JAMBOREE 2025 - OVERVIEW OF ROLE RESPONSIBILITIES

Communications will follow traditional Girl Guide methods ie Patrol system. Below is a basic overview of which member of the Leadership Team has responsibility for various areas and a brief outline of the tasks assigned. Team Members will be responsible for supporting the Team Manager to achieve the Team's goals.
 
Who are the members of the Jamboree 2025 Event Leadership Team?  
  • Leader in Charge - Chair of Program and Camping
  • Leader in Charge - Chair of Site and Services
  • Jamboree Event Treasurer
  • Team Managers – Administration, Program, Equipment, International, Catering, First Aid, Welfare & Wellbeing, Hygiene, Risk & Security, PR/Marketing, Sustainability & Environment, Access & Inclusion Support, Logistics, Transport,
  • Group Leaders attend specific meetings as required
  • Staff Representative
 

TEAM MANAGERS – ALL will attend Event Leadership Team meetings (f2f or via online link)

(tasks & responsibilities – include but not limited to below)
Note 1: Team Managers will carry out Risk Assessments and monitor Budget in their areas of responsibilities
Note 2: Central Group Leader will also roster Central (all below) leaders to specific areas at peak times ie more assigned to Transport when girls leaving site etc. Also, will roster Central Leaders across teams to ensure no participant finds they are doing same task every day.
Note 3: Team Managers will keep relevant records and provide a report at the end of Jamboree 2025
Note 4: Team Managers will arrange and meet with members of their own teams and provide a report to relevant Leader in Charge
Note 5: Team Managers will liaise with relevant Leader in Charge throughout planning and execution of Jamboree 2025

Access & Inclusion Support Team Manager

  • Liaise with LICs to ensure all aspects of Jamboree 2025 are assessed for Access & Inclusion Support
  • Manage a quiet/time out area
  • Liaise with onsite First Aid Team Manager
  • Speak with parents/carers where appropriate prior to camp
  • Provide support as required to Group/Sub-camp First Aiders
  • Facilitate the inclusion of ,embers with disabilities and additional support needs into the Jamboree Program and Event.
  • Provide resources for Leaders that support the inclusion of Members with disabilities and additional support needs into event
  • Provide advice on risk assessment and risk management planning in relation to Members with disabilities and additional support needs
  • Advise on current health and safety requirements for Members with disabilities and additional support needs

Administration Team Manager

  • Support Leaders in Charge during planning and execution of Jamboree 2025
  • Liaise with Leaders in charge and Guide House to support the Jamboree database records
  • Record minutes of Event Leadership Team meetings and distribute with LICs within 1 week.
  • Prepare and Distribute agenda for Event Leadership Team meeting – input from LICs
  • During Jamboree 2025 - manage all requests for basic information from parents during Jamboree 2025 – ensuring Group Leaders are advised as appropriate – record all contacts in Jamboree 2025 day book
  • Manage all aspects of Jamboree office during Jamboree 2025
  • Ensure Partnership/Sponsorship Coordinator has details re possible contacts from activity/service providers
  • Liaise with Guide House, LICs, Jamboree Event Treasurer to ensure records are correctly and accurately maintained
  • Liaise with Transport/Logistics Team Managers re database of travel arrangements for all participants
  • Develop and maintain files for any forms required from all participants
  • Develop and maintain files from all Teams for Admin during Jamboree 2025
  • Ensure meetings during Jamboree 2025 have agendas and minutes for records

Catering Team Manager

  • Prepare menu for Jamboree
  • Maintain database of special medical/dietary/cultural needs related to catering and liaise with Welfare & Wellbeing, First Aid, and Access & Inclusion Support Team Managers.
  • Ensure Central Catering team (preparing meals) have completed a Safe Food Handling course or similar
  • Ensure food is stored appropriately ie at correct temperature and appropriate arrangement within storage facilitiesPrepare catering booklet for Group Caterers (copies for Sub camp)
  • Provide Equipment Team Manager with a list of all equipment required for Sub-camp Caterers to prepare meals
  • Provide costs for budget
  • Source food from local providers wherever practical and financially equitable
  • Liaise with Group Leaders and team Catering staff
  • Appoint Special Diets Coordinator to manage focus on special diets requirements
  • Ensure that special diets are appropriately managed, and that risk of contamination is mitigated

Equipment Team Manager

  • Manage camping Equipment – borrowed from Regions if needed
  • Verify compliance of any borrowed equipment including relevant checks/maintenance
  • Manage camping Equipment – hired (marquees, chairs, tables, lighting, cool rooms, catering)
  • Liaise with Group Leaders and team Equipment staff
  • Ensure maintenance of hired equipment is available
  • Provide costs for budget
  • Maintain a records of where equipment came from, where to be returned to.
  • Ensure all equipment is tagged prior to being provided to Group / area sites
  • Manage provision of equipment to Group sites and activity areas
  • Maintain a database of which equipment was provided and ensure all is returned
  • Manage any maintenance or repairs required throughout Jamboree 2025
  • Manage the re-distribution of equipment post Jamboree

Hygiene Team Manager

  • Manage hire of toilets – ensure appropriate and accessible
  • Manage hire of showers – ensure appropriate and accessible
  • Ensure maintenance of hired toilets and showers is available
  • Ensure onsite management of water is maintained
  • Provide costs for budget
  • Ensure rubbish disposal / recycling is provided in line with environmental guidelines
  • Liaise with Group Leaders and team Hygiene staff
  • Ensure cleaning and consumables are supplied
  • Ensure security or exclusion netting is erected where necessary during Jamboree 2025
  • Manage all relevant areas of responsibility in line with current public health advice including pandemic considerations.

International Team Manager

  • Provide information to GGA for WAGGGS
  • Liaise with GGA National Coordinator - International
  • Assist with maintaining database and accurate record keeping of international participants
  • Ensure transport requirements of arrival and departure are confirmed
  • Ensure International participants are aware of visa / travel requirements
  • Manage hospitality of pre/post camp stays by International Participants
  • Liaise with Group Leaders and team international staff
  • Ensure all International participants are advised of onsite requirements re presentations, marquee displays, activities during cultural day etc
  • Ensure all cultural and religious needs are advised to LIC/JEC/Group Leaders for provision requirements (ie prayer tent, catering)
  • Liaise with Logistics to ensure international participants are met at terminal and transported to camp or pre-camp location
  • Support the compliance activities required for international attendees

Logistics Team Manager

  • Manage the bump in and bump out of all suppliers, equipment, etc as required
  • Appoint coordinators to manage specific areas of Logistics
  • Liaise with Administration Team Manager to ensure database kept up to date
  • Manage arrival/departure of all participants
  • Liaise with Group Leaders
  • Transport of equipment on and off site and around site as required
  • Liaise with Catering Team Manager re provision of transport/movement of food/drink
  • Manage risk and financial aspects of Logistics

Program Team Manager

  • Assign team members to specific tasks – day leaders to be integrated into teams where practical
  • Appoint Activity Coordinator for Onsite activities – traditional Jamboree + site specific
  • Appoint Activity Coordinator Off site – chosen special activities (cost specific)
  • Ensure all activities are detailed on Activity Planning Schedule and provided to Administration Team Manager fix
  • Appoint Activity Coordinator for Ceremonies – opening, closing
  • Appoint Activity Coordinator for night activities
  • Provide costs for budget
  • Appoint further Activity Coordinators or assign activities to Coordinators as necessary
  • Liaise with Group Leaders and team Program staff
  • Organise fixed On site activities – during event – ie inflatable park, climbing walls etc.
  • Prepare full program for inclusion in camp program
  • Liaise with Partnership/Sponsorship coordinator re activity providers
  • Liaise with Guide House re partnerships, activity providers and other program contracts and support arrangements

PR / Marketing Team Manager

  • Liaise with Guide House Communications and Marketing team and assist to develop and activate the marketing, PR and communications plans for Jamboree
  • Ensure correct branding is utilised at all times
  • Manage on site newsletter during Jamboree
  • Manage photos and posts on Group Facebook or other social media pre and during Jamboree

Risk & Security Team Managers

  • Review and assess fitness of current Risk policies and practices specific to Jamboree, and provide any recommendations for amendments or additional policies to the Jamboree Executive Committee through the LICs
  • Prepare a folder of possible situations and response – liaise with Security Team Manager
  • Liaise with Jamboree Executive Committee
  • Monitor teams to ensure Risk Assessments (RA) are carried out for every activity/situation
  • Ensure identified meeting rooms secured to enable confidential/private conversations in order to manage risk and specific matters with sensitivity.
  • Ensure WHS considerations throughout event.
  • Ensure Group Leaders prepare RA for each Group
  • Ensure RA for general site is available
  • Ensure Group Leaders have copy of overall risk information for activities
  • Roster Security team to security tasks listed below
    • Provide 24 hr security at main entry/exit points
    • Provide security at exit points when girls leaving site etc
    • Provide mobile security throughout the site
    • Liaise with Group Leaders as required

Sustainability & Environment Team Manager

  • Liaise with Environment staff at venue during planning of Jamboree 2025
  • Liaise with GGA NSW, ACT & NT Sustainability Lead
  • Ensure all aspects of planning for Jamboree 2025 meet the criteria as advised by EPA or other authorities such as ban on single use plastics.
  • Liaise with relevant Team Managers and other leadership to promote end-to-end zero waste approach and practices in all aspects.
  • Provide practical support to considerations to reduce carbon footprint of Jamboree 2025, this may include reviewing opportunities to offset activities, and minimise environmental impact.

Transport Team Manager

  • Manage the transport/movement of youth and adults to and from camp
  • Appoint coordinators to manage specific areas of Transport
  • Liaise with Administration Team Manager to ensure database and relevant record keeping is kept up to date
  • Transport/movement of youth and adults to and from program activities
  • Liaise with Group Leaders
  • Manage risk and financial aspects of Transport

Welfare & Wellbeing Team Manager

  • Create a specific place on site for wellbeing with appropriate resources
  • Liaise with Access & Inclusion Support Team Manager
  • Provide costs for budget
  • Prepare paperwork for Group Welfare
  • Roster staff in in wellbeing centre throughout Jamboree 2025
  • Ensure wellbeing kits provided to groups
  • Manage accurate record keeping of all support provided and provide to Administration Team Manager
  • Ensure information on requirements of youth and adults with disabilities and additional support needs is clear – see Access & Inclusion Support Manager
  • Maintain records of special medical/dietary/cultural needs related to Welfare and liaise with Catering Team Manager and Access & Inclusion Support Team Manager.
  • Ensure appropriate facilities in place to support the wellbeing of adults at the event
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