Show Cairns Job Opportunities
Applications Close - Friday 27th August - 5.00pm
POSITION DESCRIPTION
Job title: Competition and Entertainment Coordinator
Date updated: 4 August 2008
JOB SUMMARY/PURPOSE
This position exists to provide corporate and general office administration to the Cairns Show Association.
ORGANISATIONAL/OPERATIONAL ENVIRONMENT:
This position is with the Cairns Show Association which has a two fold charter. Firstly to coordinate and stage the traditional and innovative annual show, showcasing the very best of Cairns and its surrounds, highlighting businesses, industries and our diverse cultural strengths along with the traditional Agricultural, Pastoral and Mining heritage.
NATURE OF THE ROLE
This role is integral to the smooth and efficient running of the Annual Cairns Show, The Cairns Show Wine Awards, the Association office and its affairs.
REPORTING STRUCTURE and AUTHORITY
The position will report directly to the Manager of the Cairns Show Association. The position has authority to carry out a range of functions under the broad direction of the Manager. Providing the functions are carried out according to the priorities set by the Manager, conduct of the day to day activities are under the authority of the employee, consistent with organisational policy and task management skills of the employee.
KEY RESULT AREAS
Key result areas that will determine the success of the position are:
Ø Providing Administration support in an accurate and timely fashion
Ø Accurate and timely production of competition schedule and results catalogues
Ø Accurate Competitions and Entertainment record keeping
Ø Efficient use of office computer system and office suite of programs.
Ø Effective management of day to day office arrangements.
Ø Contributing to Cairns Show Associations operation and industry goals through other activities as required.
KEY RESPONSIBILITIES:
COMPETITIONS AND ENTERTAINMENT COORDINATOR:
Duties and responsibilities include but are not limited to:
Ø Develop, produce and manage competition schedules, trophy and ribbon records, results catalogues and competitor/exhibitor details for both the annual Cairns Show and the Cairns Show Wine Awards.
Ø Coordinate and facilitate the delivery of Show Association activities and entertainment including accurate administration of entertainment contracts.
Ø Develop and sustain strategic partnerships and networks within the Cairns Show Association sub-committees, competitors and entertainers that enable and enhance competition and entertainment development.
Ø Assist with other special events and projects where required.
Ø Ensure all corporate information is captured within the Cairns Show Association business systems adhering to recordkeeping policies and procedures.
Ø Excellent working knowledge of MS Word, Excel, Publisher, Access and Adobe PageMaker
Ø Previous experience with Show Day software an advantage or the ability to adapt to new software packages.
Ø Maintain Competitions, Minor Sponsorships, Wine Awards and other Databases that may be developed from time to time
Ø Act as Minute Taker / Assistant Secretary and attend all meetings for the following Sub-committees:
o Wine Awards,
o Ring,
o Entertainment,
o Livestock,
o Art & Horticulture, and
Ø The above sub-committee meetings are generally held outside normal working hours, usually between 5-30-7.30pm. Time in Lieu is offered as compensation for these hours.
Ø Prepare all requirements for the following meetings in accordance with relevant SOPs, including the dispatch of Agenda’s, Notice of Meetings and preparation of Minutes:
o Associated Sub-committees, and
o Special Meetings
Ø Maintain all official files and correspondence associated with the above Sub-committees
Ø Prepare correspondence and draft responses (as necessary) associated with the above Sub-committees
Ø Arrange all Judges and book airfares / accommodation as directed by Chief Stewards
Ø Maintain, update and prepare all Section Schedules as directed by Chief Stewards
Ø Compile Wine Awards Schedule and Results Catalogues
Ø Maintain, update and make ready all Trophies, ribbons, prizes and awards
Ø Maintain Standard Operating Procedures for all functions associated with the Competitions and Entertainment Coordinator
Ø Make arrangements and ensure activities associated with the following functions (utilising SOPs where available) are completed in a timely manner:
o Show and competitions duties
o Entertainment and
o Wine Awards,
CORORATE (under supervision of the Manager)
Ø Provide administrative support to the Cairns Show Association Manager as directed
Ø Arrange meeting venues when required.
Ø Maintain official files for Minor Sponsors.
Ø Follow up with Minor Sponsors by letter and telephone.
OFFICE ADMINISTRATION:
Ø Liaise with staff in areas of Competitions, Entertainment, IT and general office procedures.
Ø Assist in front counter and telephone enquires
Ø Assist the Sub-committee Chief Stewards in preparation of reports etc. as required
Ø Assist with the responsibilities (during periods of absence) of the Functions Co-ordinator
OTHER:
Ø The position has the potential to expand into other company activities such as skills development research, project activities, represent the Company at various meetings, seminars and workshops etc. These types of roles can be made available depending on the skills, knowledge and capacity of the administration officer.
SKILLS REQUIRED
Ø Excellent organisation and communication skills (both oral and written) with an eye for accuracy
Ø Work well under pressure.
Ø Ability to work as a team member.
Ø Clerical duties including:- recording and presenting minutes of Sub-Committee Meetings and general correspondence.
Ø Good skills when interacting with the public
Ø Sound knowledge of Microsoft Office, including printer, page and formatting set ups.
Ø Ability to use all modules of Office 2000 interactively i.e. link Access and Excel to Word (for mail merge, detailed lists and analyses).
Ø Sound knowledge and use of Internet, email (Outlook Express & Internet Explorer).
Ø Working knowledge of a graphics package for bitmap, pictures e.g. Photoshop, Indesign, Corel Draw
Ø Ability to perform basic housekeeping of PC hard drive – scan disk, defragmentation and tidy up of temp files.
Ø Ability to gain the skills required to operate Show specific software such as Showday.
TASK AND ROLE MANAGEMENT
Management of day to day, week to week activities consistent with job roles and organisational goals and objectives.