POSITION DESCRIPTION

Transcription

1 POSITION DESCRIPTION Position Organisation Location Reports to Direct reports Professional Development Coordinator Institute of Public Administration Australia (NSW Division) Level 6, Bligh House, 4-6 Bligh Street, Sydney Director, Marketing and Business Development Nil OCCUPANT'S SIGNATURE: IMMEDIATE SUPERVISOR/ MANAGER S SIGNATURE: CHIEF EXECUTIVE OFFICERS S SIGNATURE:

2 PURPOSE OF THE POSITION The primary purpose of the Professional Development Coordinator position is to undertake the day-to-day administration and logistical management of the Public and Customised Agency Programs and to assist the Director, Marketing and Business Development in the planning and development of the annual IPAA NSW Professional Development Program. The Professional Development Coordinator works together with the Director, Marketing and Business Development to create and manage the budget for the Professional Development business unit. This position is one of the main points of contact for customers and assists in the promotion and marketing of not only the Professional Development Programs, but all the Institute s services. Together with the Director, Marketing and Business Development, the Professional Development Coordinator establishes and manages relationships with customers, facilitators and suppliers to provide a professional, appropriate and service driven program that supports the professional reputation of IPAA NSW and its staff. The Professional Development Coordinator supports the Director, Marketing and Business Development in the review of performance of all facilitators that make up the IPAA Faculty, to ensure the successful delivery of our Professional Development Program and build our reputation and recognition in the public sector. This position manages the relationship with the Faculty and assists in building the conceptual understanding of our digital framework, the Faculty culture, attitude and positive support for the Digital Hub. A key focus for this position is the development and implementation of the Digital strategies in the professional development business unit. An important element of this will be creating the transfer across to our Networking Hub, the development of appropriate material, tasks and activities on this portal for each of our programs for both pre and post participant engagement. This position assists in building a positive team culture and collective accountability across the organisation and reinforcing the attitude and belief among staff that the team must work together to achieve success. CAPABILITIES REQUIRED 1. Plan and prioritise 2. Project Management 3. Self-Management and accountability 4. Deliver results 5. Think and solve problems 6. Communicate effectively 7. Customer Service commitment 8. Influence and negotiate 9. Procurement and Contract Management 10. Relationship Management 11. Work collaboratively and team building

3 CAPABILITY DEFINITION 1. Plan and prioritise This position requires well developed skills in managing a high volume workload and the ability to deal with a range of competing demands and priorities. The Professional Development Coordinator is required to support and assist the Director, Marketing and Business Development in the planning of program management strategies and plans, providing input into their development and also project delivery, execution and task management within the plans. 2. Project Management This position requires strong skills in task management and project execution. The ability to apply project disciplines is required in order to define the key tasks, acquire resources, set deadlines, achieve results and coordinate the work of others to do the same to ensure projects are delivered on time and within budget. 3. Self-Management and accountability This position requires strong self-management skills in terms of workload and a strong sense of accountability in regards to completing tasks and projects on time and within budget. Strong organisational skills are required, together with the ability to take initiative and be proactive in the completion of tasks and in identifying issues across the association and possible solutions, and knowing when to alert the Director, Marketing and Business Development. Strong organisational skills, attention to detail and accuracy are critical to this role. 4. Deliver results This capability addresses the ability to be outcome focussed and deliver results. When completing tasks or projects key issues are identified and, the course of action to be taken is confirmed and effective management of time and resources is undertaken to ensure that the key results are delivered. This may require the support of other staff and the ability to engage team members for support and work together to deliver expected outcomes. 5. Think and solve problems This capability addresses the ability to think, analyse and consider the broader business context when considering options to resolve issues. It includes the cognitive ability to think outside of the square and explore non typical options and be able to think about issues from a range of viewpoints.

4 6. Communicate effectively Effective communication skills are essential for this position. This capability addresses the ability to write and speak in a logical and clear fashion and to manage personal feelings and emotions in the workplace. The ability to understand the audience of corporate communications is required, together with the ability to reframe communications to enhance understanding and build rapport and to recognise the delicate balance between over communicating and detachment. 7. Customer Service Commitment All positions within the Association require a strong commitment to service delivery, meeting and exceeding customer expectations and the ability to understand a situation from the customer s point of view. The need to balance the needs of the customer and the needs of the association are at the heart of this capability. This position is responsible for the ongoing integrity and equity of service delivery to all customers and the ability to recognise the particular needs of individual customers is required. Creativity and strong problem solving skills are also required to identify solutions to customer concerns and business needs. 8. Influence and negotiate This capability deals with the ability to negotiate effectively and to understand what is important to the other party, what is critical for the organisations needs and outcomes; and what would be important to give ground on and what is vital to hold. An understanding of the basic skills of negotiation and the subtle skills of influence is required, together with an understanding of conflict resolution. This will be particularly important when dealing with sales and service negotiations with clients and facilitators. 9. Procurement and Contract Management This position may be called upon to negotiate, tender or review the contracts for facilitators, venues, and service providers. In order to undertake this activity, a basic understanding of the issues, concerns and appropriate behaviours in undertaking this role is required. Conceptual and business skills are required to identify key outcomes and to identify and review any contractual limitations or concerns that need to be clarified prior to engaging in any contractual relationships. Contract management skills are also required to carry out appropriate monitoring and evaluation processes to successfully evaluate the facilitator s performance and the achievement of the learning outcomes for all programs.

5 10. Work collaboratively and team building All positions within the Association assist with building a collaborative work environment. This capability deals primarily with the recognition that collectively the team can achieve so much more by uniting and using complimentary skills to provide a powerful response to challenges, issues, problems and opportunities. This includes the ability to compromise and work in a collaborative manner to ensure a sense of unity is built within the team. 11. Relationship Management Relationship management skills focus on the power of influence in relations with others. All relationships have positive or negative influence. These skills focus on building positive relationships through managing reactions in all circumstances. The six core competencies within this capability are: 1. Inspire: Building better relationships by serving as an inspiration. Some people need motivation or a driving force to push them to do things. If you motivate other people, you can empathize with them and make them see reality in a bigger picture. 2. Influence: Getting people to listen and follow your moves by being influential in actions and speech. Once you have become influential, people easily believe and trust your abilities. You get the support of your team without much hassle. 3. Develop: The third core competency of relationship-management encourages us to develop others in ways such as recognizing their accomplishments, giving feedback, coaching, and the like. 4. Initiate Change: Being vigilantly aware of what is going on in our surroundings and the changes that we invoke help form better bonds especially when you show to them that any positive change or changes for the better start with you. 5. Manage Conflict: Conflict management requires good listening and self-control. Part of building good relationships is learning how to handle difficult and challenging situations with tact. Attempt to find a solution and encourage open communication instead of dwelling on the problem. 6. Establish Teamwork and Collaboration: Promoting teamwork and cooperation allows for active participation from the members and create a sense of commitment. Moreover, it keeps relationships long-lasting and strong.

6 KEY OUTCOMES AND ACCOUNTABILITIES The Professional Development Coordinator position has 11 key outcomes and accountabilities: 1. Establish and maintain strong relationships with customers, course participants, facilitators and service providers, such as caterers, venues and IT support to ensure the successful delivery of the Professional Development Program. 2. Schedule all public programs with contracted venues annually and arrange the necessary catering and equipment requirements, together with facilitator contract management and expense/revenue monitoring to ensure the achievement of set budget targets. 3. Manages the distribution of confirmation s, invoices, reminders and learning materials to participants, customers and facilitators. 4. Assist the Director, Marketing and Business Development in the development and management of the Professional Development business unit budget and monitor financial viability of all courses accordingly throughout the financial year. 5. Make pricing recommendations for Customised Agency Programs and non-standard proposals based on course budgets and agreed financial targets, in consultation with the Director, Marketing and Business Development; and write customised agency and tender proposals, including fee quotations. 6. Liaise with customers to identify opportunities for sales; conduct scoping discussions to determine their needs and if customisation is required, match appropriate facilitators to undertake the work, together with developing appropriate proposals to respond to these requests. 7. Maintain accurate records of registrations and invoicing for Public and Customised Agency Programs and undertake regular records management for the Professional Development business unit. 8. Coordinate and undertake the evaluation of Public and Customised Agency Programs, monitor the quality standards of courses and provide feedback to the Director, Marketing and Business Development on quality assurance issues and potential improvements to service delivery and content in a timely manner. 9. Undertake data entry, data extraction and basic analysis of evaluation feedback to assist the Director, Marketing and Business Development in preparing reports for the CEO and Council; and in the early planning, forecasting and identification of future needs and interests of current and potential customers and new services and methods of service delivery. 10. Assist the Director, Marketing and Business Development in identifying opportunities for public and customised agency programs and tenders, by researching, developing and maintaining appropriate contacts. 11. Provide administration and development of IPAA NSW s e-learning platform and contribute to the development and implementation of online course materials and e-learning.