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POSITION DESCRIPTIONPosition:Sport & Recreation Business Operations Coordinator Department:Sport and RecreationLocation:QueenstownReports to:Manager, Sport & RecreationDate:January 2020BACKGROUNDQueenstown Lakes is a unique district with population and economic growth, coupled with an international reputation as a tourist destination that is unmatched. It has a relatively small number of residents (approximately 38,000 in 2018) but experiences 2 million + visitors every year.The Queenstown Lakes District Council has a central role to play in maintaining and enhancing the quality and liveability of the outstanding environment of the district. It is also has a central role in development and regulation and provides high quality services and infrastructure to residents and visitors; managing the district’s parks, trails, libraries and recreational facilities; enabling sustainable development through consenting services; and regulating local activities.. The 2018-2028 Ten Year Plan aspires to create momentum in a range of areas through a focus on three peaks - enduring landscapes, bold leadership and strong and diverse communities. The 2018/2019 Annual Plan provides for a total of 380+ council staff.VISION, MISSION AND VALUESWe’re proud to be QLDC, and our culture is an important part of who we are. The vision, mission and values set out below are the foundation for our organisational culture; how and why we go about things:PURPOSEThe Sport & Recreation Business Operations role provides operational support to a dedicated team, which carries out the programmes and operations, and ensures the safety of QLDC sport and recreation facilities and programmes. This includes the venues, sports and aquatic facilities based in Queenstown, Arrowtown and Wanaka. The Business Operations Coordinator role provides timely and effective support services to the sport & recreation team; including administration, invoicing, reporting, communication, project and planning tasks as well as training support and contributing to the broader delivery of QLDC’s wider community strategies and objectives. KEY TASKSOperations/Project Business SupportAssist staff with the effective delivery of general sport and recreation operations functions. This involves the areas of aquatics, venues, customer services, golf, swim school and management support.Support Team Leaders, Managers, and Supervisors providing information, undertaking research and preparing reports as requested.Sport and recreation statistics reporting, working closely with the wider team to help train staff in statistic collation and recording, ensuring consistency and accuracy.Assist Team Leaders, Managers and Supervisors with recruitment, new staff inductions and the associated administration.Provide general administrative support including word processing, Excel spread sheets and PowerPoint presentations. Arrange meetings and coordinate operations/management meetings, ensuring agendas and minutes for meetings are prepared and distributed, room bookings made.Attend Operations Meeting and provide support as requiredPurchase order processing and developmentUndertaking project tasks as required.Ensuring projects adhere to frameworks and all documentation is maintained appropriately for each projectTraining and DevelopmentCoordinate the Training and Development spreadsheet to ensure all training is recorded and accurate and delivered in a timely manner.Assist Supervisors and Managers with the training and development of staff in systems and processes including LINKS admin; membership adjustments, pricing changes, sales and financials adjustments, vehicle policies, office processes and systems.Training and development of staff in relation to use of online services as required. Arranging and assisting with the induction and on-boarding of new employees as directed by management and Supervisors.Technical SupportBe the Subject Matter Expert for LINKS Membership system. Provide LINKS troubleshooting for the Sport and Recreation team, including coordination of Links upgrades.Online services development team for the Queenstown Events Centre – liaising with marketing and communications, Knowledge Management and LINKS in order to develop online services through LINKSTechOne - regularly liaise with operations team assessing training and development needs and assist with the provision of TechOne training within Sport & recreationExperience with Microsoft Suite of applications including Office 365, Skype for Business, Promapp, ECM and CI Anywhere software.StaffingAccountable for successful management of employees within the Business Operations team; establishing and leading a high performing team through coaching, mentoring and motivation; and implementing QLDC’s performance management system effectivelyEnsure appropriate training and development for the Business Support Administrator annuallyHealth and SafetyEnsure Health and Safety is at all times a priority.Support a culture focused on the Health & Safety and wellbeing of the organisation and people.Provide administrative support to the Sport & Recreation Health & Safety reporting requirementsSeek advice and support from the appropriate channels whenever necessary to ensure the above are met.Corporate ResponsibilitiesBe prepared if and when required to respond to Rural Fire, Snow events and Civil Defence emergencies. Ensure responses to emergency situations are timely, willingly undertaken and professional at all times.Participate as required before, during and after an emergency, including participating in training events. Occasionally this work will be required after hours, on weekends and during holiday periods. Build commitment to QLDC’s vision, values and services. Willingly undertake any duty required within the context of the position.Manage own personal health and safety and takes appropriate action to deal with workplace hazards, accidents and incidents. Support a workplace culture focused on the H&S and wellbeing of the organisation and peopleComply with all legislative requirements.Adhere to QLDC’s Code of ConductKEY RELATIONSHIPSInternal:Manager, Sport and Recreation Sport & Rec Managers Sport & Rec Business Support AdministratorSport & Rec Managers and SupervisorsQLDC Knowledge ManagementQLDC Human ResourcesExternal:Residents and users of facilitiesContractors and suppliersSports users groupsACCOUNTABILITIES AND DELEGATIONSNo financial delegations however will have authority to raise purchase orders on behalf of the Supervisors and Managers.One direct report – Sport and Recreation Business Support Administrator.PERSON SPECIFICATION3 – 4 years minimum business operations experience supporting a teamNCEA Level 3 Tertiary Business, IT or Recreation & Sports qualification is desirableDemonstrated ability to achieve targets.Demonstrated planning and organisational skills Proven track record of driving and managing business and systems process, Excellent interpersonal skills. Relates well to all kinds of people and has the ability to establish and build upon working relationships effectively. Conveys a professional and positive image, with a courteous and efficient manner. Proven experience in both customer service and administration roles.Experience with financial administration would be advantageous.Demonstrated experience in a range of desktop applications including Microsoft Office.Ability to effectively multitask in a dynamic and busy environment.Demonstrated ability to take on responsibility and use initiative to prioritise work effectively under pressure and to tight deadlines.Demonstrated experience in process/system implementation and improvement.Well-developed communication skills, both written and verbal.Highly motivated, achievement-oriented and innovative professional.Current comprehensive First Aid certificate desirable. COMPETENCIESIntegrity and trust are core competencies for all employees of petencies specific to the role:Customer focusIs dedicated to meeting the expectations and requirements of internal and external customers; Gets first hand customer information and uses it for improvements in products and services; Acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and anisingCan marshal resources (people, funding, material, support) to get things done; can orchestrate multiple activities at once to accomplish a goal; uses resources effectively and efficiently; arranges files and information in a useful manner.Drive for resultsCan be counted on to exceed goals successfully; is constantly and consistently one of the top performers; very bottom line oriented; steadfastly pushes self and others for results.TeamworkingWorks well with a wide variety of people, building constructive professional relationships, ensuring clear communication, and acting in support of the organisation and colleagues. ................
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