Incorporating Values and Capabilities Into Job Descriptions - Table Tennis Victoria Case Study

Workforce Capability Tools for the Not for Profit Sector- Case Study

Introduction

The Community Sector Workforce Capability Framework (Workforce Capability Framework) assists not for profit (NFP) community organisations with the recruitment and retention of staff, performance management and career planning by listing the skills, knowledge and attributes needed in a wide range of emerging and current job roles in the sector. The Workforce Capability Framework has been designed to help both individuals and organisation and can be found at: www.dpcd.vic.gov.au/communitydevelopment/community-sector/resources-for-nfps/Workforce-Capability-Tools

In 2012 The Office for the Community Sector (OCS) and Sport and Recreation Victoria (SRV) worked in partnership with 11 State Sporting Associations (SSAs) to implement the Workforce Capability Framework and improve human resource functions according to their association’s particular needs. To support this process, the SSAs attended group workshops and a one-on-one mentoring session. The SSAs involved in the project were:

 Archery Victoria  The Victorian Snowsports Association

 Baseball Victoria  Softball Victoria

 Football Federation Victoria  Squash Vic

 Motorcycling Victoria  Victorian Synchronized Swimming Inc

 Pony Club Victoria  Volleyball Victoria

 Table Tennis Victoria

The case study on the following pages describes how the SSA has used the Workforce Capability Framework to improve their human resource practices. These can be used as examples for other organisations to follow.

Further information and more case studies can be found at:

 www.dpcd.vic.gov.au/communitydevelopment/community-sector/resources-for-nfps/Workforce- Capability-Tools  www.dpcd.vic.gov.au/sport/supporting-the-sport-sector/club-resources

The case studies available are:

Recruitment – Developing a position description or duty statement

 Developing a duty statement for a board member -Archery Victoria

 Create a position description - Pony Club Victoria

 Incorporating values and capabilities into job descriptions - Table Tennis Victoria

Retention- Developing a performance appraisal tool

 Mentoring and professional development - Baseball Victoria

 Staff review and development - Squash Vic

 Staff appraisal – Victorian Synchronized Swimming Inc Background

Table Tennis Victoria employs a Chief Executive Officer (CEO), an Administration and Events Officer and a part-time Accounts Officer. A business case is also being prepared for a Development Officer.

When Table Tennis Victoria’s Chief Executive Officer Anne King attended a Workforce Capability Framework project workshop, she decided that this could be a good tool to assist in the development of a position description for the proposed Development Officer,

“Using the Workforce Capability Framework provided an opportunity for staff to be involved and put forward areas for consideration which we may not have considered. It also provided a framework which we can use for other position descriptions and align different roles with the same thought process.” Anne King, Chief Executive Officer Table Tennis Victoria – November 2012 Image 1 Anne King, Chief Executive Officer Table Tennis Victoria The process

Anne used a three-stage process to develop the job description:

 Anne began by discussing the proposed position with the current staff

 all staff then sat together around a table to review the Framework Capability Cards and identify which capabilities and values they all thought were most important to include in the job description  Anne then incorporated these capabilities and values into the Development Officer job description. The outcomes

Table Tennis Victoria has incorporated their values and the required capabilities into their Development Officer job description using the Workforce Capability Framework. Anne found the discussion on values very important to the ongoing work of Table Tennis Victoria,

“The discussion around what type of an employer and organisation we would aspire to be, with particular consideration to values was particularly useful. We are a small SSA with a limited budget and believe that our strength in attracting and importantly keeping staff and volunteers will be on our values. You are busy looking at tasks and responsibilities and can forget the main ingredient and the intangible benefits which bring added value,” she said.

When asked what she found most valuable in the Workforce Capability Framework project, Anne said:

“I found the mentor component invaluable. It helped me greatly to have someone whom I could talk to and who understood the issues I faced on a personal level. Whilst attending the workshop, you believe you understand the process, however, back at the office you do doubt if you are doing it correctly.”

Page For the future

Table Tennis Victoria will continue to use the Workforce Capability Framework and in the next stage of this work it will be used to develop Board and volunteer position descriptions.

For further information on how Table Tennis Victoria used the Workforce Capability Framework contact:

Anne King Chief Executive Officer Telephone: 03 9682 2011 Email: [email protected] Website: www.tabletennisvic.org.au

Image 2 Table Tennis Victoria Logo

Published by

Office for the Community Sector Department of Planning and Community Development 1 Spring Street Melbourne Victoria 3000 Telephone 03 9208 3543

February 2013 Copyright State Government of Victoria 2011. This publication is copyright. No part of it may be reproduced by any process except in accordance with provisions of the Copyright Act 1968. Authorised by the Victorian Government, Melbourne.

Accessibility

If you would like to receive this publication in an accessible format, such as large print or audio, please telephone the Office for the Community Sector on 03 9208 3543, or email [email protected]

This publication is also available at: www.dpcd.vic.gov.au/communitydevelopment/community-sector/resources- for-nfps/Workforce-Capability-Tools