services Council s Lease/Licence Holders Salaried - Event Facilitator May PD - TBA FINAL Page 2

3 Primary Purpose Responsibilities As part of the Customer Program the City Events Facilitator will; Assist with the implementation and review of the Adelaide Park Lands Event Management Plan (APLEMP) and the APLEMP Action Plan for the City Park Lands and Squares. Assist with the development of a strategic framework, engagement strategy and action plan for events held on roads and surrounding areas in consultation with the Team Leader, City Events. Develop and maintain relationships and provide advice and direction to customers and stakeholders to identify opportunities to establish new events in the City s Park Lands and roads. Facilitate events and associated activities for hirers and users of Council Park Lands, roads and facilities. Provide professional and best practice advice to potential and existing users of the Park Lands and roads, ensuring potential risks are mitigated and public safety is maintained. Planning, coordinating and implementing an annual event calendar for the City Park Lands, Squares and roads in consultation with the Team Leader, City Events. Provide event and temporary Event road closure advice and support to all areas of Council and Council s customers, ensuring events, road closures and associated activities are successfully coordinated in line with relevant legislation and City of Adelaide policies and regulations. The City Events Facilitator is responsible for; Efficient administration of Park Lands event bookings and temporary Event road closures for events including the compilation of data on a computerised booking system, preparation of Council reports, event approvals, temporary traffic management plans, licences and the preparation of quotations and invoices in accordance with Council s fees and charges. Providing reports for Chief Executive Officer approval in relation to temporary road closures, ensuring associated legislation has been adhered to and coordinate associated public notices. Undertaking site inspections prior to, during and post event to ensure the events are complying with the event licence conditions and all other management plans and requirements. Monitoring the event and management of the public realm (Including Park Lands, Roads and surrounding areas to the site) throughout the licenced period., ensuring risks are mitigated and managed in accordance with the risk management plans and the City of Adelaide s emergency response procedures. Attending (or arranging for a nominee to attend) temporary road closures that are of a complex nature, to ensure compliance with the associated traffic management plan, address any issues that may arise and as a consequence improve the level of experience and understanding and effect of complex closures. Liaising with customers to ascertain full details of their event including road closure requirements and provide customers and clients with detailed event knowledge that will Salaried - Event Facilitator May PD - TBA FINAL Page 3

4 ensure the compliance and support the success of the event. Ensuring all relevant documents are completed and returned by the customer as required. Liaising (as directed) with relevant Council staff and suppliers to ensure all events and temporary road closures are coordinated in a streamlined, customer focussed manner and complying with relevant legislation and City of Adelaide policies and regulations. The preparation of post event reports including all road events and associated activities Coordinating event budgets including purchasing and ordering of goods and services in line with Council s purchasing policy and procedures. Workplace Health and Safety & Additional Responsibilities All employees are also responsible for; Complying with the Local Government Code of Conduct for Council Employees at all times. Supporting the application of and demonstrably engaging in the CoA s Equal Employment Opportunity, cultural diversity and ethical practice policies. Taking reasonable care to ensure their own safety and not placing others at risk by any act or omission. Attending WHS training and following instructions and advice provided. Complying with the requirements of the CoA WHS management system. Using and caring for equipment, including personal protective equipment, as instructed. Not intentionally or recklessly interfering with or misusing workplace equipment and supplies in a manner that could adversely affect health, safety or welfare in the workplace. Salaried - Event Facilitator May PD - TBA FINAL Page 4

5 Selection Criteria Candidates should ensure that their application clearly demonstrates their ability to meet the Criteria detailed below. Qualifications People Management Financial Skills & Acumen A tertiary qualification in event management, tourism, public relations, marketing or related field and/or commensurate demonstrated experience in lieu of formal qualifications. Possess a Statement of Attainment regarding Work Zone Traffic Management training. Demonstrated ability to communicate with and assist people in order to manage work and resources across a range of projects and in a manner that supports professional development. Demonstrated ability to understand broad commercial realities and to quickly absorb and understand relevant information from reports as required. Technical Knowledge & Experience Significant understanding of the procedures, processes, policies and legislation required to manage and facilitate a diverse range of events. Demonstrated knowledge and experience and a clear, proven understanding of the South Australian Road Traffic Act and the Australian Road Rules and the as they relate to temporary road closures used to facilitate events. Demonstrate knowledge and experience in the use and administration of traffic control measures/devices used to give effect to temporary road closure and/or activities on roads. Demonstrated understanding of the South Australian Local Government Act as it relates to temporary road closures. Proven experience and understanding of traffic flows and patterns in the City of Adelaide and an understanding of how proposed road closures could affect traffic movement. Project Management Innovation & Initiative Resource Management & Decision Making Understanding of a project life cycle, and ability to assist with strategies relating to projects and programs and ability to promote cross functional collaboration. Ability to apply analytical and creative skills in order to effectively develop and implement event functions across the organisation. Ability to be adaptable and flexible and have a commitment to continuous improvement, and have the ability to review procedures and systems and to recommend changes where appropriate. Ability to effectively utilise allocated resources which includes planning, delegating and prioritising. Ability to prioritise and be flexible when responding to changing priorities and demands. Salaried - Event Facilitator May PD - TBA FINAL Page 5

6 Professional Development Customer Commitment & Integrity Collaboration & Communication Administrative Skills A commitment to ongoing professional development and continuous learning. A commitment to internal and external customers demonstrated through the provision of timely, reliable and expert advice on matters within area of responsibility. Experience in delivering a high standard of customer services to prominent community and business leaders, international and cultural groups, VIPs, committees and boards. Ability to build positive relationships and consult, negotiate and communicate with all levels of management and staff, government agencies, stakeholders, event service providers and the community, both verbally and in writing. Significant ability to work as part of a team with group processes and to effectively operate independently when necessary. Good organisational and time management skills and the ability to prioritise, set deadlines, solve complex problems and make effective recommendations and decisions. An awareness of Workplace Health & Safety issues, standards and actions in the work place. Government Experience Experience working in a government environment. Desirable Salaried - Event Facilitator May PD - TBA FINAL Page 6

7 Our Values Our values will guide us towards becoming a stronger, more effective organisation with a positive and mutually beneficial work environment for everyone. Salaried - Event Facilitator May PD - TBA FINAL Page 7

8 Special Conditions Performance will be based upon the delivery of the agreed goals recorded in your Performance Review documentation. Some out of hours work may be required in order to meet the requirement of the role. An unencumbered Drivers Licence may be required. A satisfactory Police Clearance may be required. A satisfactory Medical Clearance may be required. Where applicable, I have reviewed and understand the delegations associated with this position. Physical Demands Role Work Area Physical Demand Rating City Event Facilitator Customer Very Light Work The below table summarises the physical demands of this role. Physical Demand O F C Description FCA Notes Sitting Ergonomic adjustable chair Standing Walking Accessing folders, p/copier, talking to others Meeting with others, moving between rooms Climbing Option to take the stairs Bending Reaching down to low shelves, p/copier Squatting Reaching down to low shelves, p/copier Gripping Mouse, stationery, phone Forward Reach Lift Typing, using the mouse, phone usage Light items, folders, paper and documents Carry Short distances within the building /office Critical Range of Motion: Shoulder to 90 flexion. Lift Capacity: Up to 2kg (ream of paper). Push / Pull Force: N/A Environmental Factors: Indoor. Carpet in most offices. Lift access in most buildings. Task Rotation: Tasks are varied by the worker. Pause exercises, stretches and standing up are self-directed by the worker. Workers can alternate sides with the computer mouse. PPE: Office attire and appropriate footwear. O = Occasional (1 33%), F = Frequent (34 66%), C = Constant (67 100%). *This is a general statement regarding the physical requirements of the role. The inherent physical requirements are underpinned by Job Dictionaries, which can be accessed by contacting the MySafety Team (OSCAR). Salaried - Event Facilitator May PD - TBA FINAL Page 8

9 Agreement This Position Description is only descriptive of the type of duties to be undertaken by your during your employment and you accept the Corporation may require you to carry out any duties which are within your skills and competence. ** Electronic Offer** By accepting your letter of offer electronically you are agreeing to the work profile / job description attached to your offer. Manager / Senior Coordinator Signature Date / / Manager / Senior Coordinator Name Employee Signature Date / / Employee Name Salaried - Event Facilitator May PD - TBA FINAL Page 9