Work Profile Position Title: Golf Function and Administration Officer Position Number: 1256 Responsible To: Council Program: Golf Supervisor Active City Classification Level: Leisure Services Level 3 Overview of Program As a part of the Adelaide City Council, the Active City Program will provide opportunities for the community to be active, maintain their health and participate in recreation & community sports programs Key Relationships / Interactions Internal Leisure Facilities Manager Golf Supervisor Golf Professional North Adelaide Golf-Contract Chef and Contract Golf Coaches. Golf Pro Shop Staff Members Golf Finance Business Partner ACC Accounts Payable and Accounts Receivable Records Management Team Adelaide Aquatic Centre Administration / Management Team members External North Adelaide Golf Club Secretary (memberships) and members North Adelaide Golf Club Function and F&B Organiser Golf SA CEO and Staff Corporate Golf Event, Trade Day and Seminar Organisers and Clients Food and Beverage Suppliers Members of the General Public enquiring about golf memberships 12/02/2016 Page 1
Job Specification Primary Purpose As part of the Active City Program the Golf Function and Administration Officer will: Coordinate and undertake all pre-set up and on the day activities for Corporate Events and Functions that are held at the North Adelaide Golf Course; Upsell events and activities at North Adelaide Golf to meet or exceed budgeted target, and report on this progress to the Leisure Facilities Manager (on a weekly/monthly basis); Liaise with the Golf Supervisor to ensure adequate event planning and arrangements are in place for successful delivery and timing of activities at North Adelaide Golf; Undertake to ensure all invoicing for events, and activities at North Adelaide Golf are undertaken, accurate and timely to ensure revenue matching for costs incurred; Ensure that all financial transactions, reconciliations and stocktakes are processed accurately and in accordance with Financial Policy, Procedures and Schedules; Ensure that all new membership applications and renewals are processed correctly and in a timely manner; Ensure that all administrative activities and tasks records are maintained in accordance with Council Policies and Procedures; Ensure that appropriate profit margins are achieved for existing Corporate Golf Events and Corporate Functions and ensure that appropriate financial and administrative records are maintained; Assist the Golf Course Supervisor to develop and implement strategies to maintain and grow the Corporate Golf Event and Function market share; Assist with the compilation of the required statistical analysis data for the Golf Course Management Dashboard and communication to the team, and; Serve and assist on the front counter of the Pro Shop and Par 3 Café when required. Responsibilities The Golf Function and Administration Officer is responsible for: 12/02/2016 Page 2 Ensuring high quality professional customer service is provided to all customers enquiring about Corporate Events, Functions and Golf Membership options with all enquiries followed up in a timely manner. Ensure Golf Supervisor is briefed and all communication accurate in event planning, timing and delivery. Ensuring that all non-golf aspects of Corporate Golf Events and Functions are run effectively and efficiently in accordance with specific instructions given by the client and our Standard Operating Procedures (SOP) for Events and Functions. Conduct venue tours for new and existing clients, create and maintain records and
notes for every event using pre developed templates for checklists, emails and letters Ensuring that budgeted profit margins are achieved for all Corporate Golf Events and Seminars and that appropriate details and records are maintained for each Event Staying informed of the latest trends and developments in the Adelaide Corporate Event market to ensure that ACC is proactive and maintains/grows its market share of Corporate Events. Maintaining accurate membership records for both club and non-club members, ensuring renewal notices are processed accurately and in a timely manner. Expired memberships are followed up and actioned in a timely manner in accordance with Council policy and procedures. Undertaking timely reconciliations and follow up of all Direct Debit paying members in terms of the Golf Course membership terms and conditions and Council policy and procedures The ongoing updating of the Golf Standard Operating Procedures as they relate to Golf Financial activities, Golf Course memberships and Corporate Events and Functions. Establish and maintain productive working relationships with key external stakeholders such as Golf SA and the North Adelaide Golf Club. Financial activities such as but not limited to the requisition of goods and services, matching of invoices, approval for payment of invoices, liaising with internal and external customers to ensure prompt payment of accounts, periodic checks of cash floats, reconciliations, preparation of the daily banking function and stocktakes in accordance with financial and audit policies and procedures. Assisting the Golf Supervisor and Golf Professional with front of house presentation of food and beverage products and support if required. Update the Golf Supervisor and Golf Professional of any issues with the work performance of the Pro Shop casual staff members ensuring that all policies, procedures and standards are maintained at all times. Staff performance issues and concerns will be addressed by the Golf Supervisor. Assist the Golf team to develop and implement marketing opportunities to promote and grow the number of Corporate Golf Events and Functions that are held at the Golf Course and with growing golf course membership and multi-pass numbers. Reviewing and recommending content on the Golf Course website to ensure latest promotions and specials are featured in relation to Corporate Events, Functions and Golf memberships. Actively contribute towards the development of the Golf Course Business Planannually. Supporting the application of and demonstrably engaging in the ACC 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. 12/02/2016 Page 3
Attending WHS training and following instructions and advice provided. Complying with the requirements of the ACC 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. Selection Criteria (*) Candidates should ensure that their application clearly demonstrates their ability to meet the Criteria detailed below. Qualifications People Management Financial Skills and Acumen Technical Knowledge & Experience Formal qualification in Event Management and / or Business Administration discipline is held. Certified to the appropriate South Australian Government Standard in Food Handling and Preparation. Responsible Service of Alcohol accreditation Demonstrated ability to coordinate internal and external Event and Catering staff as and when required. Demonstrated experience in the coordination and management of trade and corporate events Demonstrated experience in a financial transaction processing and general office or sports club administrative position. Ability to accurately process all business financial transactions in a timely manner in accordance with Financial and Audit Policies and Procedures Demonstrated experience in Event Management. Demonstrate a sound understanding and experience in using Point of Sale systems, Financial Management systems and Records Management systems to ensure the accurate processing and recording of all financial transactions and business related records. Develop a thorough understanding of the general office and financial activities, policies and procedures as they relate to a medium sized business or sporting club facility. A demonstrated understanding of Accounts Payable, Accounts Receivable, Stocktaking and Records Management requirements, Policies and Procedures as they relate to the operation of a medium sized business or sporting club facility. Experience in coordinating the non-golf activities for corporate and trade day functions. Demonstrated experience in preparing and overseeing a variety of meals from the selection of raw food products through to service for up to 120 guests. Desirable 12/02/2016 Page 4
Project Management Innovation & Initiative Basic Understanding of the principles of project management in order to achieve the agreed outcomes and deliverables of the position. Demonstrated ability of using initiative in the workplace and embracing technology to find more efficient and productive ways to undertake work activities. Desirable Resource Management & Decision Making Professional Development Customer Commitment and Integrity Collaboration & Communication Administrative Skills Demonstrated ability to work with limited direct supervision. Ability to prioritise tasks and demonstrate flexibility in order to respond to changing work priorities and demands. Demonstrate a willingness to undertake relevant training and professional development. Prepared to attend and actively participate in all Team building and training sessions Ensure all mandatory qualifications / certifications required for the position are maintained and current. Demonstrated experience in delivering a high level of customer service in a service-orientated workplace. A commitment to internal and external customers demonstrated through the provision of timely, reliable and expert advice on matters within the area of responsibility. Demonstrated ability to act with integrity and adhere to internal policies and procedures. Sound working knowledge of the principles and practices of customer retail sales and service. Proven ability to build positive relationships and consult with internal and external stakeholders to achieve mutually beneficial outcomes. Highly developed interpersonal and communication (written and verbal) skills. Display sound knowledge of the processes involved in conflict resolution. Past experience in contributing towards, creating and editing staff communications and newsletters. Demonstrated experience in undertaking general office administrative tasks and activities. Proficient in the use of all Microsoft Office products, Point of Sale systems, Financial Management Systems, Records Management Systems, Website authoring tools and maintaining mobile business Apps. Government Experience (if external) Experience working in a government environment. Desirable 12/02/2016 Page 5
I make a difference Our Leadership Framework underpinned by our values, and based on the concept of collective leadership we are all leaders and we all can make a difference, captures the essence of what will guide us on our journey of future success; growing and developing ACC. Our Values - will guide us towards becoming a stronger, more effective organisation with a positive and mutually beneficial work environment for everyone. Achievement - Delivering Council s outcomes we celebrate our successes and recognise the achievements of our people we promptly deliver the services, policy and assets that realise the goals of Council we set clear achievement goals and give people what they need to deliver on them we continually give and accept performance feedback Collaboration - Working with others we work across divisions to achieve outcomes that require a team effort we make the effort to support, understand and value others we focus on sharing information with others to achieve shared goals we support our community Customer commitment - Understanding and meeting the needs of others we deliver on our promises we take ownership and follow through we listen to our customers and have empathy 12/02/2016 Page 6
we will provide exceptional service to all Integrity - Honesty, trust, respect and ethics we do what we say we will do we listen to and value the perspectives of others we display behaviours that reflect our organisational Values we respect each other Innovation - Finding a better way to deliver we look for options and ways to say yes instead of no we have the courage to put forward bold proposals if they will deliver the results we want we reward new ideas for delivering outcomes and people who take calculated risks we will always identify the solution, never just the problem Our Guiding Principles The following principles will guide how we plan, set policy, make decisions, manage risks and allocate resources to deliver lasting results for the City of Adelaide and its people. Our Focus we develop place-based and community-specific plans, which mesh with city-wide policies and strategies Our Service we listen to our community, understand its expectations and deliver services that respond to its needs Our Openness we value and facilitate community involvement in what we do, which includes making information about our policies, plans and decisions easy to access Our Approach we work with our community to build capability, entrepreneurship and innovation to achieve positive outcomes for the community and the city as a whole Our Stewardship we ensure all expenditure and the management of assets provides value for money and grows community wealth now and into the future Our Sustainability we ensure our actions do not compromise the ability of future generations to achieve appropriate economic, social and environmental outcomes for the city Our Purpose Is to be: One City One Team this means we will work together as one team with Council and the community to achieve our dream of making Adelaide a great city. We will achieve this by being an organisation that is a: Brilliant service provider who puts the customer first and gives each customer a great experience of Council s service Trusted partner who actively engages with others to combine expertise and resources and to produce the best possible outcome for each party and the city Professional administrator who provides great advice to Council and consistently delivers on the things that matter High-achieving team full of creative people who inspire and bring out the best in each other to deliver what is promised Best practice organisation which leverages our knowledge, systems, assets and resources to deliver current priorities, and innovates to create future wealth and capability 12/02/2016 Page 7
Special Conditions: Performance will be based upon the delivery of the agreed goals recorded in your Performance Review documentation. This role is defined as a shift worker rostered between the hours of 5.00am and 12.00am Monday to Sunday inclusive. An unencumbered Drivers Licence. A satisfactory Police Clearance. Physical Demands: While performing the duties of your job, you are required to regularly: Sit Stand Walk Drive Bend/Stoop Twist Squat/Crouch Push/Pull (10-15 kgs) Lift (10-15 kgs) Carry (10-15 kgs) Repetitive movements This Position Description is only descriptive of the type of duties to be undertaken by you during your employment and you accept the Corporation may require you to carry out any duties which are within your skills and competence. Manager/Team Leader Signature:... Date:.../.../... Manager/Team Leader Name:... Employee Signature:... Date:.../.../... Employee Name:... 12/02/2016 Page 8