here - City of Joondalup

The City of Joondalup takes pride in being a Local Government that has been internationally
recognised for providing outstanding services to the local community. To continue to set the
standard in WA Local Government for innovative services and programs, we are seeking
highly motivated, enthusiastic employees who will be committed to making a positive
contribution to the City and its community.
Event Officer
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Salary: $67,898 - $72,109 per annum
Plus up to 14.5% superannuation (conditions apply)
Ref No: 15-022
We are seeking an experienced event officer to coordinate key operational elements of City
events and festivals including markets, Sunday Serenades concert series, Music in the Park
concert series, Valentine’s Concert, Little Feet Festival and Joondalup Festival.
Applicants for the role should be available to work after hours, on weekends and will be
required to attend most Cultural Services events.
Your covering letter will need to address the following criteria:
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Experience in assisting with the planning and delivery of public events.
Experience in event site planning and infrastructure coordination.
Understanding of essential services delivery processes.
Sound knowledge of safety and risk management issues related to events.
Sound knowledge of the Western Australia events sector.
Further information can be obtained by phoning Lisa Hadaway, Principal Events Officer on
9400 4203.
To apply, submit your resume and a covering letter addressing the above criteria.
Applications can be submitted online via our employment page at www.joondalup.wa.gov.au
or mail to Human Resources at PO Box 21 Joondalup WA 6919. Applications close on
Wednesday 27 May 2015.
GARRY HUNT PSM
Chief Executive Officer
Canvassing of Elected Members will disqualify
POSITION DESCRIPTION/SPECIFICATION
1.
POSITION IDENTIFICATION
Title
Business Unit
Directorate
Reporting to
2.
3.
Events Officer
Leisure and Cultural
Services
Corporate Services
Principal Events Officer
Level
Position Number
5
00873, 00886
Date Established
Date Updated
May 2012
April 2015
KEY OBJECTIVES
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Coordinate and supervise key elements within a portfolio of cultural events such
as concerts, festivals and cultural celebrations.
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Provide administrative, marketing and onsite support to the Principal Events
Officer in the planning and delivery of key events including concerts, festivals and
cultural celebrations.
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Provide positive internal and external customer service.
KEY ACCOUNTABILITIES
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Ensure the City’s cultural events operate successfully, and maintain good
communication with event stakeholders.
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Undertake activities in accordance with the annual Business Unit Plan, Annual
Plan, Corporate Business Plan and Strategic Community Plan.
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Work activities undertaken efficiently, effectively, within designated timeframes
and associated budget, with rigor applied in all circumstances.
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Ensure all financial activities are undertaken in accordance with the City’s
purchasing protocols and practices.
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Ensure prompt and accurate capture of corporate information and documentation
in accordance with the City’s record keeping system and associated policies,
protocols and practices.
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Comply with OSH legislation, City protocols, procedures and other OSH related
requirements, and actively support the City safety systems.
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Customer service is delivered in accordance with the City’s Customer Service
Charter and relevant protocols and procedures.
4.
KEY ACTIVITIES:
ACTIVITIES
Outcome:
Event Coordination, Delivery and Support
 Strategically plan key elements of major cultural events, such as:
Little Feet Festival
Twilight Markets
Sunday Serenades
Music in the Park.
 Coordinate and implement key elements of other cultural events.
 Prepare event documentation including project plans, timelines, risk management plans
and evaluation reports.
 Undertake event planning including programming, logistics, preparation of expressions
of interest and ensuring health and building compliance.
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Prepare creative briefs and liaise with Marketing and Communications to develop event communication plans and
marketing materials.
Assist in the recruitment and supervision of event volunteers, casual staff and contract staff.
Assist with collections and deliveries related to events.
Liaise with and book suppliers and service providers.
Assist with “bump in” / venue preparation and “bump out” / pack down for cultural events.
Undertake and assist in the completion of tasks to improve event delivery.
Perform other duties as requested within the scope of this level and in accordance with
skills, knowledge and experience.
Outcome:
Administration
 Maintain records and documentation relating to events, projects and onsite support.
 Develop and maintain up-to-date event databases including clients and customers.
 Store project documentation to the City’s records management system, TRIM.
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Assist with marketing, the preparation of event files and other administrative tasks for events.
Outcome:
Customer Service
 Maintain effective communication and liaison with internal and external event
stakeholders.
 Liaise with residents, volunteers, stakeholders, stallholders, contractors and the general
public in accordance with the customer service charter.
 Liaise with City employees as required ensuring a coordinated approach to delivering
Cultural Services activities.
5.
WORK RELATED REQUIREMENTS
Essential Skills / Knowledge / Experience / Qualifications:
Skills:
 High level event coordination skills.
 High level ability to manage time, set priorities and to plan and organise work in an
environment of competing priorities and multiple tasks.
 High level verbal and written communication skills, including drafting
correspondence, reports and marketing material.
 High level ability to use the Microsoft Office suite of programs (Word, Excel,
PowerPoint, Outlook).
 High level interpersonal communication stills to deal effectively with all levels of
employees, volunteers, customers and stakeholders.
Knowledge of:
 Sound knowledge of the Western Australian events sector.
 Sound knowledge of technical issues relating to event management.
 Sound knowledge of safety and risk management issues related events.
 Understanding of essential services delivery processes.
Experience in:
 Demonstrated experience in assisting with the planning and delivery of public
events.
 Demonstrated experience negotiating with performers and suppliers.
 Demonstrated experience in staff supervision and managing volunteers.
 Demonstrated experience in event site planning and infrastructure coordination.
Qualifications/Clearances:
 Tertiary qualifications in Events and / or Arts Management or equivalent relevant
experience.
 Current WA ‘C’ Class Driver’s Licence.
 Current First Aid Certificate including CPR (HLTAID003 and HLTAID001) or
progression towards completion of certificate or appointment to position subject to
ability to obtain satisfactory First Aid Certificate.
6.
EXTENT OF AUTHORITY
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7.
Freedom to act governed by clear objectives and budget.
Sets outcomes within defined constraints and monitors workflow in areas of
responsibility.
Solutions to problems generally found in precedents, guidelines and / or
instructions. Assistance is available when required.
Required to exercise judgment where procedures and / or practices are not clearly
defined.
WORKING RELATIONSHIPS
Level of Supervision: Works under general direction.
Internal:
 Leisure and Cultural Services employees
 Employees in other business units
External:
 Local interest groups and organisations
 State and Federal Emergency Services agencies
 Event Sponsors
 Community and professional artists
 Arts organisations
 Educational institutions
 Major regional stakeholders
 Stallholders
 General public
 Contractors
 Other local authorities
8.
POSITION DIMENSIONS
NUMBER OF EMPLOYEES DIRECTLY REPORTING TO POSITION
0