APS Sport Events & Compliance Officer 2023

BACKGROUND

The Associated Public Schools of Victoria (APS) was established in 1908.  Eleven member schools participate in 23 sporting competitions throughout the year.  The organisation of Sport is determined by the APS Heads and Boys & Girls Delegates Committees.  

The APS Delegates Committee consists of a Boys Delegate from each of the eleven Boys schools and a Girls Delegate from each of the six Coeducational schools.

The APS Coeducational schools compete in the AGSV/APS Girls competition along with the six Coeducational schools from the Associated Grammar Schools of Victoria, which make for a combined competition that consists of 12 schools (six from AGSV and six from APS Coeducational schools).  Arrangements for AGSV/APS Girls Sport are determined by a Committee of Delegates and Sports Coordinators who represent both School Sport Associations.

APS SPORT VISION STATEMENT

To be recognised Nationally as a leading School Sport Association.

APS SPORT MISSION

To provide a comprehensive and high quality sporting competition for the students of the schools of the Associated Public Schools of Victoria and thereby foster individual and team development for all.

DUTY STATEMENT / POSITION DESCRIPTION

Reports to                                        The Executive Officer, APS Sport
Terms of Employment                     1.0 FTE commencing February, 2023
Office location                                 HAWTHORN

The Position

The APS Sport Events and Compliance Officer (including Executive Assistance) is a new, full time position.  

The successful applicant will attend to the requirements and meet deadlines according to the duties and responsibilities listed below.  As part of a team of four people (including the Executive Officer, Primary and Secondary Sport Officers) they will also assist colleagues to administer the Primary and Secondary school sport programs on behalf of APS Sport and its member schools.  

The successful applicant will be required to attend events on Saturdays (during school terms) as well as attend all major events run by the Association.  This includes but is not limited to performing the role of Cross Country Event Manager during the winter season (six events are conducted on a Saturday morning).  

Reasonable additional hours may be required to perform duties within the agreement as directed by the Executive Officer or the APS Heads.

Duties include, but are not limited to:

• Event Management.  Inherent duties include the Representative program, Combined Sport events (i.e. Athletics, Cross Country, Diving, Golf, Rowing, Swimming & Water Polo) and media services for Summer, Winter and Spring sport.
• Coordinate and communicate all aspects of major events, including organising officials, team submissions, printing of programs.
• Assuming overall responsibility, leadership and maintenance of Child Safety / Protection practices and record keeping.  Manage the online system (PassTab), including registering, recording and regular checking of all matters relating to officials and compliance
• Managing and communication of the appointment of Umpires / Officials for all APS Sport and AGSV / APS competitions / events
• Maintaining key Governance portfolios - Policy, Compliance and analysis of data. Liaise with the AGSV equivalent for shared governace requirements.
• Assume overall responsibility for the Risk Assessment of all APS Sport Central venues and monitor and evaluate venues with each member School.  Inherent duties include monitoring and evaluating Risk Assessment criteria, assessment documents and assessing/monitoring each venue.
• Full logistical management of Representative Events when APS Sport is host in the lead up to and on event day.  This includes but in not limited to venue bookings, schedule of matches / events, playing conditions, officials and umpires bookings-compliance-payments, preparation and printing of program, catering, team selection, uniform design, stocktake and ordering.  Assist with post event debrief and evaluation.
• Manage compliance matters, attend and assist management and preparation of all APS Sport events including Combined Sports i.e. Athletics, Cross Country, Golf, Swimming & Water Polo.  Assist with Summer, Winter and Spring sport, Committee & Delegates Dinners and other APS Sport events as deemed suitable.
• Assisting with matters related to the Delegates Committee
  • Advise the Executive Officer on matters and prepare reports related to governance, policy and compliance
  • Assistance to the Executive Officer
  • Minute taking, formalising Minutes
  • Organise or assist with arrangements involving strategic planning forums, plenary days and related follow up
  • APS Heads meetings preparation
  • Oversee and collate collection of any Incident data into reports
  • Promote and archive results and records from all major events
• Assuming overall responsibility for the Occupational Health & Safety obligations for the APS Sport office and source Professional Development opportunities for the APS Sport office
• Assist with data entry as required e.g. Scoreboard Digital, Census, Statistical analysis
• Raise initiatives and provide strategic input that may improve existing program or operational methods
• Performing additional duties and provide administrative support as requested.

Experience, knowledge and skills

Essential / proven

• Event management and sports administration experience (minimum 2-3 years)
• Uphold and promote existing Policies and Procedures
• Advanced computer skills including full Microsoft suite, Google sheets & docs
• Use of Meet Manager software (swimming, athletics)
• High quality written and verbal communication skills
• Previous experience with Minute taking / writing
• General secretarial / office management
• Attention to detail e.g. data entry
• Sporting knowledge and passion - understanding sport, rules and regulations, cutting-edge processes to ensure all sports are efficiently administered / precisely organised and how various sports contribute to physical fitness and mental health / wellbeing
• Advocate student involvement in sport with a strong sense of ethics and fairness
• Uphold confidentiality and respect the ethical standards of both APS & AGSV Associations
• Commitment to working in a fast-paced work environment.

Desirable

• Relevant tertiary qualifications - education / or sports management / administration
• Proficiency with social media along with the ability to engage followers

Key Performance Indicators / Competencies

• Team mindset
• Effective communication, interpersonal, consultation & negotiation skills
• Problem solving skills
• Personable with the ability to liaise and engage with people at all levels
• Proficiency - prioritise and multitask to deliver outcomes within strict deadlines
• Reliable, taking pride in your organisational and time management skills
• Notably able to work both autonomously and within a small team environment
• Uphold and promote existing Policies and Procedures
• Ability to demonstrate sound judgment in a range of circumstances

Employment checks

• Current Working with Children Card check (Employment)
• Minimum First Aid Level 2 or equivalent and current CPR Certificate
• Consent to Police Check