Call for Applications: NSW-ACT PRINT Conference 2017

Transcription

1 Call for Applications: NSW-ACT PRINT Conference 2017 A great opportunity to get involved in one of the most prestigious academic events for medical students! The Pre-Internship (PRINT) Conference is the premier academic event for graduating medical students, an innovative medical education project designed to equip final years with the necessary practical tips & skills needed before their first year as junior doctors. Recently, the Conference was supported by the Health Education & Training Institute (HETI) and NSW Health. The PRINT Conference is held yearly in Sydney, Melbourne & Brisbane, organised by volunteer and passionate medical students based in each city. To learn more about the PRINT Conference, click here. The two-day event is set to be held on Saturday 28 and Sunday 29 October 2017 (TBC) in Sydney. For more information about last year s Conference, please click here. Based on excellent feedback from past events, we are excited to open applications for a number of positions within the NSW-ACT PRINT Conference 2017 Committee. Apply now to join our organising team! Positions available include: - Convenor - Academic Officer(s) - Logistics Officer - Sponsorship Officer - Promotions Officer - Social Officer - National Publications Manager - National Treasurer - National Project Manager(s) We will also put a separate call-out for a University Representative (one final year student from each University) in mid-april. Please read the following pages for more information regarding our organisational structure, position descriptions, anticipated time commitment, eligibility, desirable characteristics, application timeline, and coaching/support available. 1

2 Organisational Structure Application Timeline Applications for all State & National roles open Wednesday 1 March 2017, close Sunday 26 March

3 Description of Positions 1. Convenor Time commitment: 5-6 hours per week Responsible for overseeing the strategic direction of the 2017 NSW-ACT Conference. This senior leadership position is ideal for someone with maturity and previous experience as a team leader. General tasks/expectations: a. Attend three national training meetings with Directors and interstate Convenors (flights and accommodation provided, where relevant) b. Leading team meetings at a local level; liaising with all members as required and manage the workload & wellbeing of individual team members c. Ensure a great delegate experience prior to, and at the event d. Establish a timeline for main tasks/deadlines e. Ensure goals are met, that tasks are completed within the agreed timeline and that the team is functioning well together f. Risk management: liaise with the National Directors for all major decisions g. Work closely with National Treasurer for expenditure h. Forward thinking: backup plans in case of unforeseen circumstances 2. Academic Director(s) Time commitment: 3-4 hours per week Responsible for the Conference s academic program. This position suits a penultimate/final year medical student. Tasks may include: a. Work closely with a group of University Representatives (final year students from each University) to produce an academic program of high standard b. Ensure workshop topics are based on needs of graduating medical students c. Sourcing, contacting and confirming keynote speakers, panel members and workshop facilitators d. Work closely with the Logistics Officer for the following: program timetable, workshop allocations, delegate handbooks e. At the event: liaise with speakers to ensure their requirements for talks and workshops are met f. Regularly update the Convenor & discuss any potential issues 3

4 3. Logistics Officer Time commitment: 3-4 hours per week Ensure the smooth running of the event. Tasks may include: a. Obtaining quotes and selecting a suitable venue for the 2017 Conference b. Allocation of delegates to rooms for workshops (e.g. alphabetical order) c. Work closely with a group of University Representatives (final year students from each University) to ensure great delegate experience and movements d. Overseeing the global logistics, including catering, nametags, lanyards etc. e. Recruiting event volunteers if required (e.g. to assist at registration, to organise show bags/conference satchels for all delegates) f. Working closely with the National Publications Manager in preparing accurate and detailed information for delegates via the conference handbook 4. Sponsorship Officer Time commitment: 3-4 hours per week Responsible for maximising income from external partners, ensuring delegates are able to attend the conference at a highly subsidised price. Tasks may include: a. Identifying potential sponsors b. Contacting existing and new sponsors to discuss their involvement c. Creating long-lasting relationship with sponsors and partners d. Working closely with the National Publications & IT Managers to ensure that sponsors requirements are met (e.g. logo inclusion, advert insertion) e. Working with the Promotions Officer in sourcing prizes for giveaways 5. Promotions Officer Responsible for brand awareness, advertising/marketing. Tasks may include: a. Working closely with the University Representatives to ensure all graduating students across the 8 NSW & ACT universities are aware of important dates b. In charge of the promotions timeline including competitions and giveaways c. Produce engaging content and coordinating promotions, delegate mail-outs d. Working closely with the National Publications & IT Managers in brand awareness, posting announcements/updates prior to & during the event 4

5 6. Social Officer Time commitment: 1-2 hours per week Responsible for organising the post-conference social function. Tasks may include: a. Sourcing a suitable social venue (location, quotes, sponsor requirements) b. Organising associated services (e.g. photographer, photo booth etc.) c. Work closely with Promotions Officer for brand awareness & advertising 7. National Publications Officer In charge of branding/theming for the three PRINT Conferences, at a national level. Experience using Photoshop/InDesign or similar is essential. Tasks may include: a. Overseeing the visual aspects of the event in various cities b. Work closely with relevant team members in designing current promotional content e.g. banners, posters, social media cover pictures, general letterheads and documents (invitations, delegate handbook, sponsorship & partnership prospectus). NB: existing publications can be used/updated c. Responsible for branding/formatting/design of all other Conference materials including promotional items distributed at the event, if any 8. National Treasurer Oversees budgets for all three Conferences, record expenditure, ensure accounts are accurate for auditing, issue sponsorship/partnership invoices & reimbursements 9. National Project Manager(s) Responsible for overseeing a specific project, based on your field of interest. Our team hopes to expand our scope by exploring a number of new projects such as the launch of an online educational channel with short videos; a pocket guide for after-hours shifts; research relating to improving work-readiness and transitions in medicine; initiatives focusing on mental health & wellbeing of students and trainees; enhanced career advice and support. Please indicate your preferred project(s). 5

6 Eligibility Any medical student currently enrolled in a medical course at a NSW or ACT University is able to apply to join the team Junior Doctors are also eligible to apply as National Project Manager(s) Desired Characteristics o Strong interest in improving medical education o Ability to work independently as well as within a team environment o Good communication & interpersonal skills, willing to provide/accept feedback o Previous (or current) leadership experience desirable, although not essential o Commitment to project (meet deadlines, attend team meetings regularly) General Expectations Time commitment is a rough estimate, with the understanding that more time may be required closer to the event Ability to attend an initial training meeting with National Directors (lunch provided!) and regular in-person meetings locally, as set by the Convenor Ability to attend online teleconference meetings where required May involve other meetings depending on role (e.g. venue, sponsors, partners) Attend the Conference on the day (free ticket provided), to help with logistics Contribute to the handover document for the 2018 Conference team Up-skilling & Ongoing Support o A unique opportunity for medical students to learn more about teamwork & event organisation; improve their leadership skills; network with like-minded individuals, high profile speakers and key decision-makers in the health industry o Team members will be working closely with the local Convenor who will in turn be supported by the National Directors for on-going advice and guidance o There will be opportunities to attend events/workshops by partners, and chances to participate in research/conference presentation & publication o Reasonable costs incurred will be reimbursed, if applicable (e.g. parking/travel expenses while searching for venues, or face-to-face meeting with sponsors) 6

7 How to Apply o Please click on this link to access the online application page o Candidates may apply for a maximum of 2 positions o Each applicant will have to address the following: In 150 words or less, why you would like to be part of the NSW-ACT PRINT Conference Organising Committee 2017 In 100 words or less, your vision for your chosen role(s) In 100 words or less, any relevant past/current leadership position(s) o The application process is merit-based and applicants will be de-identified o You are required to upload your CV. Please ensure that 2 referees are provided o In case of vacancies, positions may be re-advertised at a later stage 2017 Application Timeline & Deadline o All State & National roles Open Wednesday 1 March Close Sunday 26 March Application review March Successful applicants notified by 5 April Questions? Please contact info@printconference.com.au - include your name & contact number - we will get back to you! Good luck, we look forward to receiving your applications! 7