Position Title: Office Manager

Effective Date:

Reports To (Position): General Manager

Position Type:

Part-time (28 hours) – Tuesday to Friday

Partner: Warragul & District Greyhound Racing Club Inc Logan Park 19 Howitt Street Warragul Vic 3820

Name of incumbent (if applicable):

organisational overview

Greyhound Racing Victoria (GRV) is the statutory authority responsible for regulating, conducting, and promoting greyhound racing in Victoria, a sport that annually generates around $400 million in economic activity and over $3.2 billion in wagering and directly involves over 15,000 people. GRV’s vision is “Victorian Greyhound Racing is a vibrant, entertaining and thriving sport with animal welfare at its heart.” The integrity of the sport and the welfare of greyhounds are both significant components of the strategic objectives GRV.

The [Warragul Greyhound Racing Club Inc] (the Club) conducts 2-3 weekly race meetings plus trial sessions. The Club provides industry participants (owners, trainers, and breeders) and the local community with quality racing facilities while ensuring greyhound safety, welfare, and maximum returns for the Club.

The sport takes place across 13 Victorian Greyhound Racing Clubs through the involvement of 11,000+ participants. The 13 Clubs are members of Greyhound Clubs Victoria (GCV).

PRIMARY PURPOSE OF ROLE (RESPONSIBILITY)

The Office Manager works under the supervision of the General Manager and committee to develop skills, knowledge and capability in race day and trail documents and rostering of all relative race day / trailing staff for the day/ night. Preparation of rosters and recording systems, providing bookkeeper with timecards or sign on sheets to ensure weekly pays are compliant with current laws and regulations. Ordering of stationery, paper and other items fall within this role, inclusive but not limited to, cleaning products preparation and daily work rosters. The role involves collaborating closely with General Manager and all full time, part time and casual race day staff. Any protective clothing must be used when on track at a minimum of Hi Visual vest.

The role requires flexible working with a combination of early starts, afternoon, evening and weekend shifts determined by the race meeting and trials schedules.

Maintaining accurate member base data, renewal of memberships, assisting G/M with notification of SGM and AGM.

Monitor sales via Vectron system and provides salary reports.

Generates and control race day rosters and delegates roles, duties, start and estimated finish times. This includes but not limited to all race meetings, trial sessions and functions and events as required.

Freedom to Act / Decision Making (ACCOUNTABILITY)

This role works according to the policies and procedures applicable to Warragul Greyhound Racing Club Inc employees. The track and race day facilities standards are defined by the GRV Tracks and Facilities Management Guidelines, the Victorian and Australian Rules of Racing and the Standard Code of Practice.

Key working relationships

Warragul & District Greyhound Racing Club Inc

Greyhound Racing Victoria

Club General Manager, staff, and Committee

GRV Senior Management

Club engaged external contractors, casual and part time employees

GRV race day officials, including Stewards

Greyhound owners and trainers

Greyhound Club Victoria

Key Result Area

Accountability / Activity:

Key Performance Indicator

Race Day Events and Trialling Set Up

· Preparing of all race day paperwork for stewards, judge, race caller, track staff, committee, and attendees in accordance with Club and GRV industry standards

· Assists in training and race day employees into roles including starting boxes, lure decoy, catching pen gate, kennel staff, and parade steward.

· Setting up weekly trials on fasttrack

· Setting and organisation of race day casual employees and pre-race documentation.

· Attend and work feature races, assist with set up, functions, and event management.

· Casual Employee rosters, in advance, inclusive of trial days and race days, and other supporting events. Advise G/M of additional recruitment.

· Ensure employees have appropriate GRV and external accreditations.

· Assist the bookkeeper with expenditure items and purchases,

· Provide and check casual employee timesheets.

· Record expenditure items and relative bookings for key club events, i.e. family fun day and cup day (Gippsland Festival)

• Full compliance with GRV and Club race day work methods, fairwork compliance standards and checklists.

Working Tasks

· Plan daily activities.

· Maintain records, rostering, and Vectron turnover records.

· Assist the bookkeeper with weekly pay cycle records and timesheets Via the Deputy program.

· Order and maintain satisfactory stationery levels, inclusive of maintenance of the club’s copies and replacement cartridges for office, judge and stewards, toilet and hand towel, and other chemicals.

· Maintain & monitor cleanliness within venue and office areas via contractor.

· Order alcohol and other beverages (As required)

· Monitor and control floats with cash (ATM)

· Undertake banking deposits and withdrawal of cash floats.

· Assist with setting up of venue and booking in functions and events.

· Assist with setup and pack up of events.

· Train and develop all casual and part-time employees into numerous roles, inclusive of a full starter pack and variations. Employees who are required to run effective race meetings and/or trials.

· Acceptance of post-race trials on race days

· Arranging roster for cleaners, for the venue, barn, and kennel block

· Set up on Fasttrack weekly schedule trial booking online via GRV

• Work completed according to SOPs and allocated to casual employees.

• The office area and internal venue are visually well presented.

• Assist with casual and part-time employment contracts, training, and development.

Teamwork

· Actively contribute to the efficient and effective running of the team of casual part-time and full-time club employees.

· Undertake any other reasonable tasks such as assisting and supporting club events, i.e., Cup, St Leger all outside functions etc.

• Continuous improvement outcomes

• Internal and external customer feedback.

Safety and Wellbeing

As an employee:

· Take care of your own health, safety, and well-being and that of any other person who may be affected by your actions or omissions in the workplace.

· Understand responsibilities and accountabilities of yourself and others in accordance with OH&S legislation, Club safety policies and procedures (host employer) and those of a full-time employer.

· Promote an open and active safety management and wellbeing culture.

· Maintain a safe working environment within your area of responsibility.

• Role model safe work practices always

• Actively support and promote safety and well-being.

• Incidents, accidents, and hazards are reported as soon as possible.

Compliance

· Ensure knowledge of relevant Club policies, procedures, and GRV guidelines and work methods is actively maintained.

· Complete all mandatory and scheduled training as requested.

• Compliance with Club and GRV policy, procedure, guidelines, and SOPs

• Mandated and scheduled training up to date.

Person Specification

Education/Qualifications and Experience

• Victorian driver’s licence

• Previous office management and rostering experience.

• Bookkeeping knowledge would be advantageous, although not mandatory.

• An understanding of fairwork requirements.

• Understanding or ability to learn race day functionality.

Skills, Knowledge, and Attributes

Personal Attributes:

• Enjoys practical work and working with the public and participants.

• Willing to learn and take direction from the General Manager

• Able to undertake manual work for extended periods.

• Able to work in a collaborative structure.

• Understand and accept workplace standards and behavioural requirements

Knowledge and Experience:

• Understanding of workplace safety obligations and responsibilities.

Skills:

• Organisational, time management, and prioritisation skills

• Able to collaborate effectively with colleagues at all levels.

• MS Office skills – email, Word, Excel spreadsheets; and ability to learn GRV operational systems (Fasttrack)

• MYOB accountancy program

Position description accepted by:

NAME:

DATE:

SIGNATURE: