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Rolex Sydney Hobart Yacht Race Role Description

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Rolex Sydney Hobart Yacht Race Role Description Rolex Sydney Hobart Yacht Race Role Description Title of Role: Race Liaison Centre Volunteer Coordinator Overview of Role: As Finishing Partner for the Rolex Sydney to Hobart Yacht Race (RSHYR), the RYCT is responsible for the management of the Race Liaison Centre (RLC), located in the Rolex Village, dockside in Hobart. The RLC is manned throughout the race by volunteers, under the coordination, direction and management of the RLC Volunteer Coordinator. The RLC activity is conducted in partnership with the CYCA who are responsible for the operations and management of the Rolex Village. The role of RLC Volunteer Coordinator is integral to the success of the Rolex Village in providing effective liaison between the yachties, the public, the CYCA and RYCT Commodores, the RYCT General Manager, the Finish Coordinator, the CYCA Operations Manager, the on-site Manager, the Entertainment Manager, on-site Security organisation, and the onsite Communications team. This is a key volunteer role for the successful delivery of the annual RSHYR and is a high-profile role that demands attention to the expectations of key stakeholders to ensure a smooth and successful event. • Attend RSHYR committee meetings at the RYCT leading up to the race. • Provide and coordinate the volunteer effort for the RSHYR Race Liaison Centre from 1000 27 December to race completion. • Provide professional oversight of all yacht arrivals. • Provide a professional conduit for the yachts with special needs such as Declarations, Protests, Medical issues, alongside logistic issues. • Provide a professional conduit with the Race Committee to identify and, if possible, resolve issues before they come to the formal attention of the Race Committee. • Support efforts to advance the interests of the race with key stakeholders in Hobart, as requested. • Liaise with key RSHYR stakeholders in Hobart, as requested. RLC Volunteer Coordinator Key Attributes and Selection Criteria • Member of the RYCT • Interest and understanding of sailing and the RSHYR • Good organisational and management skills with attention to detail • Strong team skills – ability to lead, to delegate and to have fun • Great communication skills (including public announcements) • Regular sailor or volunteer • Working with Vulnerable People (mandatory) • Chief Fire Warden (desirable) • First Aid certificate (desirable) Race Liaison Centre Key Performance Indicators • Retrieve Tracker (s) from arrived yachts • Deliver allocated beer cartons to yachts • Monitor VHF for On-Water communications with the RLC • Public traffic management during Constitution Dock bridge operations Role Details : • Participation in the RYCT RSHYR Committee commences in July with regular meetings leading up to the delivery of the event. • The call for volunteers usually goes out by email in mid-August; this to provide people with enough time to make plans during the Christmas / New Year Festive Season – and then be happy to commit to one or two shifts / watches at the RLC during that period. • Liaison with key Hobart stakeholders commences about this time so as to share ideas, improvements and suggestions with enough time for planning. This is done through participation in the RYCT RSHYR Committee and/or through the Finish Co-ordinator. • Maintain, review and amend the RLC User Manual annually as appropriate for inclusion in CYCA Safety Management documentation. • Volunteer numbers need to firm up towards the end of November to provide an indication of how many Caps, Shirts, Lanyards will be required. • Volunteer rosters are finalised and modified as required. • The Rolex Village Bump-in occurs on or around 20 December (as advised) and some volunteer effort is required to assist the CYCA Operations Manager with finer set up details for the RLC working space. • The winning podium area is thoroughly washed down on 26 December. During this day a walk around of the Kings Wharf areas is required to check for any hazards left because of the handover from TASPORTS to the CYCA Operations Manager. The walk around may result in a washdown required of areas left with Mussel shards at the outer walls. • Volunteers required to set up administration desk at the RLC. • Conduct a communication check with the on-site Communications team. • Conduct a Communication check with the Taste of Tasmania Team if yacht arrivals are to be flagged with an announced sail past. • Assist the Rolex Representative to set up Rolex specific equipment / marketing material. • Liaise with the RYCT On-Water co-ordinator to ensure that expectations are clearly identified. • Conduct a pre brief PM 27 December for all Volunteers, the CYCA and RYCT Commodores, The CYCA Operations Manager, The Race Committee Chair, and the On-Water Co-ordinator. Pre-brief held on location in the Rolex Village. • Volunteer packs prepared and provided to Volunteers – shirt, cap, lanyard, name tag / Official Pass. • Volunteer management Roster coordination Team Leader meeting prior to Christmas Allocate personnel to shifts noting fatigue management / hours of darkness concerns. • Provide a volunteer to ensure that the Line Honours yacht skipper speaks into a microphone to ensure that people at the waterfront can hear what is being said. • Attend the Line Honours Ceremony, The Division Honours Ceremony, The Premier’s Reception, The Trophy Presentation Ceremony, and other events as required and to ensure the RLC Volunteers have access to these activities as appropriate. • Provide an on-site presence at the Rolex Village RLC throughout race period, as fatigue management permits. • Provide a post-event debrief report and attend debrief meeting of RYCT RSHYR Committee. Reporting and Delegated Authority: • The RLC Volunteer Coordinator reports through the RYCT Finish Coordinator to the General Manager of the RYCT. • RSHYR Governance Framework attached. • The RLC Volunteer Coordinator has no delegated authority to incur expenditure or to make decisions on behalf of the RYCT. All such matters should be referred to the Finish Coordinator or the General Manager. Term of Appointment : • The role of the RLC Volunteer Coordinator will be reviewed every two years to ensure that the Village is operated in accordance with the expectations of the RYCT and CYCA. • The appointment of the RLC Volunteer Co-ordinator is for an initial two year period, with further appointments at the discretion of the RYCT. It would be desirable to maintain continuity in this role over more than one appointment period. This would be subject to review and the requirements of the position. As a volunteer appointment, we endeavour to ensure the RLC Volunteer Coordinator enjoys the challenge and experience of being closely involved in the blue water classic RSHYR and feels pride in being an integral part of the RYCT team working in partnership with the CYCA on the successful delivery of a world class event, for the benefit of the sport, our Clubs and our community. Rolex Sydney Hobart Yacht Race Governance Framework FINISH PARTNER EVENT OWNER Royal Yacht Club of Tasmania Cruising Yacht Club of Australia Board of Directors Heads of Agreement Board of Directors Rolex External Stakeholders Commodore Service Level Agreement Commodore - Government House’ - Premiers Office - Hobart City Council General Manager Chief Executive Officer - Tourism and Events Media Event Manager CYCA Staff Finish Co-ordinator RYCT Staff Rolex CYCA Volunteers Staff External Stakeholders RSHYR Finish Committee - TasPorts - Taste of Tasmania/ HCC Liaison Radio Finish On Scribes Chair of Race Committee - Water Police Centre Room Box Water Race Committee RYCT Volunteers Protest Committee / International Jury .
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