Gippsland Water is Victoria s second largest regional water corporation and is one which faces an increasingly challenging operating environment.

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1 Position Title: Team/Workgroup/Department: Reports To: Location: OHS Administration Officer Occupational Health and Safety / Operations Senior Safety Coordinator Traralgon Head Office PURPOSE OF POSITION The OHS Administration Officer provides extensive administrative support and assistance to the Occupational Health and Safety (OHS) team across all OHS activities, whilst ensuring excellence in customer service and OHS reporting, as well as the end to end coordination of a range of OHS initiatives. ORGANISATIONAL ENVIRONMENT Gippsland Water is Victoria s second largest regional water corporation and is one which faces an increasingly challenging operating environment. The OHS group provides specialist advice and support to all of Gippsland Water in regards to occupational health and safety practices, regulations and activities. The group is comprised of the Senior Safety Coordinator, the Administration Officer Safety and the Safety Officer. As a team, their purpose is to achieve the objectives of the Gippsland Water Safety Strategic Plan, and in doing so maintain a safe and healthy work place, in line with all applicable OHS legislation, regulation and practices. This position focuses on the provision of generalist administrative support to management and employees in relation to OHS matters, as well as coordinating training and health & wellbeing activities associated with the OHS function across the organisation. REPORTING RELATIONSHIPS: General Manager Operations Senior Safety Coordinator OHS Administration Officer Safety Officer KEY ACCOUNTABILITIES The incumbent is primarily accountable for various OHS activities and initiatives including the coordination of training and health & wellbeing activities, OH&S reporting and ensuring compliance with Gippsland Water s purchasing requirements. Page 1 of 5

2 The coordination of OHS related training programs is critical to ensuring compliance with legislation and the safety of our employees. KEY RESPONSIBILITIES: Provision of timely and efficient support and assistance to the Senior Safety Coordinator across a range of functions, including:- Working knowledge of relevant service contracts within the OHS function at Gippsland Water and scheduling OHS activities as required by relevant legislation, in association with established service contracts; Liaison with the Health & Wellbeing service provider to coordinate Gippsland Water s Health & Wellbeing activities in accordance with the timetable, considerate of the best uptake of activities across the organisation; Liaison with training organisations to arrange OHS training sessions in accordance with legislative requirements. To ensure best uptake of training, the incumbent will liaise closely with team leaders, coordinators and managers when scheduling training sessions; Compilation of information for reporting purposes, invoice processing and communication activities to ensure compliance with organisational requirements; Contribute to the necessary document management requirements of the team, to ensure integrity of organisational data and compliance with relevant legislative requirements; Process administrative tasks and information whilst ensuring privacy and confidentiality is maintained at all times, to ensure credibility and transparency within the organisation; and Provide timely OH&S information and advice to internal and external customers, consistent with organisational policies and procedures. Manage/Administer Chemical Management Database, Lifting Equipment testing & scheduling, BA & Gas Detection equipment testing & scheduling, High Voltage Equipment testing & scheduling Safety Planning & Implementation Assist the Senior Safety Coordinator to project manage organisation wide improvement initiatives and projects; Arrange Safety aspects of induction for all new employees & contractors Record, report and investigate OH&S Incidents including Near Hits. Safety Training Page 2 of 5

3 Develop, implement and communicate Safety Training policies, plans and processes that enable Gippsland Water to meet its objectives; Determine and plan immediate, short and medium-term action Training Programs to conform with overall fiscal constraints, and Gippsland Water s Policies; Source appropriate external training providers where necessary; Provide consultancy, support & advice on OH&S and Safety Training across Gippsland Water; Consult with key stakeholders and take a lead role in the planning, development and implementation of a Gippsland Water wide OH&S Refresher Training Plan; Develop and implement a system of OH&S Refresher Training that embraces flexible learning principles; Corporate Health & Medical Services Coordinate Physical medical assessments as required by legislation and/or Gippsland Water policy. Scheduling of regular health promotions Immunisation and other medical services as required; and Administration of the external provider contract in relation to medical services, KEY CHALLENGES Upon entering this position, the key challenge will be developing a detailed knowledge and understanding of the organisation, its diverse functions, its culture, and developing relationships and rapport with our employees, Management team and Executive group. JUDGEMENT & REASONING The majority of tasks undertaken by the incumbent are defined by the OHS team s objectives, organisational guidelines and follow a regular sequence of events. To be successful in this role, the incumbent must draw on practical experience and have the ability to understand, interpret and apply OH&S policies and procedures, to assess and investigate a range of alternative courses of action for consideration. Complex issues or problems may occur, which are sensitive, without precedent or outside of Gippsland Water s policies and procedures. In these situations, guidance and advice must be sought from the Senior Safety Coordinator. Although regularly supervised, the incumbent will be required to determine their own work program within established priorities and has the autonomy to make short term adjustments to work practices and procedures as appropriate to respond to changing priorities. The nature of the activities undertaken by the team, and related documents, can be highly sensitive and confidential. This position has a duty of care to ensure that all information is handled with discretion. Furthermore, accuracy whilst carrying out their duties is paramount and can have long term implications, particularly where interpretations of policies are made and written communications are produced. Page 3 of 5

4 BEHAVIOURS The incumbent will be expected to adhere to all Gippsland Water policies and procedures, and in doing so, demonstrate our organisational values: Accountability We are accountable for how we efficiently deliver quality water and wastewater services Capability We are committed to strengthening the capabilities of our people and communities Collaboration We work in partnership with our colleagues, customers and stakeholders to achieve the most efficient and sustainable solutions for our community Integrity and Respect We act with honesty, consistency and transparency and demonstrate appreciation of peoples diversity, needs and opinions Open Dialogue We engage with our colleagues, customers and stakeholders by actively listening and openly discussing and resolving issues of common interest Safety and Wellbeing We place the safety and wellbeing of our staff and communities at the forefront of decisions and actions we take INTERPERSONAL / COMMUNICATION SKILLS The incumbent must have strong interpersonal and communication skills in order to work effectively with people at all organisational levels. The incumbent is required to have an adaptable interpersonal style to suit their audience, ranging from executive management to operational employees who work in the field, administration (office based) staff and external regulators and consultants. To achieve their objectives and deadlines, the incumbent will maintain regular, clear communication with the OHS team and provide a pleasant, cooperative and friendly attitude towards all employees, stakeholders and advisory bodies. This will encourage the continual development of positive relationships and promotion of a workgroup culture of openness and approachability. Well developed verbal, written and presentation skills will enable the incumbent to provide effective written communications, liaise with staff, present accurate and timely information, facilitate discussions, and contribute to OHS process improvements and initiatives. The incumbent will assist in influencing internal customers to accept and work within relevant policies and procedures and participate in organisational programs and process improvement initiatives. Page 4 of 5

5 Internal Communications General Management Team, Senior Safety Coordinator, Safety Officer, 3 rd level Managers, Gippsland Water staff (both field and office based). External Communications Service contract providers, WorkSafe and other regulatory bodies, training providers, and consultants. KNOWLEDGE, SKILLS & EXPEIENCE ESSENTIAL & DESIRED FORMAL QUALIFICATION Essential: o Desirable: o ESSENTIAL & DESIRED SKILLS/EXPERIENCE Essential: Demonstrated experience in administrative roles Demonstrated ability to understand and operate integrated business systems and computer software packages to a high standard Effective time management skills with the ability to meet deadlines and adapt to changing priorities Well developed interpersonal skills and demonstrated ability to work effectively with people at all levels of the organisation Well developed written and verbal communication skills, Demonstrable discretion as appropriate when working in a confidential environment Demonstrated ability to work effectively and participate in a team environment Desirable: An awareness of Occupational Health and Safety activities and programs KEY SELECTION CRITERIA: Well developed communication and relationship building skills with a wide range of people and the ability to maintain confidentiality, where appropriate. Effective program management and time management skills with the ability to meet deadlines and adapt to changing priorities Strong administrative skills, including effective utilisation of integrated corporate software. The ability to add value to team goals and outcomes. Demonstrate an ability to learn and adapt to new responsibilities. Page 5 of 5