ROLE DESCRIPTION Title: Group Assistant, Event Development - Arts, Lifestyle & Entertainment Division: Event Development Location: Sydney, Australia Grade Equivalent: Clerk Grade 3/4 Kind of Employment: Full Time, up to 12 months ANZSCO Code: Date of Approval: March 2017 Agency Website: http://www.destinationnsw.com.au 1. OVERVIEW Destination NSW is a Public Service Executive agency with responsibility for devising and implementing strategies to grow the visitor economy. Our particular focus is on driving tourism and acquiring and developing major sporting and cultural events for Sydney and Regional NSW. In addition, Destination NSW is the major investor in Business Events Sydney with the aim to secure more international conventions, incentive travel reward programs, corporate events and exhibitions for Sydney and Regional NSW. Destination NSW is headquartered in Sydney, with offices and representatives in Singapore, Hong Kong, Shanghai, Beijing, Chengdu, Guangzhou, London, Germany, Los Angeles, Auckland, Tokyo, Mumbai and Seoul. See http://www.destinationnsw.com.au for further details. VISION To make Sydney and NSW one of the world s most successful tourism and events destinations. MISSION To double overnight visitor expenditure by 2020 and maximise the benefits of the visitor economy for NSW. CORPORATE GOALS Position Sydney and New South Wales as Australia s premier tourism and major events destinations. Attract and secure high value Major Events. Maximise yield and dispersal from the Visitor Economy. Build a sustainable Events Calendar for NSW. Create and sustain a high performance organisation. STRATEGIC OBJECTIVES 1. Achieve visitor economy 2020 targets and implement the Visitor Economy Action Plan. 2. Position Sydney & NSW as Australia s premier tourism and events destination. 3. Develop the strongest and most compelling events calendar in Australia. 4. Ensure strong industry, stakeholder and customer engagement. 5. Deliver value in our partnership/co-op programs. 6. Attract and retain the best staff and build staff capacity and capabilities. Group Assistant, Event Development Arts, Lifestyle & Entertainment Page 1 of 8
2. PRIMARY PURPOSE OF ROLE Provide a wide range of high-level project and administrative support to the Director, Event Development Arts, Lifestyle & Entertainment and the Event Development Team to facilitate the delivery of business operations; coordinate and implement administrative processes to ensure the efficient operation of the Event Development Team. 3. KEY ACCOUNTABILITIES KEY RESULT AREA % RESPONSIBILITY ROLE SPECIFIC KPI s Support for the Director, Event Development Arts, Lifestyle & Entertainment and Event Development Team 60% Undertake confidential administrative duties and provide secretarial support to the Director, Event Development Arts, Lifestyle & Entertainment including complex diary management. Coordinate the preparation and prioritisation of correspondence, briefings, reports, presentations and documents to ensure high quality is achieved within set timeframes. Provide a single point of contact between the Director, Event Development Arts, Lifestyle & Entertainment and those requiring attention, exercising sound judgement about the relative importance of each request. Prioritise incoming requests, by answering and filtering telephone calls in a professional and responsive manner, managing incoming and outgoing correspondence including mail and emails, taking appropriate steps to refer matters to other senior team members as/when required. Provide a high degree of availability to ensure CEO requests and other urgent requests are serviced promptly to ensure Director, Event Development Arts, Lifestyle & Entertainment is available to respond (including locating and pulling Director from meetings and calls where necessary). Preparation of high level PowerPoint presentations and documentation. Coordination of the Team s travel requests, approvals and arrangements, including relevant support documentation for financial reconciliation protocols. Prompt organisation of meetings, conferences, business calls, including sourcing and collecting material to ensure the required information is on hand in an easily accessible format. Provide general office management support, including meeting set up and clear away, preparation of agendas and meeting minutes, ordering catering, management of contact database, monitoring and ordering kitchen and stationery supplies, as required. Provide customer service and reception duties as required, to act as a first point of contact for the business unit to ensure issues are resolved or escalated appropriately. Provide EA support to the Director, Event Development Arts, Lifestyle & Entertainment. as required. Provide EA support to the Chief Executive Officer as required. Undertake other ad hoc activities as required by Director, Event Development Arts, Lifestyle & Entertainment. 100% completion rate on all process elements as outlined in the Event Development Management Pipeline. Documentation is prepared accurately and delivered by the due date. 100% execution of Destination NSW Code of Conduct. Group Assistant, Event Development Arts, Lifestyle & Entertainment Page 2 of 8
KEY RESULT AREA % RESPONSIBILITY ROLE SPECIFIC KPI s Event Support 20% Working closely with Event Development Managers and Event Development Coordinators, provide administrative support and general project assistance as required across their event portfolios including contract management, producing and monitoring contract deliverables documents, coordinating, attending and minuting key meetings with event stakeholders, and records management support. Provide support to event partners in the development and delivery of events as required. Event management support, including assistance with the Destination NSW corporate function centre ensuring the provision of immaculate, professional service and support at all times. Coordinate venue bookings, audio-visual and catering orders for meetings and functions as required. Provide assistance with event activities and attend events in an official capacity to represent Destination NSW as required, including attendance in an official capacity at the quarterly Destination NSW Concierge Briefings, as required. Occasional out of hours and weekend work to support event activities, including public holidays if required. Business Operations 10% Assist in the development, refinement and improvement of business processes and internal systems. Recommend, implement and maintain effective administrative systems and procedures to improve the efficiency and effectiveness of administrative processes and practices for the Team. Collate and reconcile corporate credit cards (in accordance with relevant policies and systems), cab charge, mobile phone and other accounts as required. Provide input to Event Development Team Board reports, as required. Ensure tasks undertaken adhere to all policies and procedures, including WHS requirements. Update and ensure the CRM system accurately reflects internal and external customers with whom the position engages. Undertake regular filing and records management in accordance with standards and guidelines, by creating, storing, retrieving and tracking files to ensure accuracy and security of information Distribute key event schedules, including Contract Deliverables Schedules, to key business units within the Agency as contracts and agreements are executed, as required. Review existing data in the Sydney & NSW Events Calendar to ensure data is correct and provide updated information for the Sydney & NSW Events Calendar to the Business Operations team on a weekly basis. Manage the declaration and registration of gifts and merchandise received by the team via Destination NSW corporate policy. Assist with the raising and processing of invoices and purchase orders, as required, processing and reconciliation of monthly invoicing for the team, including seeking approvals for invoice expenditure and processing required documentation as required. Event support deliverables are administered and delivered in line with the Event Development Team Management Pipeline procedure Attend (all) and proactively contribute to Event Development workshops. Attend (all) and proactively contribute to weekly Event Development Team WIP s. 100% completion rate across all areas of the Event Development management pipeline. 100% completion rate of internal and external data accurately reflected in the CRM. 100% completion rate of file migration into the records management system Sydney & NSW Events Calendar is accurate Group Assistant, Event Development Arts, Lifestyle & Entertainment Page 3 of 8
KEY RESULT AREA % RESPONSIBILITY ROLE SPECIFIC KPI s Team Work and Collaboration 10% Provide support to the Event Development Team to establish and maintain a culture of teamwork, achievement, accountability and outcome focus. Foster a collaborative team spirit focused on service delivery to both internal and external stakeholders. Proactively keep up to date with issues that may impact Destination NSW s corporate goals and strategic objectives. Actively participate as a team member across Destination NSW, contributing to and undertaking special projects and activities, as required. Undertake other duties as directed by the Director, Event Development - Arts, Lifestyle & Entertainment or Chief Executive Officer. Proactively contribute to achieving Destination NSW s corporate goals and strategic objectives. 100% execution of Destination NSW Code of Conduct. 4. KEY CHALLENGES Ability to plan and prioritise workload with minimum supervision, plus deal with confidential and sensitive issues with sufficient experience to exercise independent judgement. Capacity to work effectively under the pressure of time constraints, meet high work volumes within a team environment and manage a range of conflicting priorities with critical turnaround times. Maintaining a high level of professionalism and customer-focus, ability to prioritise and manage multiple tasks/demands set by senior management including matters with critical turnaround times required by internal and external stakeholders. Keeping abreast of Destination NSW related administration / process directives and issues that impact on the work of the Director, Event Development Arts, Lifestyle & Entertainment. 5. KEY RELATIONSHIPS INTERNAL Event Development Marketing Corporate Services Communications Partnerships Programs Regional NSW Vivid Sydney EXTERNAL Event proponents Event Governing bodies Event promoters Sponsors and advocates NSW Government Agencies Third party event companies Suppliers Venue owners and managers Group Assistant, Event Development Arts, Lifestyle & Entertainment Page 4 of 8
6. ROLE DIMENSIONS REPORTS TO: Director, Event Development Arts, Lifestyle & Entertainment DIRECT REPORTS: BUDGET: NIL NIL 7. DECISION MAKING AUTHORITY DELEGATIONS Financial: NIL INDIVIDUAL DECISION MAKING Manage the prioritisation of tasks and schedules within the general framework and timeframe determined by the Director, Event Development Arts, Lifestyle & Entertainment. Work autonomously on a range of projects and initiatives and undertake research and analysis of information independently. Identify key issues and resolve potential conflicts at an early stage and set own priorities for work projects consistent with prescribed deadlines set by the Director, Event Development Arts, Lifestyle & Entertainment. IN CONSULTATION DECISION MAKING Consult with the Director, Event Development Arts, Lifestyle & Entertainment on business and Team priorities. Receive advice and guidance from the Director, Event Development Arts, Lifestyle & Entertainment concerning policies and procedures. Prepare detailed reports and briefs. Undertake research and make decisions, in consultation with the Director, Event Development Arts, Lifestyle & Entertainment, relating to event proponent needs, progress of projects and provision of advice. 8. ESSENTIAL REQUIRMENTS QUALIFICATIONS Relevant tertiary degree and/or demonstrated experience in an administration support role. EXPERIENCE Previous experience in supporting Director level and large teams including experience in handling confidential and commercially sensitive material in a professional and discrete manner. Demonstrated experience in providing high quality administrative, office procedures and support services. Relevant previous experience in providing a wide range of EA support in a high work-flow environment. Experience in using Microsoft software packages including Word, Excel and PowerPoint and in preparing correspondence and reports as required. Experience processing confidential and commercially sensitive material. Group Assistant, Event Development Arts, Lifestyle & Entertainment Page 5 of 8
SKILLS AND COMPETENCIES Knowledge of the attraction and nurturing of events and the value of events to the New South Wales economy, along with an understanding of the Government s role in events to the benefit of the community as a whole. Demonstrated organisational and time management skills with the ability to plan, prioritise and complete work within allocated timeframes Well-developed writing skills including experience in Minute taking. Well-developed interpersonal and verbal communication skills. Outstanding organisational, administration and time management skills, with the ability to prioritise and multi-task. Excellent attention to detail Competent in CRM and records management systems. Group Assistant, Event Development Arts, Lifestyle & Entertainment Page 6 of 8
9. CAPABILITIES FOR THE ROLE The NSW Public Sector Capability Framework applies to all NSW public sector employees. The Capability Framework is available at www.psc.nsw.gov.au/capabilityframework. Below is the summary list of capabilities and the level required for this role. The capabilities in bold are the focus capabilities for this role. Refer to the next section for further information about the focus capabilities. NSW Public Sector Capability Framework Capability Group Capability Name Level Display Resilience and Courage Act with Integrity Manage Self Value Diversity Communicate Effectively Commit to Customer Service Work Collaboratively Influence and Negotiate Deliver Results Plan and Prioritise Think and Solve Problems Demonstrate Accountability Finance Technology Procurement and Contract Management Project Management Group Assistant, Event Development Arts, Lifestyle & Entertainment Page 7 of 8
Focus Capabilities - The focus capabilities for the role are those in which new occupant/s of the role must demonstrate immediate competence. NSW PUBLIC SECTOR CAPABILITY FRAMEWORK CAPABILITY GROUP LEVEL BEHAVIOURAL INDICATORS AND NAME Personal Attributes: Represent the organisation in an honest, ethical and professional way Act with Integrity Support a culture of integrity and professionalism Understand and follow legislation, rules, policies, guidelines and codes of conduct Help others to understand their obligations to comply with legislation, rules, policies, guidelines and codes of conduct Recognise and report misconduct, illegal or inappropriate behaviour Report and manage apparent conflicts of interest Personal Attributes: Adapt existing skills to new situations Manage Self Show commitment to achieving work goals Show awareness of own strengths and areas for growth and develop and apply new skills Seek feedback from colleagues and stakeholders Maintain own motivation when tasks become difficult Relationships: Commit Support a culture of quality customer service in the organisation to Customer Service Demonstrate a thorough knowledge of the services provided and relay to customers Identify and respond quickly to customer needs Consider customer service requirements and develop solutions to meet needs Resolve complex customer issues and needs Co-operate across work areas to improve outcomes for customers Results: Deliver Complete work tasks to agreed budgets, timeframes and standards Results Take the initiative to progress and deliver own and team/unit work Contribute to allocation of responsibilities and resources to ensure achievement of team/unit goals Seek and apply specialist advice when required Results: Demonstrate Take responsibility and be accountable for own actions Accountability Understand delegations and act within authority levels Identify and follow safe work practices, and be vigilant about their application by self and others Be alert to risks that might impact the completion of an activity and escalate these when identified Use financial and other resources responsibly Business Enablers: Perform basic research and analysis which others will use to inform project directions Project Management Understand project goals, steps to be undertaken and expected outcomes Prepare accurate documentation to support cost or resource estimates Participate and contribute to reviews of progress, outcomes and future improvements Identify and escalate any possible variance from project plans Group Assistant, Event Development Arts, Lifestyle & Entertainment Page 8 of 8