Sports Administrator

**Overview**:
**Work Type**:Ongoing - Full-time

**Salary**: Salary not specified

**Grade**:Education Support - Level 1, Range 3

**Occupation**:Administration

**Location**:Melbourne - CBD and Inner Metro suburbs

**Reference**:1486647

**Selection Criteria**:
**SC1** Demonstrated capacity to perform duties consistent with established guidelines of the School¿s Sport Faculty, including coordinating and supporting others in respect to specific work functions relevant to this role, including sport exchanges.

**SC2** Demonstrated ability to show initiative and work as a highly effective team member within a very busy faculty, and provide advice and support to leadership and other school staff in respect to the work area.

**SC3** Demonstrated highly developed communication and interpersonal skills, and the ability to communicate effectively with a wide range of stakeholders, colleagues, teachers, students and parents.

**SC4** Demonstrated experience in working with multiple priorities in a fast-paced environment, and a proven ability to adapt to change quickly when required.

**SC5** A commitment to professional learning and growth for both self and others.

**SC6** A current First Aid Certificate.

**Role**:

- The Sports Administrator reports to the Director of Sport. There are five principal areas of the role.
- House Sport
- Weekly Sport
- School Sport Victoria and All Schools competition
- Interstate sporting exchanges and interstate sporting trips
- Facility Hire for External groups.

**Responsibilities**:

- House Sport
- Organising the House Swimming, House Athletics, House Cross Country, and Minor House Events
- Venue bookings and permits, processing purchase orders and invoices, staff and student information updated, carnival booklets updated and printed, booking officials, organising staff functions,
- Attending all House Events and assisting on the day with set up, results and pack up.
- Weekly Sport
- Wednesday afternoon for Year 9 & 10 students and Thursday afternoon for Year 11 & 12 students. Twenty-Five Sports are offered for students to participate in.
- Booking venues, booking coaches, processing purchase orders and invoices, staff and student information updated weekly for these events,
- Assisting in staffing arrangements for each sports afternoon, creating events for all offsite sports groups, sports equipment to all the relevant coaches for the afternoon.
- School Sport Victoria and All Schools Competitions
- Entering teams into SSV or All Schools, processing purchase orders and invoices,
- Creating events for staff and students on Compass.
- Arranging staff members to attend with teams, sports uniforms and gear is allocated, booking transport to venues.
- Providing administration assistance to specific MHS Sports Programs
- Rowing, Rugby, Water Polo, Cricket, and Volleyball, creating events in Compass, processing purchase orders and invoices, booking external coaches, booking venues, booking transport, and entering competitions.
- Interstate sporting exchanges and interstate sporting trips
- Annual exchanges with other schools either travelling interstate or hosting. Plus, MHS Sports Teams traveling interstate and occasionally internationally.
- Hosting role
- MHS Teams arranged, student forms updated, a billet database formed
- matching students up with interstate guest, program of events, booking venues, booking umpires, arranging transport, arranging staff morning tea, booking venue for staff meals, arranging farewell BBQ and Presentation,
- Travelling role
- All documentation ready for approval from the school council, Budget costings for the trip, Travel documentation to be lodge with Department of Education including risk management plans. Creating an Event in Compass for payment and consent, collecting medical forms and at-risk students¿ forms, photocopying for each staff member travelling, booking flights, accommodation, all information forms updated, processing invoices, booking on ground transport, uniform, and equipment allocation.
- Facility Hire
- Managing the approx. forty external hire groups that use MHS facilities
- taking bookings, editing bookings.
- Managing Hire Agreements preparation and signing off.
- Consulting with MHS Facilities Manager and Hire Group for after hours and weekend bookings locking up and security.
- Booking lifeguards for the pool, processing the invoicing monthly, following up outstanding accounts, dealing with inquiries, issues, and complaints.
- Other administration provided.
- Sports Colours
- Updating and Printing
- Sports Council Meetings - minutes, and papers
- Sports Uniforms
- ordering, keeping stock, washing.
- Sports Equipment
- ordering, stock, and maintenance
- Sports Trophies & medals
- ordering and perpetual trophies engraved.
- General assistance to all students and staff.
- First Aid
- Other duties as consistent with this designation.
- This is advertised as a full time role, but the time fraction may be negotiated between 0.8