Position Description

Section 1: Position Details

Position Title: / TenderManager / Classification / Level 7 / Date: / 01/12/17
Position Reports To: /
General Manager – Client & Community Services
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Stream/Team:
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Client & Community Services
Primary Function / This is a highly networked position that works across the organisation and with external sector stakeholders to:
  • Establish and maintain a bank of brief concept proposals
  • Identify opportunities for government or philanthropic grant funding.
  • Take ownership of the end-to-end funding application process, including managing an opportunity from qualification through to contract award, including value proposition / strategy development, solution development, commercial considerations, partner identification and risk management.
  • Produce evidence-based, professionally written proposal content that clearly and convincingly articulates the organisation’s value proposition in response to service or product gaps and opportunities
  • Identify and engage with a wide network of potential partners and collaborators across health and community service sectors, government and business.
  • Establish and maintain documented systems and processes for the role.
/ Key Relationships /
  • General Manager
  • Leadership group
  • Subject matter expert teams
  • Service providers across community and health sectors, including peak bodies
  • Government departments
  • Philanthropic partners
  • Business

OH&S & Travel Requirements

Drivers Licence Required: Yes No

Travel Requirements:

None Occasional Regular Frequent Overnight
N/A Local State-wide Interstate Weekend

OHS:

X Office duties: Computer, keyboarding, mouse and phone use; light lifting and bending e.g. files, folders, room set up

Moving office equipment e.g. Computers, boxes, deliveries

Other ______

Section 2: Selection Criteria
Qualifications & Experience
Key Knowledge and Qualifications required to meet position objectives /
  • Qualifications in professional writing/journalism, business development or media/communications
  • Project management qualification / experience
  • Understanding of the Australian health and community sector and the national reform agenda
  • Satisfactory Police and Working With Children Checks

Skills and experience required to meet position objectives /
  • Experience in planning, producing and delivering high quality, successful government and philanthropic tenders and project proposals in a complex business environment
  • Mastery of language and writing skills including accurate spelling, punctuation and grammar; ability to write persuasively and articulately; and convey complex ideas simply and clearly
  • Superior interpersonal and communication skills, with a proven ability to engage others and obtain buy-in to projects, including at a senior level, and manage the bid team
  • Excellent research skills and experience utilising these to source environmental intelligence, data/evidence and partners
  • Advanced time management and organizational skills with experience managing multiple projects concurrently
  • High level conceptual thinking, problem-solving and negotiation skills
  • Advanced level skills in MS Office skills, project management software, document sharing and storage systems

Section 3: Decision Making Authority

Decision Making Authority / Under general direction from the GM and in line with internal policy:
  • Delegated authority for the function is within the confines of the delegations policy
  • Responsible for routine and procedural matters that fall within the scope and accountability of the position
  • Independent management of relationships with internal and external stakeholders, with advice and guidance from management and/or senior staff on complex or sensitive matters.

Section 4: Position Accountabilities

Area of Accountability / Key Activities / Outputs
Develop and maintain a bank of concept proposals /
  • Working closely with GM and the leadership team,establish priorities for strategic growth and development within our business strategy;matches opportunities available in emerging markets; and considers our existing and emerging partners and competitors
  • Research and identify current and future drivers influencing the health and community sector
  • Work with policy & research and service delivery teams to gather evidence of need and service gaps; identify best practice models; and develop innovative solutions
  • Produce written concept proposals that reflect research; match strategic goals for organisational growth and development; and identify key internal positions and external partners/competitors
  • Proactively cultivate a network of subject matter experts
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  • A current bank of strategic concept proposals used to proactively seek out funding/markets or that can be purposed for grant opportunities as they arise

Identify opportunities for government and philanthropic grant funding /
  • Develop and maintain a pipeline database/schedule of future funding rounds and potential philanthropic partners
  • Actively maintain and monitor tender opportunities and dates and notification sites / alerts
  • Establish criteria for ‘go / no go’ based on business strategy
  • Build relationships with key internal and external persons to facilitate the tender process and sourcing of opportunities
/
  • Likely grant rounds and philanthropic funders are identified in advance & the organisation is prepared

Manage the end-to-end funding application process /
  • Analyse new opportunities, brief GM and manage the tender qualification process (go / no go)
  • Highlight any major commercial, contractual or financial risks or opportunities relating to tender submissions
  • Plan, manage and review resources (including personnel) to ensure all 'go' bids can be made within deadlines
  • Assemble a bid team with the relevant service / product / business knowledge required to prepare a winning submission
  • Lead development / purposing of the concept proposal including key messages; identify information sources; and allocate tasks
  • Coordinate proposal input from a variety of stakeholders, involving contributions from policy & research, service delivery, marketing, finance, legal
  • Manage version control and master documents; ensure key messages are effectively and consistently presented; ensure all requirements are met; ensure all services are included in budget; edit final draft for content, readability, consistency and tone; brief GM and senior leadership; obtain final approval and manage submission process
  • Conduct bid process review, identify learnings and improvement actions
  • Finalise launch document to prepare for implementation of successful applications;complete handover to project delivery for successful tender submissions
  • Schedule funding round notification; seek feedback on tenders submitted to enable improvements to tenders and the tender process.
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  • Compliant, high quality funding proposals are submitted
  • The submission process is planned, collaborative and well-managed
  • Preparations are made for implementing successful bids
  • Outcomes are critiqued and improvements actioned

Develop, maintain & improve systems & process / Establish a comprehensive system, processes and procedures for the role, including
  • A submissions content and resource library containing information on organisational capability, expertise and experience (service activity data, case studies demonstrating impact, projects, partners & networks); key organisational information and documents with consistent branding; concept proposals; and past funding submissions
  • Project management system for the application & submissions process
  • Templates for professional proposals
  • Document procedures for implementing all functions of the role
  • Implement improvement actions arising from each bid process review and outcome feedback, updating and re-designing systems, processes, approach and resources accordingly
  • Update own knowledge by participating in educational opportunities; undertaking relevant research; and maintaining personal networks
/
  • Quality is maintained through well-documented and consistent processes & templates
  • All steps, resources and practices required to undertake an end-to-end funding bid are comprehensively documented

Reporting /
  • Meet regularly with GM, provide briefings throughout an active tender process, escalating issues as required
  • Provide regular reports on activity and outcomes of funding submissions and all supporting systems and networks
/
  • Reports are accurate, timely and centrally stored
  • Progress and achievements are communicated

Occupational Health and Safety /
  • All staff must comply with requirements of the Occupational Safety and Health Act and all reasonable directives given in relation to health and safety at work, to ensure compliance with Carers Victoria and Legislative health and safety requirements
  • Undertake mandatory training
  • Report any health and safety problem, hazard/risk or defect which may give rise to danger and immediately implement measures to rectify cause
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  • OHS requirements are complied with and safety in promoted

Other duties /
  • Other duties as directed consistent with skills, qualifications and experience

Core Competency / Description
Job knowledge / Demonstrates the knowledge and skill necessary to perform effectively; understands the expectations of the job; stays current with new developments in area of responsibility; applies knowledge, tools and techniques effectively
Business development focus / Is dedicated to advancing the organisation’s mission and strategic objectives; understands customer needs; proactively seeks out and secures opportunities; applies a strategic approach to acquiring intelligence and developing networks and partnerships
Teamwork and collaboration / Considers others’ viewpoints, puts team first and demonstrates respect for all individuals; contributes to a friendly, supportive work environment by developing effective working relationships; collaborates with others and shares information, knowledge and resources; values specialist expertise and capitalises on the knowledge and skills of others; contributes own expertise to achieve outcomes
Communication / Confidently presents messages in a clear, concise and articulate manner suitable to the audience. Focuses on key points for the audience and states the facts. Invites open discussions; balances and synthesises viewpoints; resolves conflict effectively.
Writing is of a high professional standard and conveys concepts and strategies in a concise and convincing manner.
Effectiveness/results / Establishes priorities and acts accordingly; identifies alternatives & makes sound judgments; proactively identifies problems and develops solutions; avoids duplication, works efficiently and effectively; maintains a clear focus on outcomes and measurable results rather than activity or process; is well organized and seeks to improve the efficiency and effectiveness of the work unit; demonstrates effective time management and organisational skills.