Position Description
Production Administrator –
St Kilda Festival
The City of Port Phillip celebrates a vibrant and diverse work environment and community which includes people of
Aboriginal and/or Torres Strait Islander background, people of diverse sexual orientation and gender, people from
culturally and linguistically diverse backgrounds and people of varied age, health, socio-economic status, faith and
spirituality. Employees are able to develop both professionally and personally whilst planning and delivering a range
of important services and programs to the community.
Our ‘Community First’ organisational strategy aims to strengthen our focus on delivering Council’s vision:
•
Engaged – A well governed city
•
Healthy – A healthy, creative & inclusive city
•
Resilient – A strong, innovative and adaptive city
•
Vibrant – A liveable and connected city
Community First is a whole of organisation approach that sets out how we deliver the Council Plan and Council’s key
strategic priorities. It’s about working together to maximise our potential and performance. It gives us a stronger
basis for delivering better services, projects and programs as well as even greater benefit to our community. As part
of our commitment to being an organisation that puts the community first we have agreed to focus on the following
priorities:
1.
Enterprise Portfolio Management
2.
Great Places and Precincts
3.
Continuous Improvement
4.
Aligned Organisational Culture and Capability
5.
Good Governance
POSITION TITLE:
Production Administrator – St Kilda Festival
AWARD CLASSIFICATION:
Band 5
DEPARTMENT:
Arts & Culture
DIVISION:
Community Development
DATE APPROVED:
September 2014
APPROVED BY
Manager Arts & Culture
ORGANISATIONAL RELATIONSHIPS:
REPORTS TO:
Production Manager – St Kilda Festival
SUPERVISES:
Casual staff, volunteers
Position Description
Production Administrator –
St Kilda Festival
INTERNAL LIAISONS:
Festivals staff, Festivals production staff, Culture & Leisure
Staff, other relevant officers within the organisation
EXTERNAL LIAISONS:
Festival stakeholders, contractors and suppliers; emergency
services; traffic and transport service providers; general public;
other organisations as required
POSITION OBJECTIVES

Provide administrative and business support to the Festival Production team in a
busy and sometimes complex and diverse environment.

Assisting with the coordination of production schedules and document maintenance
whilst overseeing and liaising with Festival suppliers, Festival staff, contractors and
partners.

Use initiative and provide excellent and responsive customer support to meet
service expectations and organisational and departmental needs.
KEY RESPONSIBILITY AND DUTIES

Assist the Festival Production Management Team execute production & operational
plans, schedules and budgets.

Alongside the Production Manager, assist with the recruitment of Production staff.

Operate with an awareness of industrial and award conditions to ensure a safe and
harmonious atmosphere
Actively contribute to and support process improvements, data collection and
collation, research, reporting mechanisms, end to end recruitment and selection,
effective administration, communications and service provision.

Liaise with contractors in the operations field and monitor their performance to
ensure excellent standards are adhered to

Alongside the Production Manager, liaise with Festival partners and participants to
ensure infrastructure requirements are met.
Supervision of Casual Staff and Volunteers.
ACCOUNTABILITY AND EXTENT OF AUTHORITY

Staff management for casual staff and volunteers.

Ability to utilise analytical and investigative skills for contribution to the production
strategy and the development of policies.
Position Description
Production Administrator –
St Kilda Festival

This role is guided by Council objectives, budgets, policies and strategies, including
the Council Plan.

Oversee relationships for key Festival stakeholders according to council policy and
festival planning.
.
JUDGMENT AND DECISION MAKING

Responsible for ensuring accurate and appropriate information and advice is given
to service users and the public in relation to the St Kilda Festival.

Application of established skills and previous experience in order to solve problem
and issues they arise.

Resolve problems and make decisions within established policies and procedures

Required to make decisions on day-to-day basis under broad direction with
guidance and advice not always available.

Recommend administrative process improvements and contribute to organisational
capacity by reviewing methods and looking for better ways of delivering services
and support.
SPECIALIST SKILLS AND KNOWLEDGE

Demonstrated professional experience in planning, project management and
communications roles.

An understanding of the long-term goals of the wider organisation and of its values
and aspirations.

Well-developed minute taking skills and demonstrated attention to detail.

Demonstrated coordination, investigative, analytical and skills in organisation

Ability to continuously meet short deadlines and yet maintain high work standards.

Knowledge of budgeting, accounting and financial procedures as they relate to the
St Kilda Festival.
MANAGEMENT SKILLS

Ability to achieve objectives despite conflicting pressures.

Ability to prioritise and effectively manage time, plan & organise own work
particularly in times of high stress.

Responsible for implementing and communicating policies and procedures to
production staff, including but not limited to, Occupational Health and Safety, Risk,
Human Resources policies, procedures and techniques.

Ability to manage and direct casual staff and volunteers.
OCCUPATIONAL HEALTH & SAFETY
Position Description
Production Administrator –
St Kilda Festival

Understand and comply with, the Council OH&S Policy, procedures and legislative
requirements relevant to the position.

Take responsibility for individual / own health and safety and that of others in the
workplace. This includes the reporting of incidents involving injury and near misses.

Communicate with employee health and safety representatives and supervisors
about OH&S matters.

Proactively report any unsafe workplace practices and/or hazards and suggest
injury prevention measures.

Participate in regular training programs to improve awareness of risk management
and health and safety within the workplace.

Perform work in a safe and appropriate manner at all times.
INTERPERSONAL SKILLS

Ability to liaise with Council officers, staff and the public in order to negotiate and
gain co-operation.

Ability to liaise with external stakeholders at all levels in order to discuss and resolve
specialist issues

Flexibility to adjust and adapt to changing work demands and routines whilst
consistently meeting service commitments.

Ability to work effectively both under supervision as well as achieve results with a
minimal level of supervision.

High level written and oral communication skills.
QUALIFICATIONS AND EXPERIENCE

Academic: Degree or Diploma in event management or a related discipline with
relevant experience or lesser formal qualifications with extensive experience. .

Experience: Minimum three years’ experience in simular multi-faceted roles on
major events.
KEY SELECTION CRITERIA

Demonstrated professional experience in planning, project management and
communication roles.

Demonstrated coordination and organisation skills and ability to meet short
deadlines in a high pressure events environment.

Proven ability to manage and progress a range of different issues simultaneously
and meet tight deadlines, prioritising requests from a broad range of customers.

Well-developed interpersonal and communication skills, including preparing
correspondence, and reports, and maintaining records.

Demonstrated experience to facilitate relationships and influence decision making.
Position Description
Production Administrator –
St Kilda Festival

Excellent communication skills applicable to a wide variety of stakeholders and
situations

Strong Microsoft Office skills.