Conference and Administration Officer

Transcription

1 Conference and Administration Officer 1. Background The Conference brings together nurses from across around Australia and provides an opportunity for these professionals to meet with colleagues and peers to present on, disseminate and discuss best practice and current research, network and undertake professional development. 2. Position objective The purpose of the Conference and Administration Officer position is to support the delivery of ACORN s biennial Conference, which is held over four days and includes an exhibition, social program, board meeting and Annual General Meeting. In 2018, ACORN will host the ASIORNA Conference, which is to be held simultaneously as part of the ACORN Conference. This position will also assist the Finance and Administration Officer where required in the daily administration of the ACORN office. 3. Working relationships The Conference and Administration Officer supports the Conference Committee, whose primary function is to plan, guide and ensure successful deliver of the biennial Conference. The Conference Committee consists of current Board members. For more information on composition, scope and role of the Committee, refer to the Terms of Reference (TOR), Conference Committee. The Conference and Administration Officer will work under the direction and support of the Conference Convenor, Executive Officer and Finance and Administration Manager. 4. The conference Conference management is broken down into six components called portfolios. These are: 1. Administration 2. Venue 3. Programs 4. Exhibition 5. Finance 6. Marketing

2 5. Responsibilities and performance indicators The key performance indicators the company will use to assess the performance of the Conference and Administration Officer are described below: Capability Areas of responsibility Performance Indicators 1. Administration Refer to, follow and ensure that all tasks on the task tracker are completed on time. Book hotels, apartments for delegates as required. Liaise with hotels and accommodation to send regular reports and rooming lists. Process registrations. Coordinate moderator packs, LA Presidents information package, Non-board members package, certificates, badges, trophies, academic gowns, signage and other requirements. Keep detailed notes on individual correspondence. 1.1 Monitor all tasks as detailed on the task tracker to ensure that the conference is managed effectively. Report to the Executive Officer any delays. 1.2 Deliver all administration requirements cost effectively, professionally, in a timely fashion and of a very high standard. 1.3 Demonstrate timely and delegates, stakeholders and suppliers to ensure all individual requirements are met. 1.4 Score very high or above for customer service on program delegate and College personnel surveys. Organise and coordinate quotes for insurance and other items as required Assist with the Conference final report; and Take and type minutes at all Conference meetings 2. Venue Liaise with venue on all requirements including but not limited to catering, staging and 2.1 Deliver all venue requirements in a timely manner, cost effectively, professionally and of a very high 2

3 Capability Areas of responsibility Performance Indicators exhibition, AV requirements, theming and Wi-Fi access. Coordinate the operation of a fully functional registration desk onsite during the Conference. Coordinate with the Convention Centre for the next ACORN Conference. 3. Programs Coordinate delegate services including but not limited to satchels, inserts, pocket program, nametags, lanyards, note pads and pen, registration desks, attendance certificates, barista station, tours, evaluations, airport transfers. Coordinate and support speaker requirements. Abstract and bio management. standard. 2.2 Demonstrate timely and venue personnel and suppliers to ensure all individual requirements are met. 2.3 Score very high or above for customer service on venue personnel surveys. 3.1 Deliver all program requirements in a timely manner, cost effectively, professionally and of a very high standard. 3.2 Demonstrate timely and program stakeholders to ensure all individual requirements are met. 3.3 Score very high or above for customer service on program stakeholder surveys. Coordinate specific areas of the program including newcomers session, group photographs, and social program requirements. Coordinate the Excellence in Perioperative Nursing awards. Coordinate the Judith Cornell Oration. Co-ordinate ASIORNA requirements including translators, travel insurance and visa assistance. 4. Exhibition Assist the Executive Officer with procurement of sponsorship and 4.1 Demonstrate timely and exhibitors to ensure all individual 3

4 Capability Areas of responsibility Performance Indicators exhibitors. Coordinate mailing lists, floor plan, sponsor and exhibitor requirements including but not limited to signage, utilities, furniture, delivery and dispatch of supplies, exhibitor surveys and master classes. 5. Finance Assist the Finance and Administration Manager as required which may include payments, deposits, credit cards and reconciliation of income received; Ongoing communication via phone, , mail or fax with delegates regarding changes or amendments. All changes in registrations or accommodation requirements booked through the ACORN Conference need to be forwarded to the Finance and Administration at the time of the changes. 6. Marketing Assist the Executive Officer as required with design and printing and delivery of conference collateral. requirements are met. 4.2 Score very high or above for customer service on exhibitor surveys. 5.1 Complete all work assigned in a timely manner with accuracy. 5.2 Communicate effectively with the Finance and Administration Manager. 6.1 Deliver collateral that is costeffective, professional and of a very high standard. 6. Skills and Experience Essential 1. Management of international or national conferences, or management of state based conferences. 2. Formal qualifications in event management 4

5 3. Highly developed computer skills across Microsoft or Apple software (word, excel, ppt), and conference management software. 4. Highly developed administration, organisational skills and highly effective time management. 5. Demonstrated ability to follow timelines, take initiative, work autonomously and collaboratively - exercising sensitivity, discretion, confidentiality and sound judgment. 6. Experience working in a member-based organisation and with committees and volunteers 7. Schedule 1. Commencement date: January Location: TBD, as reasonably required by the Employer in consultation with the employee 3. Remuneration Package: (a) Total Remuneration (hourly rate) $28.00 (b) Total Remuneration (p.a) $ 38, (Based on 24 hours per week) $47, (Based on 30 Hours per week) (c) Base Salary (p.a.) $ 34, (Based on 24 hours per week) (d) $43, (Based on 30 hours per week) Superannuation (9.5% OTE p.a) $3, (Based on 24 hours per week) 4. Salary Sacrifice Arrangements $4, (Based on 30 hours per week) Salary sacrificing arrangements are available to ACORN employees by contacting the Finance and Administration Manager. Please refer to the ACORN Salary Sacrificing policy. 5. Other allowances: (a) (b) Telephone allowance: To be negotiated Electricity allowance: To be negotiated 8. To apply 1. Read this position description. 2. Provide details of your qualifications and experience as it applies to the six headings listed under Essential in the Skills and experience section of this position description document. If you do not do this, your application will not be considered. 5

6 3. Apply through SEEK using this link 4. Refer to our website for more information about our College and Conference. Applications close: 5:00 pm Wednesday 7 December 2016 Interviews: To be held Monday 12th and Tuesday 13 December 2016 Start date: Monday 9 January 2017 or by negotiation. Kindest regards, Wendy Rowland Executive Officer Australian College of Perioperative Nurses wendy.rowland@acorn.org.au 6