Position Description - Stepping Into ProgramPosition Title

City of Sydney Council – City Life Intern: Lord Mayor’s Picnic Event

Location

Sydney, NSW

Position Duration

Position Overview

The successful candidate will support the Direct Services Manager who is responsible for the coordination and management of all food and beverage aspects of the Sydney New Year’s Eve Lord Mayor’s Picnic held on 31 December in the Royal Botanic Garden.

This includes, but is not limited to, the coordination of equipment set-up, catering staff supervision, cleaning and all food handling and applicable health regulations to implement food and beverage services for 2,000 guests.

Position Objectives

The major objectives to be achieved by this role;• Assisting the Direct Services Manager with the planning, coordination and evaluation of

the Sydney New Year’s Eve Lord Mayor’s Picnic• Work effectively with all key stake holders • Provide a hands on approach through preparation and delivery of the event• Work within time and budget constraints to meet project and statutory requirements. • To ensure effective project management and the integration of planning with other

areas of the Event and the City. • To exercise appropriate value based and qualitative judgment at all times to ensure risk

exposure to City of Sydney is effectively managed. • To analyse and interpret complex information and refine it into relevant and succinct

communication and or action. • To ensure effective project management and the integration of planning with other

areas of the Event and the City. • To be held accountable for working conditions under the control of the position and for

detecting any unsafe or unhealthy conditions or behaviour and to take immediate steps to investigate and rectify any risks to health, safety and welfare arising from any activity.

Position Accountabilities

With guidance from the Direct Services Manager this role will;• Attend meetings, reviews and briefings, prepare minutes and action lists as required.

Provide input on event operations and planning.

Level 3, 80 Clarence Street, Sydney NSW 2000 (02) 8270 9200 www.and.org.au

• Liaise with other departments of City of Sydney to ensure event operations are met in a safe and judicious manner.

• Retain and file all documentation and correspondence as directed by the Direct Services Manager.

• Actively participate in all training and development activities. • Assist with the management of external contractors and suppliers delivering food and

beverage products and services for the Lord Mayor’s Picnic. • Assist with the coordination and supervision with all catering requirements for the Lord

Mayor’s Picnic including but not limited to: implementation of City of Sydney Health Regulations; adherence to HACCP food safety system; food area bump-in and bump-out; cleaning; food delivery and storage; equipment, cooking and service utensils; supervision of food delivery, preparation hygiene and cooking; and management of food flow to guests.

• Assist with the coordination and supervision of volunteer groups involved in the handling, preparation, cooking and service of catering to ensure guest service levels and all food safety and health requirements are met.

• Assist with the preparation and implementation of Event Safety documentation as required by the Direct Services Manager including, but not limited to, Safety Plans, Risk Assessments and Safe Work Method Statements.

• Any other duties that may be required for Sydney New Year’s Eve as directed by the Direct Services Manager.

• Adhere to all applicable Council policies and procedures and comply with any relevant legislation applicable to the performance of the duties of this position.

• Comply with and keep abreast of any relevant legislation applicable to the performance of the duties of this position.

Work, Health & Safety Responsibilities

Workers have an active role to play in the Safety Management System (SMS). Workers have the following responsibility, authority and accountability:

• Working safely so as not to put yourself or others at risk• Stopping work in circumstances that are deemed an immediate risk to health and safety

until a satisfactory solution is agreed/implemented• Cooperating and complying with safe work method statements, policies and procedures

and participating in their development• Reporting all accident, incidents and hazards to your supervisor immediately and

participating in accident/incident investigation and risk management activities• Attending WHS training• Complying with the requirements of the City’s Return to Work program

A full list of WHS responsibilities and accountabilities are available within the City’s SMS document; Responsibility, Authority and Accountability (RAA) Matrix.

Authority to Act

• The incumbent has the authority to take any reasonable steps to ensure that the smooth flow of operations is maintained providing the actions are consistent with the responsibilities of the position and subject to any limitations, corporate policies, procedures or safe work method statements.

• All personnel have the power to stop work in circumstances that are deemed an immediate risk to health and safety until a satisfactory resolution is agreed / implemented. Such circumstances may include life threatening situations or those that could result in loss of limb or other significant lost time injury.

Selection Criteria

Essential Criteria

• Ability in communicating and negotiating effectively with a broad spectrum of stakeholders and the general public in an event environment.

• Effective written and verbal communication skills• Must be able to work flexible hours e.g. 31 December 2017 • Ability to negotiate and interact on key activities and sensitive issues. • Maturity, discretion, judgement and the capacity to act autonomously in the execution

of daily administration and coordination of multiple projects. • Ability to meet deadlines and to balance competing priorities. • Computer literacy and experience in using database scheduling, spreadsheets and

word processing software packages. • Demonstrate a commitment to Equal Employment Opportunity, Work, Health and

Safety and Cultural Diversity principles.

Desirable Criteria

• Demonstrated experience in the successful delivery of catering in an environment similar in nature and associated safe food handling, preparation and hygiene practices.

• Experience in the administration of budgets, purchasing and procurement, and contract management.

Ideal Degree/Discipline

Event Management, Project Management

Eligibility Requirements

Currently studying in their penultimate or final year of a relevant undergraduate or post-graduate degree with an Australian university

Australian citizen Criminal history clearance