JOB DESCRIPTION ADMINISTRATION AND TRAINING COORDINATOR
The Organisation
IAP2 Australasia is the professional association for people working in public participation and community engagement in Australasia.
Our vision is “better decision making, stronger communities, active democracies.” Our mission is “to advance the practice and be the leader in the field of public participation through vibrant
membership and dynamic learning.”
The organisation is a not for profit association with over 1,100 members. We deliver a highly subscribed and valued training program including the IAP2 Certificate in Public Participation and other courses across Australia and New Zealand. Our members are committed to involving the community in decisions that affect their lives and work in state and local government agencies, consulting companies and the private sector.
The Role
Based in Wollongong, this is a vital administrative role within IAP2. The role is twofold: providing administrative support to the management team and crucially, coordinating the efficient delivery of the IAP2 training program. The role will suit someone with a proven track record in administration & event management.
The position is responsible to the Executive Director but works with all staff and external training providers.
A desire for continuous improvement will be required in all aspects of the role.
Summary of Purpose of Position & Key Responsibilities
This position is responsible for ensuring that IAP2 Australasia delivers its training program through public courses and in house delivery. The role also provides administrative support to the
management team. Key responsibilities include
- Coordination of IAP2 Australasia training activities (60%) - Administrative support to management team (40%)
Reporting Relationships
Detailed Role Description
Coordination of the Training Program
Work with the Training Sub-Committee and IAP2 Executive Team to develop the annual training program
Assist in the review process, including providing analysis of training program performance
Assist in the development and review of the annual training budget
Effective Coordination and Control of Training Registrations
Create a separate “event” for each training session in the website Respond to all enquiries relating to for registrations, pricing etc
Manage registrations through any of the online, email, phone or fax systems
Liaise with attendees and address their issues regarding transfer of registrations, cancellations, out of order, incomplete and unsatisfactory attendance issues etc
Liaise with trainers to ensure actual attendance is confirmed and updated in the online registration details
Marketing of Training
Create the training calendar and upload onto the website
Prepare and schedule e-marketings to the IAP2 database
Coordinate the Engagement of Trainers
Organise trainer allocation Liaise with and support the trainers – flights, accommodation, training requirements
Training Administration
Liaise with the training venue – catering, room set up, A/V and manual delivery
Manage training materials – manuals, training calendar, training program; liaise with the printer, order and authorise
Check off and authorize invoices from the trainers and venues
Send evaluation survey links to the training participants at the completion of training
Respond to emails and phone calls regarding training
Update trainer information on the website
Administrative support including minutes for the Training Sub Committee (monthly)
Post certificates to attendees on course completion
Update the CPD tracker in the database
Liaison with IAP2 International
Send a participant list to IAP2 international at the completion of training
Reporting
Update the weekly training report
Update the monthly post training spreadsheet, P & L, final training numbers
Create a final training report for finance with attendance and outstanding payments
Training Development
In consultation and under direction of the IAP2 Executive team:
Liaise with companies for in house training
Issue quotes for in house training
Prepare and manage the annual EOI process with trainers including contracts
Review venue contract annually; be the signatory for IAP2 venue contracts
Identify and engage new, external markets for public training as required
Support the development and marketing of new training product
Administrative Support to the Executive Team
Provide administrative support to the Executive Director and other members of the management team as directed.
Specific duties include:
Personal Assistant support to the ED
Secretariat support to the IAP2 Board including management of Board meetings. This includes the management of booking Board members’ flights and accommodation, venue management, the development of a complete set of Board papers in accordance with the agenda, call for agenda items, minute taking and follow up on actions arising.
Minute taking at IAP2 subcommittee and Board meetings
Scheduling of meetings
Filing and document management
Occupational Health, Safety and Welfare
Contribute to IAP2’s occupational, health and safety responsibility by:
Communicating and updating OHS&W responsibilities, policies and procedures
Ensuring the Executive Director as the “responsible officer” under the legislation, is promptly informed of any serious or reportable OHS&W matters
Ensuring, as far as practicable, a hazard free work environment and a proactive approach to injury management;
Assisting with any OHS&W audit, data collection or investigation
Ensuring office resources are maintained in safe working condition;
Identifying and addressing building, equipment, safety and security issues,
Participating on any required formal OH&S meetings.
Staff must take reasonable care to protect staff own health and safety at work.
Project Officer Role
Quality Systems
Work in compliance with IAP2 Policies and procedures and proactively contribute to their continuous improvement.
Other Duties Coincidental to the Position
Duties for this position should not be considered definitive. Duties may be added, deleted or modified in consultation with the incumbent as necessary. Job descriptions and staff performances will be reviewed regularly.
SELECTION CRITERIA
1. Initiative, discretion and judgement of a high order and able to maintain confidentiality 2. Previous experience in an administrative role providing direct support ot senior
management
3. Pleasant, tactful and approachable personality.
4. Self motivated reliable and willing to work flexible hours.
5. Strong time management and effective organisational skills, lateral thinker, works well under pressure and achieves work deadlines in an environment of competing priorities. 6. Strong interpersonal communication and negotiation skills.
7. Knowledge and broad understanding of office protocols in a corporate business work environment.
8. Demonstrated high level computer literacy skills, word processing packages and various computer applications.
9. An ability to interact effectively with a wide range of people
Personal Qualities/Skills/Aptitudes – For this Position
Commitment to the values of IAP2 and respect for the different contribution of individuals within the staff team
Commitment to professional development
An experienced team player
Can work autonomously, effectively managing workload without continual guidance
Energetic, willing and ‘can-do’ attitude
Ability to analyse situations and take corrective actions
Excellent quality, attention to detail, & organisational skills
Excellent numeric skills
Commitment to process of continuous improvement.
Desirable
Post Secondary Qualification in Business Administration, Accounting or Management preferably at Certificate IV or above.
The salary for this position will be $40 000 plus super.
HOW TO APPLY
Applications close on 20th January 2012
Interviews will be conducted on 31st January 2012
Please send a CV and statement of capacity which addresses each of the selection criteria requirements listed in the Job Description to
Tanya Buchanan Executive Director IAP2 Australasia tanya@iap2.org.au