Position Title:
Classification:
Position No:
Incumbent: / Festival and Events Coordinator
Band 5
9606 601
Vacant
Directorate:
Department: / Community Programs
Leisure and Cultural Services
Date:
Prepared by: / June 2013
Coordinator Leisure and Cultural Services
Banyule City Council / Banyule City Council is an award winning organisation that prides itself on a customer-focused culture of innovation, best practice and continuous improvement. We uphold an enviable reputation for customer serviceand work diligently to maintain high quality services to provide the best possible opportunities and outcomes for the community we represent.
Departmental Overview / The Leisure & Cultural Services Department is a dynamic, innovative and inclusive team which provides high quality services, events and programs to the Banyule Community. We pride ourselves on our ability to work as a highly effective and cohesive team to achieve our shared goals and objectives. Within this department there are two teams: the Leisure Services team and the Cultural Services team who work both individually and collaboratively on a range of projects and programs.
The Cultural Services team within the Leisure & Cultural Services Department is a small but active team that supports, facilitates and creates a range of innovative arts & cultural programs, develops and co-ordinates a range of major events and co-ordinates Hatch Contemporary Arts Space.
The team consists of the Cultural Services Team Leader, Curator & Arts Officer, Arts & Events Officer andthe Festival and Events Co-ordinator. The positions have been developed to ensure a collaborative approach while ensuring each position has individual objectives and priorities.
Position Objectives / To develop, co-ordinate,facilitate and deliver a diverse range of innovative, well managed festivals and events that engage the community and provide opportunities for participation. To work in partnership with the Cultural Services team to support the delivery of other arts, culture and heritage outcomes as described in the Banyule City Council Arts Plan 2013 - 2017.
Our Values / In placing the customer first the following values guide how we work together as teams, and as individuals.
RESPECT each other
We act in ways which support each person’s dignity and worth
Have clear PURPOSE
We work with consistency, direction and clarity, even in a changing environment
Take OWNERSHIP
We act with integrity, being honest, responsible and accountable for our actions
Seek OPPORTUNITY
We innovate and take initiative, open to experiencing new things and celebrating our achievements
INVOLVE others
We engage and include others, seeking to understand one another and communicate well
Key Responsibility Areas /
  1. Contribute a positive personal contribution to the Leisure and Cultural Services Department and work collaboratively both within the Department and across internal and external stakeholders.
  2. Contribute to the development of plans, processes, systems and templates that support this role, the Leisure and Cultural Services Department and Banyule City Council.
  3. Festivals and Events Delivery
  • Devise, develop, market, deliver and evaluate a diverse range of innovative festivals and events as outlined in the Banyule City Council Arts Plan 2013 – 2017, including:
  • Twilight Sounds
  • Kids ArtyFarty Fest
  • Malahang Festival
  • Boulevard Lights
  • Coordinate all aspects of project delivery including logistics, programming, infrastructure, contracts and risk management
  • Utilise Council processes and templates including project planning tools to facilitate timely and cost effective delivery of festivals and events
  • Work with the Team Leader Cultural Services to actively seek sponsorship and other sources of funding for festivals and events

Key Responsibility Areas continued /
  1. Work in collaboration with other members of the Leisure & Cultural Services Department to develop and deliver other festivals and events including:
  • Winter Arts
  • Carols by Candlelight
  • A variety of smaller events including: IDAHO Day, Cultural Diversity Week, NAIDOC Week and others as decided on by the Leisure and Cultural Services Department
  • Other arts, culture and heritage activities as decided by the team
  1. Community Participation and Partnerships
  • Ensure programming reflects our community’s demographics and meets the communities expectations
  • Facilitate community participation in the development or delivery of festivals and events by:
  • Identifying gaps in programming
  • Programming new and innovative performances and activities
  • Building relationships and partnerships with residents, community groups and organisations to facilitate their participation
  • Facilitating the Malahang Community Festival Advisory Group and Banyule Festival Advisory Group in order to consult widely regarding programming and planning
  • Consulting with internal project teams, community groups, residents, participants, stakeholders and organisations
  • Develop and deliver a community cultural development project with an identified community group that results in a public outcome at one of Banyule’s festivals or events
  • Maintain accurate records regarding the participation rates of events
  • Manage and maintain positive relationships with partners, media, sponsors and other stakeholders
  1. Whole of Council Approach
  • Develop strong internal relationships that support the collaborative delivery of festivals and events across Council
  • Work in partnership with Council’s Communications Department to develop and deliver effective marketing and promotion materials including, but not limited to, media releases, brochures, posters and advertising
  • Provide advice on other internal & external events through the internal Event Management Team

  1. Finances, Risk, Contracts and Reporting
  • Develop, in collaboration with the Risk Management Department, Risk Assessments for all festivals and events to ensure they meet OH&S requirements and to provide a safe environment for staff, volunteers, contractors and the community
  • Manage the engagement of external contractors and performers including developing briefs and agreements and ensure documentation such as JSEAs and Public Liability Insurance are confirmed
  • Manage and monitor festival and event budgets
  • Undertake evaluations and reviews of events and programs including the development of annual evaluation reports that outline successes, issues and recommendations
  • Contribute to organisational reporting requirements including monthly highlight reports
  1. Other Responsibilities
  • Support the Leisure and Cultural Services Team to help deliver a range of leisure and culture activities
  • Out of hours and weekend work is required at various times across the year

Flexibility / Our Enterprise Agreement encourages workforce flexibility and acknowledges:
  • That change in the workplace is ongoing and a degree of flexibility needs to be inherent in order to operate efficiently and respond to customer needs.
  • Commitment to improving the skills and competencies of staff by offering opportunities wherever practicable to transfer or rotate throughout Council and providing training as necessary to fulfil the position.

Organisational Relationships: / Position Reports to: Team Leader Cultural Services
Supervises: Volunteers, contractors, artists
Internal Liaisons: Council staff and Councillors
External Liaisons: Local business, government agencies, artists, community and cultural groups, community organisations, schools.
Accountability and Extent of Authority: / In line with the position purpose the Festival and Events Coordinator is:
  • Responsible for the development, delivery and evaluation of festivals and events as outlined in the Arts Plan 2013 – 2017
  • Accountable for the management of festival budgets and timelines
  • Responsible for developing effective and positive working relationships both internally and externally with appropriate stakeholders
  • Responsible for implementing the Arts Plan 2013 – 2017 tasks relevant to this position
  • Responsible for recruiting and managing volunteers and contractors
  • Accountable for delivering comprehensive evaluation reports of festivals and events
  • Accountable for providing regular updates and reports to the Team Leader Cultural Services regarding scheduling, long-term planning, budgets, delivery and evaluation
  • Authorised to make purchases within specified limits

Judgment and Decision Making: / In line with the position purpose the Festival and Events Coordinator is expected to:
  • Make recommendations for the improvement and development of Banyule City Council’s festivals and events
  • Exercise problem solving skills to find solutions when dealing with the competing demands of both internal and external stakeholders
  • Monitor programming expenditure and have input into financial decisions in relation to festivals and events
  • Seek guidance from outside Council as required

Specialist Knowledge and Skill /
  • Extensive and proven experience in administration, planning, programming and promotion of festivals and events
  • Experience in contract negotiation and risk management processes and procedures
  • Experience in community development principles and delivery
  • Experience in liaising with community groups, sponsors and council departments.
  • Ability to work with a diverse range of community and cultural groups of varying skill levels

Management Skills /
  • Ability to manage and facilitate community advisory groups
  • Ability to supervise and liaise with part-time, casuals, contracted staff and volunteers
  • Extensive experience and capacity to manage multiple projects, prioritise tasks and meet deadlines

Interpersonal skills: /
  • Excellent communication skills both oral and written
  • The ability to collaborate, facilitate, consult and gain co-operation and assistance with internal and external customers including diverse communities
  • Negotiation skills
  • Ability to work in a team environment and independently when required
  • Confidence to use initiative and seek effective and efficient methods to implement project tasks

Qualifications and experience /
  • A degree or diploma in a related field, (Event Management, Arts, Community Cultural Development) or extensive experience in the festival and event management field
  • Current drivers licence

Environmental and Sustainability Requirements: /
  • Adhere to Council’s Environment Policy and Environment Strategy
  • Adhere to Council’s Sustainability Code of Practice and Environmental Purchasing Guidelines

OH&S and Other Risk Requirements: /
  • Ensure a safe and healthy environment by fulfilling the responsibilities and requirements of Council’s health and safety system and health and wellbeing program.
  • Exercise reasonable care to prevent injury to himself/herself and others whom may be affected by his/her duties and actions.
  • Exercise due care for Council property for which this position is responsible or issued.

Banyule Management System: /
  • Conduct all work according to the requirements of the Banyule Management System, incorporating the Banyule Management Manual and Service Unit specific Quality and Cost Standards and procedures.
  • The Banyule Management System incorporates Council’s Quality, Environmental and OH&S Management Systems

Key Selection Criteria
(Candidates please address this section in your application)
  1. Extensive and proven experience in the development, delivery and evaluation of large scale festivals and events
  2. Extensive experience in risk management especially in relation to large-scale outdoor events
  3. Ability to manage and monitor budgets including regular reporting
  4. Demonstrated skills and experience in collaboration and group facilitation
  5. Highly developed and demonstrated communication skills, both oral and written, including community engagement and consultation skills, report writing and copy writing for marketing purposes
  6. Excellent time management skills including the ability to manage multiple projects, prioritise and meet project deadlines
  7. Proven capacity and desire to work collaboratively with a team of skilled professionals

Council promotes diversity and equal opportunity in employment.

If you have a disability or require assistance or adjustment to participate fully in the recruitment process, please contact a member of the Workforce Development team on 9490 4249.

SIGNED: ______

DATE: ______

Leisure and Cultural Services / 14794 – Festival and Events Coordinator / Amended 04/06/2013 / Page 1 of 7