POSITION DESCRIPTION/SPECIFICATION
1. POSITION IDENTIFICATION
Title Sports Supervisor Level 5
Business Unit Leisure & Cultural Services Position Number 00621, 00622 Directorate Corporate Services Date Established July 2017 Reporting to Team Leader Leisure & Aquatic Programs Date Updated August 2017
2. KEY OBJECTIVES
• Responsible for identifying, developing and implementing sports programs to meet the needs of a diverse and growing community.
• Promote all products and services in a positive and creative manner with the aim of maximising the leisure centres exposure and utilisation to the community.
• Promote a safe work environment.
• Undertake human resource management responsibilities.
• To consistently provide a high level of excellent customer service to both internal and external customers of the leisure centres.
3. KEY ACCOUNTABILITIES
• Deliver sports programs and services in line with the City’s plans, protocols, procedures and legislation.
• Deliver all sports programs and services in a safe, inclusive environment with programs in line with industry trends.
• Administrative duties are undertaken efficiently, effectively, within agreed timeframes and with rigor applied in all circumstances.
• Human resources management activities are undertaken in accordance with relevant legislative requirements and the City’s protocols and procedures.
• Ensure team understanding and compliance with City EEO requirements.
• Comply with OSH legislation, City protocols, procedures and other OSH related requirements, and actively support the City’s safety systems.
• Ensure all financial activities are undertaken in accordance with the City’s purchasing protocols and practices.
• 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.
• Customer service is delivered in accordance with the City’s Customer Service Charter and relevant protocols and procedures.
4. KEY ACTIVITIES ACTIVITIES
Outcome: Program and Service Delivery
• Monitor consistency in the application of sports operational rules and regulations as governed by the sporting codes, as well as policy and procedures, to ensure leisure centres meets its legislative, regulatory and City requirements.
• Promote equity and diversity to maximise the integration of people of diverse cultures and those with special needs into sports programs.
• Responsible for monitoring and evaluating the performance of the sports programs and services to ensure continual improvement.
• Collate and analyse statistical, financial and other relevant data to evaluate and prepare written reports evaluating program performance, including recommendations, for approval of the Team Leader Leisure & Aquatic Programs.
• Proactively contribute to the identification, development and implementation of a range of sports programs and services that meet customer and member needs and maximise venue utilisation and participation.
• Promote positive behaviour and guide the conduct of sports employees and program participants.
• Prepare rostering system for the sports programs for approval by the Team Leader Leisure & Aquatics Programs.
• Monitor and oversee the day to day delivery of sporting activities and competitions including, but not limited to, fixtures, scoresheets, ladders, nomination forms, umpire rosters and team payments.
• Ensure the correct set up/down of equipment for timely and safe conduct of programs and services.
• Ensure the correct storage and maintenance of equipment for sports programs to reduce risk of injury and loss of equipment.
• Update and maintain processes in accordance with approved process mapping templates.
• Keep abreast of short and long term industry trends in programs and services to develop and drive creative and innovative improvements to improve market position.
• Provide feedback and input on strategies to improve programs, systems and work practices.
• Participate in a team environment providing administrative and program support to the Team Leader Leisure & Aquatics Programs.
• Contribute to the preparation of budget estimates.
• Perform other duties as requested within the scope of this level and in accordance with skills, knowledge and experience.
Outcome: Financial Management
• Produce statistical and financial data for financial and program performance reporting of sports programs.
• Monitor customer accounts, following up on outstanding accounts, recovering debt and resolving financial payments for the sports program.
• Maintain and monitor an effective direct debit system.
• Track and arrange invoices for customers.
• Undertake procurement activities including raising purchase requisitions and processing invoices.
Outcome: Marketing and Promotion Implementation
• Proactively promote the sports program services to existing and potential user groups to increase membership of the facility.
• Contribute to the evaluation of key programs and associated promotions as outlined in the Leisure Centres Marketing calendar.
• Monitor and maintain Craigie Leisure Centre website information with a high degree of accuracy and currency.
Outcome: Occupational Health and Safety
• Adhere to all City procedures to maintain a safe environment for both customers and employees.
• To be proactive in maintaining a safe and hygienic work environment through the effective supervision of customers.
• Report any incidents, unsafe practices, accidents and or injuries.
• Report any maintenance, cleaning or hazards immediately.
• Contribute to the resolution of occupational safety and health issues in consultation with the relevant OSH Representatives and the City’s HR Advisor Safety & Risk Management.
• Identify hazards, assess and control risks in accordance with established safety and health standards, policies and procedures.
• Maintain compliance with the City of Joondalup’s risk management policy and procedures.
• In conjunction with the Team Leader Leisure & Aquatics Programs co-ordinate emergency response and provide first aid/emergency care in accordance with established emergency procedures and rescue techniques.
Outcome: Human Resource Management
• Undertake recruitment and selection process.
• Ensure employees work in a safe manner.
• Monitor and manage performance of employees by providing appropriate feedback in accordance with the City’s Performance Appraisal System.
• Provide leadership, coaching and on-the-job training for employees.
• Implement and support City EEO initiatives to assist team understanding and compliance with EEO legislation, practices and City protocols.
• Develop roster arrangements to ensure optimum resourcing levels for the portfolio.
• Facilitate the completion of payroll documentation in accordance with payroll timeframes.
Outcome: Customer Service
• In collaboration with Team Leader Leisure & Aquatics Programs ensure customer satisfaction levels are monitored and researched through customer feedback and participation trends to assist in the growing membership of the Leisure Centres.
• Contribute to ensuring members and patrons of the Leisure Centres are provided with a high quality experience.
• Develop and maintain positive relationships with internal and external stakeholders to enhance the Leisure Centres reputation and brand.
• Deliver quality customer service by proactively identifying and resolving specific customer needs and exceeding their expectations.
5. WORK RELATED REQUIREMENTS / SELECTION CRITERIA Essential Skills, Knowledge, Experience and Qualifications: Skills:
• High level organisational and time management skills, with proven ability to effectively prioritise multiple tasks to meet deadlines and achieve desired outcomes.
• Proven ability to identify, implement and deliver programs to meet customer expectations and deliver on operational targets.
• Proven ability to develop relationships with internal and external stakeholders.
• Demonstrated ability to lead and work effectively as part of a team.
• High level interpersonal and verbal communication skills when interacting with customers to deliver an exceptional experience.
• High level written communication skills, with proven ability to research and analyse data/information to ensure clear and concise reports and other written communications are prepared.
• High level computer literacy/keyboard skills including the Microsoft suite of programs; Word, Excel, PowerPoint, Outlook and records management systems, with an emphasis on software systems used to manage sporting competitions.
• Proven ability to identify and respond to emergency situations using appropriate first aid techniques.
Knowledge:
• Sound knowledge of activities involved in the delivery of sport programs.
• Sound knowledge of rules, regulations and guidelines advocated by national governing and key industry bodies governing conduct of sport programs.
• Sound knowledge of occupational health and safety legislation and legislation pertaining to sports programs.
• Sound knowledge of administration systems, processes and procedures.
• Sound knowledge of records management systems principles and practices.
Experience:
• Demonstrated experience in developing, implementing and evaluating sports programs, events and competitions.
• Demonstrated experience in promotion, supervision and delivery of sports programs.
• Demonstrated experience working in a service environment dealing with customers, members and the general public.
• Demonstrated experience in supervising teams and working within groups to achieve desired outcomes in a customer/member service environment.
• Demonstrated experience in delivering high quality customer service.
Qualifications/Clearances:
• Relevant tertiary qualification in leisure science, sport administration or equivalent experience.
• Current First Aid Certificate including CPR (HLTAID011 and HLTAID009) or willingness to obtain within the first 3 months of appointment to position.
• Current satisfactory Working with Children Check (WWCC) or willingness to obtain within the first 3 months of appointment to position.
• Current Western Australian ‘C’ Class Driver’s Licence.
• Current National Police Clearance certificate or willingness to obtain within the first 3 months of appointment to position.
6. EXTENT OF AUTHORITY
• Required to set outcomes within defined constraints.
• Freedom to act governed by clear objectives and/or budget constraints.
• Solutions to problems generally found in precedents, guidelines or instructions. Assistance usually available.
• Exercises judgment and initiative in decision making where procedures are not clearly defined.
7. WORKING RELATIONSHIPS Level of supervision:
• Works under general direction.
Internal:
• Leisure Centre employees.
• Leisure & Cultural Services business unit.
• Human Resources business unit.
• Finance Services business unit.
External:
• Members of the Leisure Centres.
• Casual users of the facilities and the general public.
• Key corporate stakeholders.
• Community and corporate groups.
• Other local governments.
8. POSITION DIMENSIONS
