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Support Coordinator - 0.5FTE Fixed Term

Job details

The Arts Village
18 Aug 2016
Bay of Plenty
Work type
Part time employment, Contract
Work classification
Community & Access Arts, Management & Admin, Other


Position Purpose:

To work with Management on the development of a volunteer management programme and strategy. To provide accounts and booking administration support to the Finance Manager and General Manager. To provide support to the Activities Coordinator in communicating with users and other key stakeholders. This is a fixed term position for three months to establish new systems to support a more active volunteering programme, and the integration of more efficient bookings and payment systems.


Key Accountabilities:

  • Assist with day-to-day administration tasks: inputting bookings, taking payments and answering the phone.
  • Support the work of the Finance Manager with accounts administration support.
  • Work within timelines and schedules for events and projects prepared by the Activities Coordinator.
  • Establish processes for day-to-day volunteer administration:
    • Develope The Arts Village's volunteer recruitment process including inducting, training, and arranging supervision.
    • Work with the Activities Coordinator and General Manager to coordinate the volunteer schedule alongside the Annual Action Plan of events and activities.
    • Work with the General Manager to liase with and develope stakeholder relationships with volunteering support organisations and other key contacts.
    • Liaise with external stakeholders in the development of a volunteer strategy.
    • Manage Risk Managemnent and Health and Safety obligations for volunteer roles.
  • Understand and work within the Strategic Plan and Annual Action Plan.


Position Competencies:

  • Demonstrated experience working with wider community groups or volunteers.
  • Demonstrated experience in working with a team of people including: induction, supervision, training, performance management and providing support.
  • Demonstrated experience in networking and marketing.
  • Friendly and personable with a positive attitude and cool head for responding to anything that might arise. Strong customer service skills.
  • Clear and concise communication skills.
  • Friendly phone manner and prompt and organised email communication skills.
  • Able to take direction, delegate, follow-up on tasks and manage a varied workload.
  • Able to work empathetically with people from a wide range of backgrounds.
  • Demonstrated ability to think innovatively and provide a creative approach to problem solving.
  • Able to liase with iwi and other community groups and experience working in a bi-cultural environment.
  • Experience working in the one or more areas of the arts, event management, communication or community development.
  • It would also be useful to have a Tertiary qualification in a relevant discipline.
  • Experience using Google Drive, Google Sheets and other Google for Work applications.
  • High level of computer literacy skills in word processing, using spreadsheets and working with images are essential. Knowledge of Mac Computer Systems,  and Adobe Indesign  would be beneficial to this role. Training will be provided in all of our systems to the successful applicant.
  • Digital literacy and knowledge of how to use Facebook, and other social media applications including Twitter, Pinterest, and Instagram would also be an advantage. 

Applications close Thursday 18th August, 2016 at 4pm.

All applicants must be able to work in NZ and will be required to underground a Police Background Check.

Applications may be made by submitting your cover letter and CV, applications missing either of these will not be considered for this role.

How to apply

Please apply by sending your CV/Resume and Cover Letter to:
Mary-Beth Acres
The Arts Village - General Manager
DDI: 07 343 7108

Written by

The Arts Village

8 Aug 2016

The Arts Village is a non-profit arts-based community centre.  OUR VISION is for Rotorua to be a vibrant, creative community, where art makes life good. OUR MISSION is to actively work OF, BY, and FOR our community: