Position Vacant

Lifesaving Administration Manager

Reports to: President – Surf Lifesaving Club

Supervision: Minimal, monthly meeting with President/Committee

Position Purpose: To provide effective and timely administration service for the efficient operations of the Kawana Waters Surf Lifesaving Club Inc.

Performance Criteria

Membership Administration

  • Process renewals and new membership applications including enter member details in Surfguard and maintain Membership Records
  • Maintain Blue Card Records
  • Attend to all member inquiries; including fitting and providing clothing, cross promoting the Supporters Club events and promotions and lifesaving queries
  • Liaise with members/Branch for Workers Compensation claims, incident reporting and action

Training administration

  • Process all documentation for proficiencies
  • Coordinate the effective preparation and distribution of SLSQ qualifications to members and certification of industry and nationally recognised courses
  • Raising all training and course documentation
  • Liaise with Branch and tracking of all training and course paperwork
  • Maintain lists of members for upcoming courses and obtaining expressions of interest for course attendance
  • Distribute course and proficiency dates to members
  • Market and internally promote upcoming courses and training
  • Ensure all stakeholders are continually informed of updates of policies and procedures for SLSQ/A
  • Support the Chief Training Officer for all training and assessing

Patrolling administration

  • Enter patrol log dates and information into Surfguard
  • Provide data for all audits
  • Distribute patrol information to members
  • Maintain inventory of patrol uniforms
  • Rectify Issue tracker items as assigned
  • Maintain asset register for trailers/IRB’s ensuring these are registered
  • Organize service for patrol vehicle/ATV as required
  • Ensure annual patrol agreements are submitted and approved
  • Review and report on award gaps
  • Support the Club Captain with patrol teams, rosters and equipment
  • Oversee the Web Issues program for patrol maintenance issues

Surf Sports administration

  • Notify members of upcoming carnival dates and information and process all carnival entries and carnival results
  • Submit documentation to Branch/State, including Team Manager Declarations, Water Safety/Officials
  • Liaise with Officials and Team Managers, providing support where necessary

Junior Activities administration

  • Liaise with volunteers to provide training and guidance on governance, policies and procedures
  • Process all age awards, age proficiencies, age competencies and all carnival nominations and associated paperwork

Management Committee Support

  • Provide executive secretarial services for all committees

Correspondence

  • Process and record all incoming and outgoing correspondence/communication on a daily basis and distribute necessary correspondence to relevant Officers
  • Formulate responses where appropriate to correspondence

Minute Secretary

  • Distribution of Meeting Agendas and minutes
  • Request reports from appropriate committee members
  • Circulate all reports and agenda items to be discussed prior to meetings
  • Attendance out of hours to take minutes, circulate and collate meeting material
  • Record, prepare and distribute the minutes following meetings
  • Provide support for any items to be actioned from the meeting
  • Attendance at any additional meetings
  • Following up of items to be actioned following meetings

AGM

  • Preparation of all notices, record minutes for both Surf Lifesaving and Supporters Club in accordance with the Constitutions.
  • Preparation, distribution and collation of all material to be used at AGM

Annual Report

  • Prepare report; edit, collate and distribute
  • Timely requests of material to be reported from contributing members
  • Organising photographs and/or articles to be included
  • Lengthy preparation of reports, statistics and material

Presentation Night

  • Organise all event components; from confirming the date, arranging invitations to guests and members, attending to VIP invitations and attendances, order and organise trophies and prizes, recording of RSVP and Apologies, attending to seating plans, formulate event format and timing for MC’s, etc., liaise with Supporters Club on menu, theme, decorations, guest numbers, entertainment.

Grants

  • Submit and formulate grants as required
  • Submit and record acquittal of grants as required

Communication

  • First contact for phone enquiries, personal attendances, email and correspondence
  • Attend to the website to ensure information is current
  • Notify members of training, patrols, club activities
  • Preparation and distribution of monthly member newsletter

Financial Administration

  • POS system operation and daily reconciliation
  • Receipt all income along with preparation and deposit cash to bank
  • Administer the petty cash system and ensure appropriate and accurate record keeping
  • Follow up outstanding member payments
  • Liaise with accounts department for all financial queries
  • Order all items required for operation of the Surf Club: clothing/lifesaving equipment, consumables and information
  • Stocktakes of all clothing/lifesaving equipment usually biannually or when requested

General Office Administration

  • Photocopier, Phone and email communications
  • Answer all incoming calls professionally
  • Greet every customer professionally and provide quality customer service
  • Pass on all messages either by email, phone or in person
  • Maintain office notice board

First Aid Administration and Dedicated First Aid Officer

  • Support First Aid officer with monitoring Stock levels and ordering supplies
  • Organize equipment servicing as required
  • Keep area clean and in accordance with the current Patrol Operations Manual (POM)

Ad hoc Administration

  • Coordinate with Club Manager on any ad hoc duties: Test & tag, Clubhouse issues
  • Resolve/discuss OH & S issues
  • Liaise with local government whilst maintaining positive relationships
  • When required assist in Reception of Supporters Club
  • Ensure SLSA & SLSQ policies and best practice are adhered to; including extensive knowledge of the Patrol Operations Manual (POM), Child & Youth Risk Management Strategy (CYRMS) but not limited to.
  • Work on weekends & evenings to attend meetings and club events as required
  • Answer overflow calls from Supporters Club
  • Assistance with building maintenance and construction

Sponsorship & Marketing

  • Support management and members in relation to sponsorship & marketing for the club

Monthly Committee Meeting

  • Prepare Administration Report which outlines – Surf Office Activity for the past month and also the following month, Current Workload Commitments and outline your position focus/goals for the following month.
  • Provide overview of past months goals and report progress – goals achieved and projects completed
  • Outline any events that may require addition hours to be worked
  • Outline any administration related areas of concern and report any issues affecting the office operation or efficiency