IIGA General Secretary - Job Description and Person Specification

Further information from iga@manx.net

INTERNATIONAL ISLAND GAMES ASSOCIATION (IIGA)

GENERAL SECRETARY – JOB DESCRIPTION AND PERSON SPECIFICATION

 

JOB DESCRIPTION

 

Office Base – The IIGA office is situated at the National Sports Centre in Douglas, Isle of Man. 

 

Hours - The office hours are 18.5 per week and outside of annual leave, the post holder would ordinarily be available to deal with incoming communications.

The role is office based in the Isle of Man and will include the requirement to travel to member islands as required for the Annual General Meeting, the Island Games and potentially other ad hoc meetings. During the time the Executive Committee are at the Island Games (normally ten days) and for other meetings in the member islands e.g. the annual Spring Meeting (normally five days) the post holder would be expected to work flexibly in terms of hours.

 

Responsible to – The IIGA Executive Committee (Directors)

 

Responsible for – The day-to-day management and administration of the IIGA affairs.

 

Liaison with:

The Executive Committee (Directors) and Honorary Advisers of the IIGA.

Honorary Life Members of the IIGA.

The officials of the Island Games Associations (IGAs) in all of the member islands.

The officials of the Host Island Organising Committees.

The officials of the IIGA Sports Technical Committees.

The officials of the potential/confirmed member islands bidding to become future hosts of the Island Games.

Prospective islands applying to join the IIGA.

Public and media.

 

Purpose of the post:

Ensure the safe and efficient operation of the IIGA Headquarters in compliance with the statutory requirements and the IIGA Constitution and Operational Guidelines.

Maintain high standards of service provision in the administration and interests of the IIGA.

 

Main Duties and Responsibilities 

 

General 

Carry out the directions of the Executive Committee.

Convene and attend all meetings of the IIGA and be responsible for all documents, correspondence and writing the minutes. Liaise with the IIGA Treasurer to book hotel accommodation for the EC members at IIGA meetings. Make the arrangements with the host islands for the Annual General Meeting. 

Maintain the archives of the IIGA.

 

Specific Responsibilities

To produce an early draft of the minutes of all IIGA meetings for the approval of the Executive Committee.

To liaise with the operators of the Island Games results, accreditation and administration system to maintain the results and games records and post on the IIGA website.

To be the Secretary of the IIGA Charity and Limited Company and ensure that all of the statutory requirements are complied with. To maintain the Data Protection Registration.

Maintain the IIGA Constitution, Operational Guidelines and Sports By-laws documents.

Maintain the IIGA website and liaise with website hosts to update the site.

Liaise with and provide support to the Island Games Organising and Bid Committees.

Liaise with and support the Island Games Associations in all of the member islands.

Promote the IIGA on the website and social media sites. Produce media releases and distribute to the IIGA mailing list.

Respond to enquiries from the public, media and governments.

Ensure that the IIGA  meets with the conditions of any sponsorship agreements.

Ancillary Duties 

 

Liaise with the IIGA Treasurer to calculate and arrange salary payments and statutory deductions to IOM Government.

Maintain and upgrade the office computer and equipment. 

Ensure that the operation complies with relevant health and safety legislation, recommendations and regulations.

 

 

PERSON SPECIFICATION

 

Experience	Essential /Desirable
Experience within an administrative role in either a professional or voluntary capacity	E
Experience/Knowledge of the Island Games	D
Knowledge and Skills
Whilst English would not have to be the first language, fluency will be required.(English is the official language of the island Games)	E
Excellent organisational skills and ability to plan and prioritise work load	E
Excellent interpersonal skills and ability to communicate effectively	E
Computer literate in Microsoft applications
Experience of website and social media administration	D
Personal Qualities
Resilient when working under pressure	E
Ability to handle difficult situations	E
Reliable, punctual and trustworthy	E
Ability to work under minimal supervision	E
Ability to work with international partners (with diverse cultural backgrounds)	E
Additional Information
Enthusiastic about sport and sporting events	E
Must be resident in the Isle of Man and be an Isle of Man Worker	E

                                                                                                                                                                                         

 

Applications in the form of a relevant CV and a short letter explaining why you think you are suitable for the job should be sent to iga@manx.net  before 13 DECEMBER 2024. Further information from iga@manx.net