GUMS Executive Applicationsgums.org.au/site/wp-content/uploads/2016/09/Complete3.pdf · 2017...

GUMS EXECUTIVE

APPLICATIONS Position Descriptions

For more information contact [email protected]

2017 Executive Roles This document outlines the roles and responsibilities for each

of the roles on the GUMS executive team. For those wishing to

apply for a position on our 2017 executive team this is a guide to understanding the positions.

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Team Members Core Executive Team

President

Vice President Internal

Vice President External

Treasurer

Executive Team • Academic Officer

• Wellbeing Officer

• Social Officer

• Sponsorship Officer

• Advocacy Officer

• Publications Officer

• Promotions Officer

• AMSA Representative

• IT Officer

Non-Executive Team • Merchandise Officer

• Junior AMSA Rep

• Med Revue Convenors x 4

• International Student Rep

• First Year Social Rep

• Clinical Year Social Rep

• Formative OSCE Co-ordinator

• Ward Survival Series Co-ordinator

• Women’s Officer

• Year Level Advocacy Representatives x 4

Application Process Important Dates Applications for the GUMS 2017 Team will open on the 26th of September and close 12pm on the 2nd

of October. Voting will then take place via the GUMS website between the 3rd – 9th of October. The

new team will then be announced on the 10th of October. Our AGM will be held on October the 22th.

Application Process We recommend you get in touch with the current team member in the position you are applying for

in order to gather an understanding about their role. You may apply for multiple roles – if doing so

please cover any relevant points to both roles in your application questions as you will only be able

to submit a single application. When you submit your application you will be able to place

preferences for which positions you are interested – you may preference a maximum of 3 positons.

Your Application Please address the following questions in your application. There is a word limit for each question,

please be mindful of this.

1) What previous experience do you have which is relevant to the position you are applying

for?

2) What will you bring to the GUMS team in 2017?

3) What do you aim to accomplish within the position you are applying for in 2017? And how?

4) What are the roles and responsibilities of the position as you see them?

We also require some simple questions to be answered for which there will be a drop down list

available on the online application. This includes Name, Email, Year Level and whether you have

spoken to the current GUMS team member.

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Position Descriptions – Core Exec

President Current President

Maddison Taylor - [email protected] 2015 President – Paddy Owens [email protected]

Primary Tasks The President is responsible for every aspect of GUMS. It is your role to ensure that GUMS functions successfully over the year and provides its members with a valuable service which enriches their life as a med student. It is also your primary role to represent your members both the AMSA and to the School of Medicine.

Overall goals for 2017

Goals for 2017 include working with the sponsorship officer to strengthen our prospectus and with the treasurer to maintain financial sustainability. Working to ensure social, wellbeing and academic events continue to be of a high caliber, relevant and reflect the student bodies needs. Continue to push current advocacy priorities along with improving the transparency and report back to the student body.

Responsibilities Co-ordinate whole GUMS team for executive meetings. Support all GUMS team members in their roles. Liaise with other societies when event planning & manage GUMS calendar. Attend all meeting commitments with School of Medicine and report back to members. Ensure cross-communication between team members is effective and timely. Ensure all GUMS events are planned adequately and promoted accordingly. Work with the treasurer to ensure the financial sustainability of GUMS. Attend all GUMS events!

Day-to-day tasks

Emails – you will receive on average 5/day, so you need to keep on top of this and reply in a timely manner. Team communication – it is your job to make sure your team is communicating appropriately and often. This involves checking Slack and Trello daily. Social Media – while your Promotions officer has this under control they may need your help at times to share events.

Time Commitment

20-30 hours per week depending on the time of year. Most of this is communicating either emails, meetings, phone calls, slack or facebook – with effective planning you can keep this down.

Skills Communication & people skills – there are > 20 members of the GUMS team as well as > 600 members; you need to be able to communicate and work with a lot of different personalities and resolve conflict should it arise. Time Management – it is your job to foresee the coming months and ensure that your team is planning their events far enough in advance to be successful. You have to keep ensure that GUMS events do not clash with other societies or the academic calendar. Enthusiasm & persistence – things don’t always go to plan, you need to know how to rally and motivate the team when needed and when to put things on the back burner. Representation – you are the top representative of your members to the School. This is the most serious aspect of your role, you must maintain a good relationship with the School but still represent the student’s interests and push for results.

Performance Indicators

Happiness and activity of your team – if they stop replying/engaging with GUMS it is your job to support them as the leader. Success and attendance of events – this includes social, academic and wellbeing Finances & happiness of sponsors – relies on engagement at events Advocacy wins Membership engagement & enjoyment – this includes attendance at events, purchasing of memberships/tickets and general opinion of GUMS amongst the students.

Team members you are responsible for

The VPI, VPE & Treasurer all work together as the Core Exec and are experts in their own fields. They should be updating you regularly with the activity of each of the portfolios which fall under them.

mailto:[email protected]


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Vice President Internal Current Vice President Internal

Ronald Huynh [email protected] Joanna Ng 2016 Secretary [email protected] – for org sync and minuting

Primary Tasks Management of the internal portfolios including Academics, Engagement, Publications, IT and Merchandise. Taking minutes at executive meetings and booking rooms for events. Liaising with the Student Guild, maintaining affiliation and obligations for Org Sync


Visibility of a consistent GUMS brand and the production of well organised events. Assist the academic team in PACS becoming an integral part of the student experience. Develop strategies to better engage clinical years, students at sites outside GC and rural students. Improved communication within all area’s of the GUMS team by enforcing use of Slack and Trello

Responsibilities Conduct stream meetings with Academic. Ensure all of your portfolio members are performing and supported. Provide regular updates on activity to the President. Work with the PACS co-ordinator to ensure consistent and quality facilitation of sessions. Approve all advertising and ensure deadlines for event releases is met by communicating with Pubs officer and Engagement portfolio. Work with Merch, Pubs and Engage to ensure a consistent GUMS brand is maintained.

Day-to-day tasks

Meetings: stream meetings, minuting exec meetings, disseminating minutes and highlighting actionable items. Academic: daily communication with everyone in academic portfolio Social Media: Working with Pubs officer and Engagements to ensure social media policy is upheld. E-mails: It is expected you will reply to emails within 3 days unless in a time poor period (exams). OrgSync: checking weekly whether your team needs room bookings Website: Checking weekly whether there is new content for the IT officer to upload or merchandise stock to be updated

Time Commitment

15 – 20 hours/ week

Skills Communication across portfolios. Planning & chasing people up – one of your main roles is ensuring events are released on FB 3 weeks before and that planning for events is completed 1 month out.


Event timing & release, Social Media engagement, Numbers at events, effective meetings.


Academic Officer, Publications Officer, Engagement Officer, Merchandise Officer, Formative OSCE Co-ordinator, Ward Survival Co-ordinator, PACS co-ordinator. Report to President



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Vice President External Current Vice President External

James Davies – [email protected] Basem Mourad – [email protected]

Primary Tasks Management/Overview and support of the external portfolios including Social and Wellbeing – includes conducting relevant stream meetings. Work with president and treasurer to ensure events are high quality but financially sustainable. Communicate with Portfolio members to ensure events are released early.


Aim to get allied health Soiree off the ground Solidify agreements, advertisement and affiliation with the sports groups Work with VPI to increase engagement amongst rural, clinical, non-GC students. Assist with wellbeing in improving the mental health focus of blue week.

Responsibilities Stream meetings w social & wellbeing Facilitate & encourage communication on Slack and Trello by your portfolios. Approve all events & initiatives by portfolios with President and Treasurer Attend & assist with events – provide advice during planning stages Event Planning – avoid clashes, early release of events, involve publications early and liaise with sponno and treasurer to produce budgets.

Day-to-day tasks

Communication Daily on slack, trello and email Fortnightly stream meetings and updating President and VPI every other fortnight. Submitting agenda items and chasing up your portfolios actionable items from the exec meetings Ensure social media promotion of events possibly assisting in sharing/inviting Provide advice & troubleshooting for your portfolios

Time Commitment 10-15 hours/week plus event attendance

Skills Communcation Building enthusiasm & hype for eents Event planning & experience with GUMS events Improving engagement


Event attendance & experience at those events Social media engagement on events Post event reports & handover Timely, well-organised events Improved wellbeing & reduced stigma within cohorts


Fortnightly you will be meeting with the Social & wellbeing teams – assisting them with the management of their sub committees. You will then have fortnightly meetings with the Pres and VPI to update them on progress. Communicate with the treasurer to assist with budget development & adherence. Engagement officer – to push events for attendance IT officer – for monitoring and setting up ticket sales.



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Treasurer Current Treasurer

Nicole Tregoning – [email protected] 2015 Treasurer – Ronald Huynh [email protected]

Primary Tasks Financial sustainability of GUMS Developing budgets based on previous years data for each portfolio and events Assisting Med Revue convenors with Budgeting & contracts Developing the sponsorship prospectus with Sponsorship Officer


Conduct a review with the 2016 treasurer of each event to ensure money is being put back into members. Choose an affiliate charity at beginning of the year Develop a strategy for new area’s of revenue and new areas for investment

Responsibilities Provide budget estimates for every event at least 8 weeks prior Remind team to submit receipts in a timely manner for reimbursement and process these within 4 days of submission Chase sponsors with sponno officer for payment of invoices Work with Academic convenor in approval of Conference Reimbursement Scheme Ensure appropriate and accurate taxation Produce quarterly reports to President and present these at exec meetings Final decision on ticket prices are up to you after consultation Managing Med Revue budget with assistance/consultation of convenors Submitting documents and paperwork to student guild for funding Quarterly taxation reports to the ATO can be time consuming

Day-to-day tasks

Manage the banking system. Manage Xero. Emailing – the team and external contacts. Regular check up on ticketing sales when key events are selling and providing guidance to the engagements team for promotion of sales Managing O-week membership sales

Time Commitment

6 – 8 hours. Can become more during a busy period such as Medball or MedRevue.

Skills Excel skills for cash flow Online Banking Budget management Ability to learn online accounting system Xero and taxation


Profit & Loss statements that reflect improvement on 2016 numbers Accurate taxation processes upheld Timely processing of invoices and reimbursements

Who do you oversee? Who do you liaise with?

Regular correspondence with the sponsorship officer, VPs and President Budgeting and ticketing discussions with the relevant event portfolio, with engagements & publications for appropriate advertising leading to sales.



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Position Descriptions – Exec Team

Academic Officer Current Academic Officer

Kingsley Smith – [email protected] 2015 rep – Maddi Taylor [email protected]

Primary Tasks Committed to improving the academic experience provided to students by GUMS. Running academic events during the year: Internship Info evening, Electives & Selectives, Careers Night, Internship Readiness Seminar. Assisting academic team: Ward survival co-ordinator, formative OSCE co-ordiantor and PACS co-ordinator. To work with the advocacy officer to gather feedback regarding the curriculum and teaching in order to provide direction to the School.


Securing PACS sessions as an integral part of the student experience – both for clinical and pre-clinical students. Development of practice exam materials if time permits; perhaps via working groups. Provide quality events increasing attendance by a further 15 people at each event.

Responsibilities Event planning – you have 4 events to convene during the year and this requires planning to start 2 months prior in order to secure speakers. You will need to work with sponsorship, engagements and publications officer. Assisting the VPI with the academic stream meeting and regularly checking in/assisting the rest of the academic team. Promote a culture of sharing resources and peer-to-peer learning from first year. Managing the conference reimbursement scheme

Day-to-day tasks

E-mailing: for event planning, student feedback/requests and for OSCE prep Meetings: partaking in exec meetings and stream meetings Reporting: Fortnightly reporting to VPI and fortnightly reports received from academic team PACS: attending PACS sessions and encouraging others wherever possible Feedback: gathering feedback from students about curriculum

Time Commitment

6 hours per week – including PACS sessions. Increased to 10/week during formative OSCE weeks

Skills Academically inclined Communication skills Passion to improve learning and teaching amongst Griffith students Organised and well planned


Attendance at events. Attendance at PACS sessions both of students and academic title holders. Effectiveness of formative OSCE Student satisfaction with academic help provided by GUMS

Who do you communicate with?

You sit directly under the VPI and should be regularly updating them. You will have to liaise with the rest of the event teams when planning academic evenings. Your team consists of OSCE convenor, PACS convenor and Ward series convenor.



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Wellbeing Officer Current Wellbeing Officer

Minella Lalloz – [email protected] 2015 rep – Emily Rayers

Primary Tasks To promote the wellbeing and awareness of mental health amongst the medical student community. Promote programs such as P2P mentoring, Blue Week, coffee house and Wellbeing Wednesday


Work with the VPE to improve engagement with clinical students. Work towards improving the mentoring and friendships across year levels and clinical sites. Increase focus of Blue week on methods to look after your mental health. Consider some new initiatives to improve wellbeing around exam periods – pre-exam breakfast?

Responsibilities Blue week: running events all week to promote wellbeing Orchestrate P2P Mentoring: gathering applicants at the beginning of the year and matching them, holding 2 x breakfasts to engage in the P2P program. Working closely with the Engagements officer to promote Wellbeing Wednesday. Gather a team of students to assist your portfolio as a subcommittee Assisting the advocacy officer if there is a student who is struggling or required to have time off.

Day-to-day tasks

Team Meetings: You will need to check in fortnightly with the VPE. You will report to the exec at monthly meetings. Then you will have to organize your own subcommittee meetings and delegate those tasks. Engagements: a weekly chat with the engagement officer to plan WW for that week is necessary.

Time Commitment

3-5 hours/week with peak times reaching 20 during blue week and coffee house.

Skills Positivity! You are the main driving force of wellbeing at Griffith, and this can be hard at times. Having a positive outlook and using your team to support you is very important. Creativity – making wellbeing events work can be difficult, having something new and unique each year is important. Team work – it takes a big team to pull off each wellbeing event and you will need to be able to delegate and manage your sub comm effectively


Attendance at events Wellbeing amongst the cohorts Engagement with wellbeing Wednesday


Regular reporting to VPE and full executive – Discussing sponsorship opportunities for prizes. Regular chatting to the engagements officer for WW. Fortnightly meetings with your wellbeing subcommittee


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Sponsorship Officer Current Sponsorship Officer

Nicole Georgiadis – [email protected]

Primary Tasks Ensure a sustainable, professional and mutally beneficial relationship is maintained with our sponsors. Explore avenues for new sponsorship partners.

Overall goals for 2017 To increase sponsorship revenue by a further 10% of the 2016 total Develop relationships with new sponsors to assist in membership benefit schemes.

Responsibilities Attend all GUMS events as our on the ground contact for sponsors Assist in event development by exploring sponsorship opportunities, implementing prostecti agreements, ensuring appropriate branding for sponsors. Develop the 2017 sponsorship prospectus in conjunction with the President and Treasurer Conduct post-event reviews with the sponsors to ensure we improve feedback and institutional memory.

Day-to-day tasks

Emailing/calling and following up with sponsors for feedback, invoice distribution and communicating our commitments to them. Executive team communication via slack and meetings to discuss sponsorship involvement and event planning Monitor social media to ensure we are upholding our sponsorship agreements.

Time Commitment < 5 hours per week but you are required to make calls during business hours which can be difficult. This time is not including events and we usually have at least 1 event/fortnight.

Skills Building partnerships Professionalism Organisation and forward planning for events Opportunistic & creative – looking for new sponsorship avenues Effective communication

Performance Indicators Amount of funding secured from sponsors Engagement of students with sponsors at events Sponsorship satisfaction


Sponsorship exists under treasurer and therefore fortnightly updates with the treasurer to ensure that events are on track and creating enough engagement to fulfil our agreements with sponsors in terms of event attendance. You will also have to communicate with any portfolio that runs events to inform them of the sponsors involvement at events, and discuss run sheets.

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Social Officer Current Social Officer

Mishtah Ratanjee – [email protected] 2015 Social – James Davies: [email protected]

Primary Tasks Events you Convene – Allied Health Soiree, Disorientation Camp & 1st year mixer, Scrub Crawl, Med Ball, Half Way Dinner. Events you oversee/assist – Grad Ball, EoX parties, Trivia Night


Allied Health Soiree has been a goal for many years – getting this running is a main target for 2017. Increasing attendance and satisfaction even more at our major social events. Improving professional relationships with Gold Coast event centers and clubs Working more with Sponsorship officer to identify opportunities for sponsorship early

Responsibilities Event planning for the above mentioned. This requires budget management with the Treasurer, regular discussions with VPE & Pres, working with Pubs officer for materials and Engagement officer for promotions. You will also have to oversee your team members: First year rep and clinical year rep. Oversee Grad Ball committee and planning.

Day-to-day tasks

E-mailing – both members of your team and external contacts when planning events. Team communication and report: regularly using Slack and Trello, reporting at monthly exec meetings, fortnightly communication with VPE. Promotions – you will work closely with IT and Engagement officer in order to ensure good tracking of ticket sales. Regularly checking in with your social team – monthly

Time Commitment

3-5 hours/week with increased leading up to the events and during ticket sales.

Skills Social Butterfly – having a good handle on how to make a smashing event Personable and team player – it takes a lot of people to make an event, being able to be collaborative and accept help/advice is important Communication – regular communication with venues as well as the executive team is important Review – gaining informal feedback about events from the students to document for improvements in 2018


Attendance & enjoyment at events! Well planned & early release of events


Regular updates and discussions with VPE, President & Treasurer when planning events is important. Social team meetings External contacts



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Advocacy Officer Current Advocacy Officer

Kirsty Whitmore [email protected]

Primary Tasks Represent all Griffith University students to the Medical School and continue to advocate for a better, fairer experience. To act with integrity and professionalism when approaching difficult topics. To make a conscientious effort to gather feedback from the students in order to act in a representative manner.


Improve our data collection prior to meetings via the use of surveys. Continue to improve upon the work of the 2016 teams in terms of creating positive working relationships with the School. Assist the wellbeing officer in improving student engagement via the GUMS Help function.

Responsibilities Attend the following meetings: Year 3/4 committee meeting, Year 1/2 committee meeting, MPCC meeting. Discuss student feedback and submit reports prior to meetings in order to institute change within School procedures. Gather feedback from students through efficient/effective, transparent and fair methods in order to represent the student body accurately.

Day-to-day tasks

E-mailing – vital for you to check and response to all emails from the School daily. Discussion – you will usually chat to the president weekly and the year level reps prior to meetings. Surveys – you will need to design easy but useful surveys and work with engagements to promote these. Advocacy reports – quarterly advocacy reports should be uploaded to the website.

Time Commitment

5 hours/week – perhaps more if there is a crisis

Skills Professionalism & understanding – you have to work very hard to represent the students views without burning bridges at committee meetings and to enact positive change for the future. Articulate – we only get a few opportunities to speak and report to students; it is important we get our point across in the most effective way possible.


Advocacy wins: Some from the past include PPDP removal, conference leave, OSCAR reshuffle, D&P session times advertised etc Student satisfaction with GUMS’s stance & outcomes


President primarily as they attend all the same meetings. Year level reps regularly to develop approaches to issues Students to gather feedback from


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Publications & Design Officer Current Publications Officer

Ning Zhu - [email protected] 2015 – Ronald Huynh

Primary Tasks Your role within the GUMS team is to ensure consistent branding at all events and social media. You are in charge of the creative, visual design of the social media posts as well as the magazine, Murmur.


Start the year with the implementation of the new logo. Ensure the new clinical skills guide is ready for sale at the beginning of the year. Increase student engagement with murmur and the number of releases/year.

Responsibilities Events: your role in events will be designing promotional facebook squares, designing the facebook cover photo, desktop backgrounds and posters. Website: work with the IT officer to improve the aesthetics of the website Murmur: releasing 3 Murmur magazines over the year!

Day-to-day tasks

E-mailing & team communication via Trello and Slack is important to ensure events have been designed at least 1 month prior to enable a swift efficient social media release. Publisher – also part of your regular task will be to design all promotional material and the murmur. Team meetings – you will also have to be quite organized at every exec meeting and communicate regularly with the engagements officer to ensure you have all details for an event early enough in advance.

Time Commitment

5 hours/week

Skills Publisher – having skills to be able to design cover photos and magazines is necessary. Upskilling can be provided if you are keen! Creativity & visually inclined – having a good eye for design, fonts, colours, photos etc is a must. Attention to detail – ensuring none of our posts have spelling mistakes and also ensuring that all relevant sponsors logos are included appropriately is important Progreams we use include Photoshop, Indesign and Lightroom


Issuu data – can tell us how many students read and engaged with each Murmur. Awareness of the GUMS brand amongst students – ensuring students know when we are involved and which events are GUMS run. People think your posts are pretty!


You will have to liaise weekly with the Engagements officer, as your roles are very closely linked – checking in with the VPI will also help with this. Attending exec meetings in order to talk to each portfolio, get the information about their upcoming events and initiate design for them.


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Engagements Officer Current Engagement Officer

Ning Zhu - [email protected] Keegan Hunter – [email protected]

Primary Tasks Your role is to create a strong, relatable and positive social media presence through the facebook page as well as Instagram. Primarily this will involve the event pages, sharing to year levels and initiating competitions for tickets and prizes.


Increase attendance at all events. Improve awareness of GUMS events and advertise every event at least 3 weeks out. Create a noticeable, funny social media presence. Increase and manage content on the website – with IT officer Upholding and implementation of the social media policy

Responsibilities Event pages: you will need to work with the portfolio convenor and publications officer to create memorable and engaging event pages that translate to attendance. It is also your job to create hype about all events and programs – this includes wellbeing Wednesday and PACS – those portfolios will need your help.

Day-to-day tasks

Team communication – communication daily through slack as team requests for facebook activity/sharing must all go through you. Social media – you have to be checking FB at least twice daily and specifically looking at the engagement GUMS events is garnering Orchestrate other advertising efforts for events such as accruing help from people to announce events at lectures and also put up posters. You pretty much just get to write funny social media posts all day. Event Release Campaigns – it is your job to plan the advertising for an event from its release to closure along with the event convenor, pubs officer and IT.

Time Commitment

3-5 hours/week with peak times during event releases

Skills Wit, personality and creativity in your posting Social media patterns – analyzing times of peak engagement is important Communication and reliability – people will need your help on a daily basis, you need to be reachable Planning – for the event campaigns


Attendance at events Engagement through social media Reduced spamming but increased results


The whole team! Any member who needs social media engagement – pretty much on an as needs basis. You should be feeding back reports about engagement at least quarterly to the whole exec to evaluate results. Regular/weekly discussion with the VPI (who oversees your portfolio) and the publications officer is important.



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IT Officer Current IT Officer

Current – Ronald Huynh/Ning Zhu 2015 - Krisnel Chand

Primary Tasks You are in charge of the maintenance and content uploading of the GUMS Website.


Increase the content present on the website and traffic flow

Responsibilities GUMS membership database management. Release of ticket sales Maintenance of the GUMS store & shopify Uploading content and maintenance of website

Day-to-day tasks

Email & team communication – you should be checking in with the exec every month to see if there is anything they need uploaded. Events – keep an eye out for events to ensure ticket sales are ready to go a month out

Time Commitment

2 hours/week – more during peak periods such as O-week and ticket sales

Skills Wordpress, FTP, basic coding skills


Traffic through the website, positive feedback upon engagement with the website, accurate database with few problems


Main communication will be via requests from the team at the exec meetings. Also regularly checking in with VPI to ensure everything is running smoothly.

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AMSA Representative Current AMSA Rep

Doug Roche [email protected]

Primary Tasks It is your job to represent your Med Soc at AMSA council and Convention. Secondly you also represent AMSA to the students at your medical school. AMSA’s role is to connect, inform and represent – this is your mantra for representing your med soc members.


Increase the awareness of AMSAs broader purpose within the Griffith Med students. Increase engagement at think tanks, building on the huge success of 2016. Increase discussion, consultation and collaboration with the Global Health rep and international student rep.

Responsibilities Encourage and mentor anyone wishing to become more involved in AMSA. Discuss regularly with the President and Engagements officer ways in which we can greater improve the interaction of students with AMSA. You must represent the Griffith students views and opinions with integrity, professionalism and without bias. Promote AMSA at O-week and also maintain the GUMS@AMSA group

Day-to-day tasks

E-mail – you will get weekly emails from AMSA with tasks to undertake Council – you must prepare for councils by reading policy, informing members and gathering their feedback and then provide a written report after council for distribution by the med soc. Enquiries – field enquires from students who want to get involved in AMSA or direct members of the GUMS team to AMSA if they need help/assistance in med soc issues or upskilling.

Time Commitment

2 hours/week. 5 hours/week for think tanks and policy review. 3 x councils which run for 3 days. Convention

Skills Enthusiasm & a love for AMSA – you are the face of AMSA at Griffith. It is your responsibility to build as much hype and engagement as possible. Team work – working within the GUMS team and parameters of the med soc to increase engagement with feedback/think tanks Considered arguments – being able to understand others opinions and representing your members in an unbiased manner is essential


Feedback on surveys and think tank attendance. Increased AMSA volunteer basis from Griffith Presence at Convention


Regular updates to the VPE/President and at the monthly exec meetings You will need to work closely with the engagements officer for social media usage The junior AMSA rep sits directly under you – your job is to upskill them for next year


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Position Descriptions: Non-Exec Team

Merchandise Officer Current Merchandise Officer

Nicole Georgiadis [email protected]

Primary Tasks Ensuring our members are happy with their purchases Timely distribution of merchandise after purchase Safe storage of merchandise


Work with Nicole G and Basem Mourad for development of new merchandise before January Work with the VPI for consistent branding across products Develop a method for safe, efficient storage of product

Responsibilities Distribution of merchandise on a weekly basis as needed and advertising these pick-ups appropriately Conducting Annual stock-take (end of 2016 and 2017) Maintenance of GUMS clubs room Work with Engagement officer on ideas/competitions to increase sales

Day-to-day tasks

Managing stock – giving purchased products to students, arranging pick up times, managing online store with IT Tidying clubs room – fortnightly basis Monthly updates to VPI on progress Investigating potential new merchandise options by engaging with students

Time Commitment

2 hours/weeks. Up to 5 hours during the week clinical skills guide is released.

Skills Personable and contactable – by students for pick up Tidy and some OCD for folding hoodies Enjoys hanging around at G40 so as available for merch distribution Love for the GUMS brand


Sales of product Presence of merchandise amongst the cohort Tidiness of GUMS room Range of products

Who do you report to? Who do you work with?

Report directly to the VPI monthly. Liaise with IT and Treasurer in terms of stock take, profit from products and online sales. Talk to engagements officer in regards to competitions and increasing exposure


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Junior AMSA Representative Current Junior AMSA Rep

Tyron March [email protected]

Primary Tasks Your role is to become immersed in AMSA and assist the AMSA rep where ever appropriate – this is your year to upskill and ready yourself to be the AMSA rep in 2018.


Increase AMSAs exposure and engagement amongst Griffith Med students.

Responsibilities Assist in running think tanks Read all policies up for review at councils and help the AMSA rep in commenting Encourage students to become involved with AMSA

Day-to-day tasks

Email – helping the AMSA rep with tasks that the AMSA National Co-oridnator details. Social Media – some of your job will involve posting on social media to increase engagement

Time Commitment

3 hours a week during think tank weeks. 3 x councils which run for 3 days. Convention & GHC is financially possible.

Skills Enthusiasm & a love for AMSA – you are the face of AMSA at Griffith. It is your responsibility to build as much hype and engagement as possible. Team work – working within the GUMS team and parameters of the med soc to increase engagement with feedback/think tanks Considered arguments – being able to understand others opinions and representing your members in an unbiased manner is essential


Feedback on surveys and think tank attendance. Increased AMSA volunteer basis from Griffith Presence at convention and GHC

Who do you report to?

You report directly to the AMSA rep


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Med Revue Conveners x 4 Current Convenors

Kingsley Smith – [email protected] Steph Gederts Lewis Ireland Tyron March 2015 team – Kate Zannakis, James Harris, Doug Roche and Pat Brown

Primary Tasks Convene a fabulous Med Revue!


Continue the high caliber of a quality Med Revue. Shame all other universities.

Responsibilities Writing the script, plot line, songs and music. Casting the cast and crew. Developing a timetable for rehearsals, clearly communicating expectations to the cast. Regualrly discussing budget, promotions, ticketing and contractual obligations with the GUMS team. Add information and advice to the handover document.

Day-to-day tasks

Rehearsals, brainstorming/writing sessions. De-briefing: minimum weekly convenor meetings to debrief and cover any issues that arise.

Time Commitment

Variable depending on stage. Contact convenors for more information and the handover document.

Skills Med Revue skills! Leadership & team work Organisiation and communication – particularly between the convenors and also with the GUMS team.


Ticket sales for med revue & audience satisfaction. Enjoyment of cast/crew

Who do you report to?

You report to each other and also updates to the previous convenors don’t hurt. There is a schedule for meetings with the GUMS president, treasurer, IT officer and Engagements officer in the handover document.


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International Student Representative

Current International Rep

Fazel Rb Also would recommend speaking to Doug Roche – AMSA rep

Primary Tasks Representing the international student cohorts interests to both the GUMS advocacy rep for relay to the school and to the AMSA rep for representation at Council.

Overall goals for 2017 Increase awareness amongst international students about this portfolio and help support them.

Responsibilities Submit report to GUMS advocacy officer quarterly so that international student perspective is being raised appropriately. Attend think tanks and assist the AMSA rep with policy review where relevant to international students. Provide feedback to the QLD MSC advocacy representative. Provide suggestions to the GUMS wellbeing representative for initiatives that can help international students feel accepted and supported.

Day-to-day tasks

E-mail Policy review and report writing Communication & discussion – with as many international students as you can.

Time Commitment 1 hour/week

Skills Communication Representative consultation – it is important you consult widely amongst the international student community in order get accurate feedback about the situation in order to advocate effectively.

Performance Indicators Engagement of international students. The international student perspective being recognized at meetings and at council.

Who do you report to? Who do you liaise with?

You report directly to both the AMSA rep and the advocacy Rep You may work with the GUMS engagements officer in order to advertise and improve survey response/engagement amongst the international medical student cohort – all posts via the engagements officer.

18

First Year Social Representative Current 1st Year Social Rep

Ruchika Vera

Primary Tasks You are the GUMS social presence in your year level – you drive the hype train for the first years. This is the perfect opportunity to upskill for the role of Social Officer in 2018

Overall goals for 2017 Increase 1st year presence at GUMS events

Responsibilities Organising first year EoX parties Trivia Night Assisting social officer

Day-to-day tasks

Communication with the GUMS team is paramount – all events must be organized through both the Engagements officer and the IT officer for tickets and event pages. You also need to talk to the treasurer about budgets. Regular discussion with the Social Officer is important. Building hype – through social media campaigns, posters, lecture advertisement. Emailing & calling venues/businesses in order to plan events

Time Commitment 2-5 hours a week – with peaks during the trivia night week.

Skills Communication & organization with event planning skills Enthusiasm & hype for GUMS events – being infectious in encouraging others to come as well!

Performance Indicators Attendance at events & happiness of the 1st year cohort

Who do you report to? Report directly to Social officer. Liaise with Engagements, IT, Treasurer via the Social officer

19

Clinical Year Social Representative Current Social Year Reps

Please discuss this position with James Davies & Basem Mourad

Primary Tasks You are the GUMS social presence in years 3 and 4 – you drive the hype train. Make the social events for your last couple of years memorable!

Overall goals for 2017 Increase the number of clinical students attending social events and improving their satisfaction at EoX.

Responsibilities Organising the EoX parties: Progress test 1 & Progress test 2 Year 3 OSCE and Year 4 OSCE Sharing other GUMS social events amongst your year levels

Day-to-day tasks

Communication with the GUMS team is paramount – all events must be organized through both the Engagements officer and the IT officer for tickets and event pages. You also need to talk to the treasurer about budgets. Regular discussion with the Social Officer is important. Building hype – through social media campaigns, posters, lecture advertisement. Emailing & calling venues/businesses in order to plan events

Time Commitment Minimal time per week to share events. 3 hours a week for a couple of weeks when organising an EoX

Skills Communication & organization with event planning skills Enthusiasm & hype for GUMS events – being infectious in encouraging others to come as well!

Performance Indicators Attendance at events & happiness of the clinical year cohorts

Who do you report to? Report directly to Social officer. Liaise with Engagements, IT, Treasurer via the Social officer

20

Formative OSCE Co-ordinator Current Pre-clinical Academic Rep

Mary Louise Dieckmann Contact via -

Primary Tasks Organise formative OSCE for years 1 - 3

Overall goals for 2017 Aim to institute a formative OSCE for the 4th years Continue to build resources and accrue new stations

Responsibilities - Working with the engagements officer and the academic rep in order to create the event pages and groups for each OSCE.

- Construct the google docs for sign ups - Develop the time table for the evening and the rosters of participants

and volunteers - Write stations along with help from the rest of the GUMS academic

team - Liaise with the school in order to ensure stations are as accurate as

possible - Liaise with Kelvin for resources and access to level 6 - Gather feedback from the OSCEs

Day-to-day tasks

Emailing Facebook messenger – you will receive hundreds of notifications on the day of OSCEs to change/switch/swap/drop out of rotations – be aware Writing OSCE stations Troubleshooting student requests

Time Commitment Nil in the first half of the year 15 hours devoted to writing & review OSCE stations 3 hours/ week for organising the rosters/timetables 6-8 hours every OSCE day

Skills A good handle of facebook group/event settings Ability to use google docs Patience Organisation & persistence

Performance Indicators Usefulness of the OSCE to students Engagement of the volunteers in being an assessor/sp Minor glitches on the evening

Who do you report to? Work with IT officer to develop google form/electronic method of marking the OSCE.

21

Ward Survival Series Co-ordinator Current Clinical Year Rep

Katya Oldfield & Matthew Holyland

Primary Tasks Organise 4 Ward survival series over the year

Overall goals for 2017 Imrpove attendance at these events and increase their usefulness to students. Determine important topics to focus on; eg antibiotics

Responsibilities Plan each event by finding a speaker, liaising with sponsorship and engagements to create the event. Advertise appropriately to gather interest and attendance. Deliver a quality academic experience for GUMS members Assist in advertising PACS to clinical year levels as well as writing formative OSCE stations for the year 3 and 4 OSCEs

Day-to-day tasks

Emailing & Event planning Advertising and encouraging cohort attendance

Time Commitment 3 hours/week

Skills Communication & Organisation Willingness to approach registrars to come and speak at events

Performance Indicators Attendance and usefulness of the ward series to clinical year levels

Who do you report to? Report direct to the academic officer fortnightly .

22

PACS Co-ordinator Nil current position Please contact Maddi Taylor – [email protected]

Primary Tasks To organise and promote attendance to the GUMS PACS sessions.

Overall goals for 2017 To work with the GUMS academic team and clinical staff in order to develop a sustainable systematic set-up for PACS. To increase awareness and attendance at PACS sessions – particularly amongst clinical year students Improve relationship with Academic title holders to increase their assistance at these sessions

Responsibilities Develop PACS timetable at beginning of the year with clinical staff Work with IT to upload roster at begging of year and have automated emails to attendees as reminders Work with engagement officer in order promote PACS weekly

Day-to-day tasks

Weekly email to Kelvin to ensure that the correct session are set up Monthly upload of PACS timetable to website Weekly reminder emails as well as weekly posts on social media to promote sessions Attendance to sessions

Time Commitment 2 x PACS sessions most weeks (1-2 hours each) 2 hours/week timetabling

Skills Organised and good communicator Committed to improving clinical skills training

Performance Indicators Attendance at PACS sessions Survey results about usefulness of PACS and preparedness for OSCE

Who do you report to? Report directly to academic officer and provide repots to the academic stream meeting

23

Women’s Officer Nil current position Please discuss with Maddi Taylor – [email protected]

Primary Tasks To develop a positive environment for female medical students to be encouraged and supported to apply for leadership positions.

Overall goals for 2017 Establish this position as an effective and valuable portfolio of GUMS.

Responsibilities To establish a database of senior students who are keen to mentor female students in younger years to become involved in leadership, policy and any area of interest. To organise an annual event to inspire women in medicine.

Day-to-day tasks

E-mailing Event organisation Establishing interest by working with the Engagements officer Writing an article for Murmur and the website

Time Commitment Unknown – likely 1 hour/week with extra leading up to events

Skills Enthusiasm and passion for equality

Performance Indicators Students becoming aware of GUMS involvement in mentoring women in leadership

Who do you report to? President or VPI/VPE


24

Year Level Advocacy Representative (Years 1 → 4) Current Representatives

Year 1 – Nathan Hui Year 2 – Kirsty Whitmore Year 3 – Dan Bundock Year 4 – Paddy Owens

Primary Tasks To be the voice for any concerns in your year level – whether they be individual student concerns who need assistance or wider issues amongst the grade relating to curriculum.

Overall goals for 2017 Improve methods of obtaining feedback from the year levels in order to present as reports at meetings. Also improve reporting back to student members the outcomes of advocacy efforts.

Responsibilities Attend the relevant year level meeting (4 per year) Gather feedback before every meeting Write a report summarizing outcomes and discussion after every meeting

Day-to-day tasks

E-mailing – responding to meeting requests & providing agenda items Reporting – both for the meetings with the school and as feedback to the students Surveys – to gauge better understanding of certain issues

Time Commitment Minimal – 2 hours in the week leading up to meetings and 2 hours post meeting

Skills Diplomacy Communication – it is important that people feel comfortable coming to you with their issues. It is also that you get your point across in School meetings both clearly and concisely.

Performance Indicators How well informed the cohort is about your efforts. Advocacy wins & positive collaboration

Who do you report to? Directly report to advocacy officer

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