Events & Ceremonies Officer

Job number: 60001792

Australian War Memorial /
Public Programs Branch / Classification: / APS Level 4
Commemoration and Visitor EngagementSection

Job Description

Under general direction, the primary role of this position is to undertake a range of projects as part of a small team. Working with internal and external stakeholders performing a range of administration and coordination tasks associated with the planning and delivery of a range of events and ceremonies, including but not limited to ANZAC Day, Remembrance Day, ex-service organisation ceremonies, VIP visits, exhibition and gallery launches and other events.

The work involves: the coordination and delivery of events and ceremonies through the procurement of equipment, compilation of orders of services, adherence to protocols and all associated administration.

Notes: This position will be required to work outside business hours (including weekends and public holidays).

Responsibilities

Under general direction

  1. Develop and implement project schedules for allocated events and ceremonies efficiently and flexibly whilst prioritising workflows and meeting deadlines.
  1. Establish productive working relationships with both internal and external stakeholders such as government departments and agencies, Embassies and High Commissions, veterans groups and associations, suppliers and contractors. Undertake liaison and negotiation with stakeholders and support outcomes with accurate written documentation.
  1. Prepare administration briefs, budgets and documentation relevant to the delivery of events and ceremonies.
  1. Represent the Memorial at meetings and manage or escalate client and stakeholder expectations as appropriate.
  1. Provide advice to veteran groups and associations regarding ceremonial formats and protocols.
  1. Actively participate and contribute to team and section meetings, prioritising work, sharing information and ideas, and undertaking joint planning, problem solving and service initiatives development (including financial, business and strategic planning).
  1. Manual handling and movement of a wide range of objects is required including but not limited to movement of electrical and audio equipment, bollards, barriers and other items used for events and ceremonies.

Capability

Teamwork and productive working relationships

  • Ability to support and where required lead the work of other employees and to advise others in performance of events based operational planning. Demonstrates a professional example within the team and to stakeholders alike. Contributes to the maintenance of a safe and healthy work environment. Actively develops relationships and partnerships that benefit the Memorial.

Personal drive and integrity

  • Actively adheres to and promotes APS and Memorial's Values and Culture and Code of Ethics. Highly motivated and committed to the achievement of excellence in nationally recognised commemorative events and ceremonies. Outcome focused, accepts responsibility and has the capacity to work independently in the completion of specific projects or tasks.

Strategic vision

  • Demonstrates capacity to support the Memorials core business and understands this relationship to nationally important events and ceremonies. Ability to analyse complex issues and develop options to achieve required outcomes. Able to support junior team members achieve organisational goals. Recognises emerging trends and provide considered advice to subordinates and superiors.

Communicates openly and effectively

  • Sound interpersonal and communication skills with demonstrated ability to liaise with key clients and otheremployees. Actively participates innegotiations andeffectively, encourages other team members to contribute appropriately. Displays empathy and puts forward ideas logically and succinctly.

Achieves results

  • Capacity to acquire practical knowledge of protocol and ceremonial related policies and practices, existing organisational work practices, procedures, guidelines and instructions necessary to achieve work targets. Prioritises monitors and delivers tasks, provides support and strives for excellence. Ability to interpret legislation, regulations or other guideline material relating to the operations of the work area. Utilises knowledge and skills within the team effectively.

Selection Criteria

You will have:

  1. Experience or qualifications in event management, including project scheduling, resource allocation, risk management and coordination.
  1. Sound judgement and thedemonstrated ability to work independently on multiple projects.
  1. Demonstrated ability to work productively and harmoniously in a team environment, both on individual projects and in collaboration with others.
  1. Highly developed written skills and the demonstrated ability to prepare administration briefs, ministerials and reports.
  1. Highly developed interpersonal communication skills including the ability to organise, negotiate and liaise effectively.
  1. Willingness and ability to work outside business hours including weekends and public holidays.
  1. Physical ability to perform safe manual handling techniques and move a variety of items as required.