Event Coordinator

Job Details

  

Job Title: Event Coordinator

Employment Type: Ongoing

Classification: Parliamentary Service Level 4

Closing Date: 11:30pm AEDT, 31 July 2024 

Contact: Nicole Short, 0414255696, nicole.short@aph.gov.au

 

The Opportunity

 

The Department of Parliamentary Services (DPS) is recruiting for a Parliamentary Service Level 4 Event Coordinator within Commercial Operations Branch. Catering and Events Team is seeking a highly motivated, professional and service focused Event Coordinator due to an increase in business for 2024.

 

Australian Parliament House (APH) Canberra is the meeting place of our nation and is one of our nation's most iconic buildings.  The iconic building welcomes over 725,000 visitors each year including some 127,000 school children. It is home to some 1,300 people working across the building, rising to more than 3,500 people on sitting days and peaking at around 10,000 people in the building on the busiest day of the year each Budget Day.

 

The APH Catering and Events Team delivers high quality food and beverage services to building occupants and visitors that showcase products of the local region and position APH as a destination of choice. Services will be delivered through a range of venues.  The successful applicants will have professional experience in the delivery of events, ideally in a multi-faceted venue and, preferably within high quality and high capacity venues.

 

Who we are looking for

 

We are looking for a team member who will fit seamlessley into an Award winning team and who will bring a positive/customer focused attitude.  We are also looking for someone with experience and attention to detail in delivering high quality catering and events outcomes for Parliament House.

 

Job Specific Requirements

 

  • Demonstrated relevant experience in multi-purpose events and catering, restaurant or hotel venues with high-end delivery.
  • Qualifications in events field or equivalent relevant qualifications/experience are highly desirable.
  • The successful applicant will be required to obtain and maintain a Baseline Vetting (Protected/Restricted) security clearance.


At DPS, we acknowledge the value diversity brings. We are committed to building a diverse and inclusive workplace that ensures all our people can contribute to our shared purpose. We welcome applications from Aboriginal and Torres Strait Islander people, mature age people, people from diverse backgrounds and people with disability.

 

Duty Statement

  

Classification: Parliamentary Service Level 4 

Branch: Commercial Operations Branch 

Immediate supervisor: Event Manager 

 

Under limited/general direction undertake duties in accordance with the agreed standards for the Parliamentary Service Level 4 classification. The duties will include, but are not limited to, the following:

 

1.    As a member of the APH Catering and Events Team, deliver events and catering services at Australian Parliament House (APH) through an in-house service delivery model that provides a high standard of food and beverage service across all outlets and event venues to a wide range of stakeholders. (Key stakeholders include building occupants, other parliamentary departments, parliamentarians, corporate clients, vendors, professional conference organisers and the general public.)

2.    Ensure all sales enquiries and bookings are managed in a professional, polite, timely, accurate and efficient manner.

3.    Maintain records of all enquiries and bookings in the event booking system and ensure all aspects of bookings including financial processes are performed in accordance with DPS polices and standard operating procedures.

4.    Coordinate event delivery and logistics with multiple stakeholders from start to finish, including:

  • Respond to enquiries and generate accurate proposals
  • Coordinate event delivery by working with the back of house and event operations team
  • Provide prompt and accurate invoicing
  • Gather event feedback 

5.    Maintain high quality service standards and standard operating procedures focused on effective, high customer satisfaction levels, and compliance with DPS policies and procedures.

6.    Work collaboratively with multiple stakeholders to provide products, services and information regarding event venues and catering services offered at Australian Parliament House.

7.    Maintain knowledge of contemporary hospitality industry trends.

8.    Additional administrative duties.
 


Employees of DPS are required to be able, and to be seen to be able, to provide professional advice and services to all Senators and Members without favour or prejudice.

 

Selection Criteria

 

1.    Demonstrated ability to co-ordinate and fulfil event logistics with multiple stakeholders from start to finish, including:

  • Respond to enquiries and generate accurate proposals
  • Facilitate event delivery by working with the back of house and event operations team
  • Provide prompt and accurate invoicing
  • Gather event feedback 

2.    Excellent communication, negotiation, and relationship management skills is required to deal with high profile stakeholders.

3.    A high level of personal drive, proven ability to achieve results, sound judgement and strong work ethic.

4.    Commits to achieving quality outcomes and adheres to documentation procedures, seeks feedback from supervisor to gauge satisfaction and seeks guidance when required.

5.    Ability to set their own priorities and manage work flow in order to fulfil the role and produce work of high quality in a timely manner.

6.    Able to work in a team environment, builds and sustains positive relationships with team members and clients, and is responsive to changes in clients’ needs and expectations.

7.    Ability to identify and resolve moderately complex operational and administrative matters.

8.    Demonstrated competency in computer literacy, Microsoft suite programs, and proven experience in using a venue management and booking system.
 

How to apply

 

Please upload your response to the selection criteria, noting that each criteria has a word limit of 750 words.

 

Our purpose and values

 

We proudly provide innovative, unified, and client-focused services to the Australian Parliament and parliamentarians. We are a values driven department, placing our values at the heart of everything we do; from our service offerings and decision making to our interactions with stakeholders and each other.  

 

Our people are employed in a broad and unique range of professional, customer service and trade-based roles, all joined by a shared purpose: to make an enduring contribution to Australia’s parliamentary democracy. We have an inclusive workplace that reflects the diversity of the community we serve. While we come from all walks of life, we share a commitment to care for and protect our iconic workplace. 

 

Every year, almost one million people visit Australian Parliament House to experience the parliamentary process, the building’s architecture, nationally significant art collections, events, tours, and food and dining experiences – all made possible by our people, who are active participants in an environment where no two days are the same.

 

What we can offer

 

Join our community based on innovative, unified, and client-focused services, where your skills and development will be nurtured. You will also enjoy:  

 

•    access to flexible work arrangements 
•    ongoing opportunities to learn and develop new capabilities 
•    a competitive remuneration package
•    free secure underground parking
•    free gym membership and access to recreational facilities
•    on-site childcare, banking services, post office, value-for-money dining options and more.

 

Salary

 

Currently, the salary range for this position is $77,719 - $84,450 per annum.

 

Conditions of Employment

 

Employment opportunities at Department of Parliamentary Services are subject to a range of conditions prescribed in the Parliamentary Service Act 1999 which include:

 

•    Australian citizenship – to be eligible for employment with DPS, applicants must be an Australian Citizen. 

 

•    Security clearance and character clearance – the preferred applicant will be required to obtain and maintain a security clearance at the level specified, as well as complete and be deemed suitable through a Nationally Coordinated Criminal History Check. 

 

•    Health assessment – a pre-employment health assessment will be required where there are physical or medical requirements for the role.