Position
FUNCTIONS OFFICER EASTERN SUBURBS 3-6 MONTH CONTRACT MON-FRI - 7.5 HOURS EACH DAY $52.98 PER HOUR
Responsibilities
* Coordinate the delivery of various functions including but not limited to Citizenship Ceremonies, Mayoral Dinner, Civic Dinner, stakeholder events and volunteers' functions, liaising with relevant internal and external stakeholders as required.
* In consultation with the relevant Manager and the Marketing and Communications Team, oversee the preparation of project plans, run sheets, programmes, invitations, seating charts, name tags and staging for civic and corporate functions as required to ensure appropriate internal and external processes are adhered to including liaison with the offices of members of parliament, flag protocols, floral tributes etc.
* Undertake duties as the Food Safety Supervisor for Civic and Corporate Functions ensuring all functions comply to relevant standards.
* Supervise the activities of the City\'s catering contractors including compliance with contract conditions and provide input to the tendering process as required.
* Supervise the day-to-day activities of the Food and Beverage Staff including setting rosters and reviewing staffing needs and labour hire, to meet the City\'s requirements.
* Provide advice and information to the City\'s officers on appropriate arrangements, applicable protocols, and available options relevant to civic and corporate functions ensuring that event applications are submitted, and a risk assessment is completed where required.
* In consultation with the Manager PR & Stakeholder Engagement, manage the Functions Team annual budget, ensuring all costs and purchases are within budget specifications and report projected variations.
* Coordinate bookings for users of the Civic Centre\'s rooms and associated equipment ensuring appropriate catering is provided where requested and rooms are set up and packed down in preparation for scheduled meetings, functions, and dinners in accordance with booking requests as required.
* Prepare reports and statistics for Civic Functions and stakeholder engagement activities in line with business objectives.
* Manage the Department\'s consumable stocks, including food and beverages, promotional material, equipment and merchandise and monitor stock usage, organising replacement and new stock as required.
* Maintain and account for all equipment associated with functions and meetings
* Receive enquiries, complaints, RSVPs, and correspondence, taking appropriate action in line with established policies and practices and with the aim of maintaining a strong customer focussed service.
* In consultation with the Coordinator Media & Communications, Manager PR & Stakeholder Engagement and relevant teams, develop speech notes, MC notes, memos, and briefing papers for Civic Functions
* In consultation with the City\'s Graphic Designer and Manager PR & Stakeholder Engagement, liaise with printers and suppliers regarding events staging and printed materials for civic functions.
* Maintain effective working relationships with key city suppliers for the effective delivery of catering services, civic functions, and Council meals.
* Effectively supervise and promote compliance with Work Health & Safety and Environment policies and procedures
* Effectively encourage recommendations to improve systems, policies, and practices to ensure the continuous improvement of the City\'s Business Management System.
Essential qualifications
* Must possess - SITSS00069 - Food Safety Supervision Skill Set - ESSENTIAL
* Possession of, or progress towards, a relevant qualification in Hospitality, Event Management, Administration or a related field, or equivalent relevant experience.
* Previous relevant experience within the events, hospitality and functions field with responsibility for coordinating small to large events and functions.
* Well-developed interpersonal and conflict resolution skills with the ability to communicate with a wide range of people and groups
* Ability to effectively supervise staff to achieve agreed outcomes.
* Proven decision making and problem-solving ability, whilst applying the appropriate level of discretion and confidentiality to the role.
* Well-developed organisational, event management and administrative skills
* Good communication skills including the ability to write reports
* Ability to acquire the appropriate legislative endorsements e.g. Construction Induction - Prepare to Work Safely in the Construction Industry (White Card) in combination with a good understanding of the Work Health & Safety requirements relevant to this position.
* Experience in Microsoft Office suite of products (i.e. Word, Excel, Powerpoint, Outlook).
* Possession of, or the ability to acquire, a satisfactory Police Clearance Certificate (dated within the last twelve months).
* Possession of, or the ability to acquire a Responsible Service of Alcohol Certificate.
Additional information
* Parking on site
* Additional hours may be required
* $52.98 per hour
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