The Sport Events Officer is responsible to the EISM Executive Officer, and is primarily responsible for assisting in ensuring the sporting life of the Association is conducted efficiently in a friendly, sporting spirit. The Sport Events Officer will lead all elements of Association Carnivals and Gala Days, whilst providing administrative support across the association. This role is 0.6FTE and is a 9 Month Maternity Leave Cover position.
Key Responsibilities
Association Events
- With the support of the Executive Officer, lead the coordination and delivery of EISM major Carnivals and Gala Days
- Book venues and arrange for permits as necessary for all events
- Book First Aid Services for events as required
- Book Swimming and Athletics Officials to officiate the competition
- Manage and coordinate preparation of processes and equipment
- Manage and coordinate Member Schools’ Team Manager Entries
- Organize the set up and collaboration with Meet Manager and other timing programs as required, and manage Meet Manager/Excel Scoring for Swimming and Athletics during the events
- Develop and distribute Carnival Handbooks to assist in the smooth running of each event, and work with Heads of Sport to ensure all required tasks and roles are completed to a high level
- Develop the program/fixtures for Carnivals and Gala Days, and manage results and activities throughout to ensure events are run with the highest levels of integrity
- Maintain the EISM website as it pertains to Carnival and Gala Day results and activities, and keep records regarding winners and record breakers year on year
- Assist the Executive Officer in the planning and delivery of association functions, including Board Meetings, Heads of Sport Meetings and the End of Year Function.
Risk and Compliance
- Maintenance and accountability for key portfolios of Compliance, Policy and Procedures.
- Develop, Manage, Record and Update Risk Management Checklists for all external venues and facilities used for EISM activities, and conduct biennal Risk Audits at these venues.
- With the support of the Sport Delivery and Promotion Officer, manage Child Safety and compliance matters for all events, including major carnivals, functions and minor events. Attend all of these events and assist with their preparation and delivery.
- Maintain and ensure efficacy of the EISM Policy Set, ensuring Member School compliance in the delivery of these policies year on year.
- Ensure all data is backed up regularly. Copies to be maintained onsite and offsite
Administration
- Assist with the management of the EISM Awards programs, including managing the stock of sporting equipment, ribbons, pennants and medallions for weekly sport and events
- In conjunction with other EISM staff contribute to the preparation and distribution of the EISM Handbook to provide planning information for schools via an annual calendar of EISM events and activities
- Assist in the management of the EISM Hall of Fame and Rising Star Programs
- Attend EISM sport and assist in the collection of images for use by the association in line with the EISM Position Statement on the Management of Student Images.
- Assist the Executive Officer in the development of the Annual Calendar of Events.
- Liaise with office host in the delivery of mail, packages and printing when applicable
Governance
EISM is committed to managing risk in accordance with the processes established under its Risk Management Framework. To deliver on this commitment, you are required to be responsible and accountable for managing risk in so far as is reasonably practicable within your area of responsibility. You must, at all times, support the development, implementation and review of risk control and mitigation strategies and otherwise act in accordance with EISM Risk Appetite level, as determined by the Board.
Duties under Workplace Health and Safety Requirements
It’s your duty to comply with EISM policies and procedures which are designed to protect your health and safety at work. As part of this duty, you must comply with all reasonable instructions from managers or WHS representatives in relation to health and safety issues at work. This means participating in workplace health and safety training and consultation, cooperating with EISM Board as required to ensure compliance with the law and reporting any incidents/near misses.
Key Stakeholders
- EISM Executive Officer
- EISM Executive and EISM Board
- EISM Heads of Sport
- SSAV Representatives
- EISM Venue Managers
- School staff as necessary
Knowledge, Experience and Skills
- Use of Canva and all Microsoft Suite functions
- Experience using the Clipboard Competition Management and Meet Manager systems is advantageous but not compulsory
- Clear understanding of technology as it relates to efficient and creative delivery of the associations programs and expected outcomes.
- Strong problem solving skills, sound judgment and decision-making ability
- Ability to display initiative, whilst also seeking support when needed
- Maintains confidentiality
- Set priorities, plan workload, meets deadlines and achieves the objectives through effective use of time
- Capacity to work independently with minimal direction
- Strong organisational skills, the capacity to successfully manage competing priorities, maintain attention to detail and meet deadlines
Qualifications
The successful applicant will have the appropriate qualifications and experience that relate to the position.
Personal Characteristics
The EISM is committed to the health, safety and wellbeing of its staff and participating students. The EISM and its staff must comply with a range of statutory requirements, including child safety, equal opportunity, occupational health and safety, privacy and trade practice. The EISM also expects staff to comply with its policies and procedures, which relate to statutory requirements and our day-to-day operations. The EISM takes a zero-tolerance approach to child abuse and is fully committed to ensuring that its strategies, policies, procedures and practices meet all Child Safety Standards as specified in Ministerial Order No. 1359 (2022)
