1 x Events and i-site Senior Officer, 3 x Events and i-site Officers. Finance and Corporate Services Group Manager. Corporate Services Manager

Transcription

1 POSITION DESCRIPTION Job Title: Responsible To: Responsible For: Position Purpose: I-SITE Manager 1 x Events and i-site Senior Officer, 3 x Events and i-site Officers This job exists to: Develop and manage promotion plans and event strategies for business services operations to attract visitors, residents and business to the Eastern Bay of Plenty. Facilitate and promote events that meet community needs, deliver economic impact, or contribute to the district brand. Responsible for ensuring the management of the Ōpōtiki i-site is completed to a high standard, achieves all identified objectives and implements improvement opportunities. Date: September 2018 ORGANISATION CONTEXT Finance and Corporate Services Group Manager i-site Manager isite and Events Senior Officer isite and Events Officers IMPORTANT FUNCTIONAL RELATIONSHIPS External Residents and ratepayers Government agencies Tourism Service operators Event Organisers, Promoters and Sponsors Local, regional and national businesses Local government colleagues Internal All staff Elected Members 1 P age

2 KEY RESULT AREAS The position of i-site Manager encompasses the following functions or Key Result Areas: Jobholder is accountable for Jobholder is successful when i-site Operation Ensuring the services are high quality and efficient Contributing to the i-site as a lively technology supported destination Commercial relationships are grown A strong sales culture Staff culture is positive and enthusiastic Supporting local Tourism & Business Operators Managing bookings and monitoring of Council facilities/pavilions Meeting all audit requirements, for example Qualmark Audit Council is represented at tourism industry forums. I-Site office is open with sufficient staff resourcing Enquiries are answered efficiently and accurately Website is up to date and developed to promote the i-site, events, tourism, businesses, the local community and Eastern Bay of Plenty Bookings made efficiently and accurately, and in accordance with booking conditions and legal requirements Brochures displayed in an ordered and professional manner and in compliance with VIN Standards Visitor statistics are updated daily, and provision of a quarterly report for the Formation and promotion of tourism and/or business cluster groups and maintenance of an accurate and up to date database of operators/businesses Ōpōtiki District is represented and promoted at a regional and national level. Events and District Promotion Facilitate, attract and promote events that deliver positive economic outcomes, attract visitors and media coverage Oversee the delivery of Council Events. The Events Strategy includes a range of events, from community to corporate events The visitor/event industry in Opotiki continues to grow and flourish Websites, publications and event signage is relevant and current Positive media reports on all major events Events across the Eastern bay of Plenty are successfully coordinated Event database is current Positive feedback from organisers, attendees and members of the community. Relationships/Communication Ensuring the relationship between the Council and its key external stakeholders is positive and constructive Representing Council at appropriate events, meetings and conferences Building effective relationships with the other staff across Council. Customers are satisfied and feedback is complimentary Relationships with key decision-makers and opinion leaders in the community is positive and constructive Communications material is well managed, accessible and filed appropriately. 2 P age

3 Managing People Performance management, training and development for the team. The management of leave balances for the team. Regular team meetings and representation at Group, Staff or other corporate meetings Budget Management Preparing budgets Programming and implement activities within budget and meeting all internal financial controls required Reporting as required, detailing financial performance and progress on meeting agreed statements of service performance. Reviewing programmes and activities to ensure constant improvements in service performance. Personal Development and Accreditation Developing and maintaining professional knowledge and contacts. Ensuring necessary courses attended, including relevant training in Tourism (Visitor Information) or industry accepted equivalent and operating standards maintained, to ensure Visitor Information Network annual accreditation. All officers have commenced VIN training within first 12 months Local and regional familiarisations are attended Information Centre Office Procedures Manual current and easily accessed KPI s and performance management plans are in place and poor performance is managed Team are trained and are mentored and coached to perform to high standards Annual leave balances do not exceed six weeks without approval of the Chief Executive I-Site team has a connection and presence within wider Council team. Programmes and activities completed within budget and to agreed standards Agreed timeframes and reporting requirements met Variances justified Service improvements identified and implemented. Register of development is maintained. Attendance at venues when issues relevant to Local Government, the I-SITE Network, and the Council. I-SITE accreditation is maintained. Formal relevant training completed and knowledge maintained to competently perform in the role. 3 P age

4 Health & Safety Providing leadership and encouraging commitment in all work areas to health, safety and well-being Contribution to Council s policy, practice and systems to ensure compliance with the legislation, regulations, approved codes of practice, information, guidance and advice A team health and safety culture which is proactive and constructive. Reporting of events, investigation of events and monitoring of work areas, including contractors and volunteers takes place according to Council s polices and practice There is a culture of continuous improvement Internal and external auditing outcomes are positive and complimentary. Civil Defence Undertake necessary training to ensure Preparedness for Emergency Management. Support is provided during an emergency. Other duties expected of position holder: Undertake any other duties and functions as may be requested of you by your Manager. Note: The above performance standards are provided as a guide only. The precise performance measures for this position will need further discussion between the jobholder and manager as part of the performance management process. PERSON SPECIFICATION National Certificate of Tourism, or related qualification approved by Visitor Information Network High level of commitment and understanding of customer service Advanced knowledge of word-processing and database management Advanced knowledge of Event management Advanced level of local area and intimate community knowledge of the Opotiki District and Eastern Bay of Plenty Knowledge of VIN and tourism strategies Knowledge of New Zealand and other cultures, achieved through domestic and international travel Available to work weekends and public holidays if required Key Job Competencies High standard of communication, interpersonal and oral skills Strong relationship management skills and experience Awareness of language barriers Empathy for cultural differences that may make communication difficult, and ability to overcome these when conveying information Supervisory and management skills, ensuring effortless transition when casual or part-time staff employed Enthusiasm and demonstrated ability to provide event management support 4 Page

5 Research and information gathering abilities Represents Council at visitor industry forums and promotes Opotiki Manager Date Position Holder Date 5 P age