POSITION DESCRIPTION

Transcription

1 POSITION DESCRIPTION Section 1 POSITION DESCRIPTION Position Title Department Corporate & Community Administration Officer Corporate and Community Services Grade 12 Status Hours of Duty/days worked UV Rating Directorate Supervisor Full Time 35 hrs per week Monday Friday 8:15am 4:30pm with a 45 minute lunch break. Attendance at Council and Committee meetings will be required in the evening. RDO every 19 days. Low Deputy General Manager - Corporate and Community (DGMCC) Governance & Engagement Manager (GEM) Date Compiled September 2016 Vision ACHIEVING TOGETHER Corporate Values ECLAIRS Ethical Caring Loyalty Accountability Integrity Respect Safety Page 1 of 12

2 Purpose of Position This section should contain an encompassing statement of the major focus of the position. It should not define/list tasks, or responsibilities. As part of the corporate & community services team provide customer service to internal and external clients, assisting the GEM, DGMCC & CEO through support of Council and Committees, production of documents, undertaking projects and monitoring and recording governance compliance. Key Responsibilities for the Position The key responsibility areas (KRA s) are the major outputs for which the position is responsible and are not a comprehensive statement of the position activities. Ideally, each KRA should cover a separate area of the work function. Most positions should be adequately covered by 5-8 KRAs. No position should require more than 8 maximum. The KRA s are each broadly defined explaining the essential functions of the position. In addition each KRA may also be accompanied by detailed lists of tasks of how work is to be carried out. Key Responsibility Areas What 1Customer Service 2Secretarial Services 3Monitor & Record Governance Compliance 4Maintain Council Registers 5 Prepare Correspondence & Reports 1Undertake adhoc projects How By providing excellent customer service and ensuring all customer requests are entered into the CRM system so that requests are effectively distributed and followed-up. Supporting Council & Committees through the preparation of agenda s, business papers and minutes to comply with council standards and style guide. Monitor governance compliance and reporting through coordination of the requirements of the Office of Local Government calendar of compliance and reporting. Ensuring that Council and its 355 committees maintain and record compliance. By monitoring and maintaining council policy register to ensure that policies are reviewed as scheduled and current policies are accessible on council s website and intranet. Monitor and maintain governance registers such as land and gift registers to comply with statutory requirements. Undertake research to initiate/reply to correspondence and reports Undertake projects to support the GEM, DGMCC & CEO as necessary Page 2 of 12

3 Position Attributes Experience / Knowledge / Attributes: List the required experience and clearly indicate whether it is mandatory or desired by highlighting (underlining) the word Essential or Preferable. Qualifications: Include all educational and training qualifications, licences, and professional registration or accreditation, criminal record checks etc. required for the position. Essential/ Preferable 1 Year 12 or equivalent. Essential 2 TAFE Certificate in Secretarial/Business. Preferable 3 Class C Drivers Licence Preferable Experience / Knowledge / Attributes: Required by the incumbent to successfully perform the positions key responsibilities. Most positions should be adequately covered by 8 Criteria's 1 Knowledge of office procedures & equipment, a range of software including records management systems & word processing 2 Ability to source information and use plain English to produce correspondence & reports in a standard format 3 Ability to prioritise & schedule tasks demonstrating initiative without direct supervision 4 Implement meeting practices to prepare Council and Committee agendas, business papers & minutes 5 Demonstrate ability to follow instruction and work with others to complete tasks. 6 Demonstrate a high standard of interpersonal skills to be an effective team player. 7 Research and interpret legislation & make recommendations to management 8 Ability to monitor and co-ordinate the completion of tasks in accordance with the calendar of compliance and reporting requirements Page 3 of 12

4 Supervision Reporting Relationships: This position reports to supervisor/manager: A brief description of the breadth of supervision should be provided 1 Reports to Governance & Engagement Manager The position works under instruction and supervision of the Governance & Engagement Manager. Decisions made by the job holder affect the work and activities of others within the section, work group or team. Some planning is required since activities and resources need to be co-ordinated. Problems are solved by applying standards, established practises and procedures or operating instructions. The job holder is required to recommend and make normal improvements to existing methods and techniques Positions reporting to this position: A brief description of the roles of the staff supervised (and titles if relevant) should also be stated. 1 Nil Location of Work: Provide a description of the places that this position will be working at. 1 East Street Offices of Narrandera Shire Council, 141 East Street, Narrandera Extent of Authority To what extent does this position have authority? For example, specific delegations, budget, expenditure authorisation, special decision-making authority. Specific Authority/ delegations 1 As defined in the corporate and community services delegations register. Liaise With: Internal: The internal positions that this position comes in contact with regularly. 1 Staff within the council offices 2 Governance & Engagement Manager 3 Deputy General Manager - Corporate and Community Services External: The external people or organisations that this position comes in contact with regularly 1 Residents of Narrandera and members of the public Page 4 of 12

5 Section 2 - POSITION REQUIREMENTS FOR ALL EMPLOYEES Key Result Area Compulsory for all employees 1 Customer Service Achieve customer service standards in accordance with Council s customer service charter 2 EDMS/Record Keeping All Staff are responsible for ensuring all records and documents in their use are accurate and recorded according to Council procedures. All staff accessing the document management system are to undertake an annual utilisation assessment to ensure record keeping skills are being implemented. 3 Equal Employment Opportunity (EEO) As per Council s EEO Management Plan in accordance with the EEO and the Anti-discrimination Act Policies, Procedures & Code of Conduct Adhere to ALL Council Policies, Procedures and Code of Conduct 5 Work Health & Safety (WHS) In accordance with the WH&S Act Refer to Section 4 of this Position Description for a list of the responsibilities Page 5 of 12

6 Position Tasks Section 3 ESSENTIAL SCHEDULE OF TASKS Key Result Area Customer Service 1 Customer Greeting Professional/ corporate dress standards. In accordance with council uniform policy. Polite and confident in greeting customers (in person and over phone). In conjunction with other Corporate Services staff, provide effective customer service always projecting a good image of the Department and Council. 2 Deal with new requests Avoid passing the request to another person, where it can be resolved or entered into the customer request system. Confirm/clarify with customer the content of the request. Enter into customer request system and provide customer with customer request reference number. Customer requests are to be entered into the system within 2 hours of receipt. Urgent requests must be entered and dispatched immediately. 3 Deal with customer follow-ups Make enquiries in the system to advise customers of the status of a request. If no solution, investigate and return to customer. 4 Support Cashier & Reception As required relieve in the Cashier, Reception & Switchboard roles to the standard prescribed in council s customer service charter 5 Support Governance & Engagement Manager In the absence of the GEM provide guidance & support to the customer service group to ensure the continuance of service to a standard prescribed in the customer service charter. Key Result Area Secretarial services 1 Provide secretarial service to Council and Committees Prepare agendas and minutes for meetings of the Council and Committees. Documents are to conform to statutory requirements, council s templates and style guide. Collate and publish the business paper for councils meetings within statutory timelines. Prepare agendas and minutes for internal committees to conform to council s templates and style guide. Page 6 of 12

7 2 Leave relief for the PA to the CEO Relieve in the role of PA to the CEO during periods when that staff member is on leave. Performance will be to a standard to ensure that the executive services team continue to effectively support the CEO. Key Result Area Monitor Compliance & Reporting 1 Ensure Council & it s Section 355 Committees meet and record compliance with statutory requirements for Governance & Reporting Ensure compliance by monitoring, co-ordinating & recording completion of tasks required on the calendar of compliance & reporting requirements. Monitor Section 355 Committees to ensure compliance with reporting requirements & the committee s constitution. Key Result Area Maintain Council Registers 1 Maintain Council s Policy Register Ensure council s policies are reviewed as scheduled and register updated in accordance with the calendar of compliance. Current polices and register are accessible on council s website and intranet. 2 Monitor & Maintain Governance Registers Monitor and maintain governance registers such as land and gift registers to comply with statutory recording & reporting requirements Key Result Area Prepare Correspondence & Reports 1 Source information and prepare correspondence and reports Undertake research and prepare reports providing sound options and recommendations as required by the GEM, DGMCC or CEO. Research to be consistent with the officer s skills and responsibility. Reports are to comply with prescribed templates and style guide. Initiate or respond to correspondence as required by the GEM, DGMCC or CEO consistent with the officer s skills and responsibility. Correspondence is to comply with prescribed templates and style guide. Page 7 of 12

8 Key Result Area Projects 1 Undertake Ad Hoc Projects Undertake projects as required by the GEM, DGMCC or CEO consistent with the officer s skills and responsibility. Key Result Area Training and Development 1 All Training Provided by Council Attend all required skill development training. Provide evidence of all licence and certificates to Human Resources. Page 8 of 12

9 Section 4 WORK HEALTH AND SAFETY RESPONSIBILITIES WORKERS/STAFF Position Tasks Key Result Area WHS Responsibilities 1 Comply with safe working procedures Comply with the WH&S Act section 28, Duty of workers; (a) (b) (c) (d) Take reasonable care for his or her own health and safety; and Take reasonable care that his or her acts or omissions do not adversely affect the health and safety of other persons; and Comply, so far as the worker is reasonably able, with any reasonable instruction that is given by the person conducting the business or undertaking to allow the person to comply with this act; and Co-operate with any reasonable policy or procedure of the person conducting the business or undertaking relating to health or safety at the workplace that has been notified to workers. Follow safe work procedures established by Council 2 Use of appropriate personal protective equipment and safety systems 3 Assist with the preparation of risk assessments and safe work method statements Where PPE is required to control exposure to hazards in the workplace, wear and maintain the PPE as directed, as indicated in a risk assessment, or as required in WH&S procedures, or as in the safe work method statements. Before commencing work or job where there is an identified risk, conduct a risk assessment to identify, assess and control the hazards associated with the work or job. This must be conducted in conjunction with other relevant staff, and the supervisor; Assist in the annual review of safe work method statements. 4 Report WH&S Report workplace hazards to the supervisor or manager and WHSO as soon as possible after they occur or are identified; and Report injury or illness arising from workplace activities using the Incident /Injury/ Near miss report form as soon as possible after incident. 5 WHS Training Attend all required WHS training. Page 9 of 12

10 Section 5 PERFORMANCE AGREEMENT POSITION OF ADMINISTRATION OFFICER I have discussed this performance plan with my immediate supervisor and agree to the tasks, goals and standards that have been set. I will raise with my immediate supervisor any difficulties arising with the delivery of this performance plan. I undertake to review my performance plan with my immediate supervisor annually or more frequently if necessary. I understand that the standards set in this performance plan will form the basis of my annual performance review. Signed Employee: Date: / / Signed Immediate Supervisor Date: / / Page 10 of 12

11 POSITION: Corporate and Community Administration Officer NAME: GRADE: CURRENT STEP: LEVEL COMPETENCIES Yes No Entry The employee has the basic skills to meet the requirements of this type of work Entry will display the selection criteria of the position Demonstrated ability to -: Display a high standard of interpersonal, literacy and communication skills. Utilise office procedures, equipment, software & records management systems Source information to produce correspondence & reports in a standard format Prioritise & schedule tasks with indirect supervision Produce newsletters using resources such as Word & Publisher Understanding and commitment to EEO and WHS principles and practices. Follow instruction and work with others to complete tasks. Always project a good image of the department and Council to customers Implement meeting practices to prepare agendas, business papers & minutes Ability to monitor and co-ordinate the completion of tasks in accordance with the calendar of compliance and reporting requirements Step 1 The employee has all the skills to do this job at NSC (using Council s systems, equipment, policies, standards) Have proven competencies for Entry Level Demonstrated ability to -: Using council s style guide prepare agendas, reports & minutes to support council committees and internal staff committees Competently capture, search and retrieve records from the electronic document management system (EDMS) Use the EDMS to create reports monitoring customer requests for trend analysis and informing the community strategic plan. Using councils business paper software competently co-ordinate and publish the business paper to Councillors, staff and the community. Step 2 The employee has the skills that foster multiskilling in a team/section/department Have proven competencies for Step 1 Demonstrated ability to -: Monitor & assist 355 Committees to ensure compliance with Councils Procedures & Guidelines for 355 Committees as defined in the manual for committees. Utilise the OLG Calendar of Compliance & best practice to co-ordinate reporting ensuring Council s compliance to statutory and best practice requirements. Monitor Councils Policy Register to ensure that policies are reviewed as scheduled, update the register and ensure that current policies are accessible on council s website and intranet. Ensure Governance registers such as land & gift registers are maintained and reported to comply with statutory requirements and best practice. Initiate or respond to correspondence to comply with council s customer service charter and style guide. Page 11 of 12

12 Step 3 The employee has skills to confidently undertake higher duties Have proven competencies for Step 2 Demonstrated ability to -: Source information to provide reports with sound recommendations in a timely manner. Implement continuous improvement to enhance the effectiveness of the customer service and governance teams Have completed a certificate IV in secretarial/business or a like discipline In the absence of the GEM provide guidance & support to the customer service group to ensure the continuance of service to a standard prescribed in the customer service charter. Relieve in the role of PA for the CEO during periods when that staff member is on leave. Performance will be to a standard to ensure that the executive services team continue to effectively support the CEO. Completed Competencies I have reviewed the competencies for this employee and indicated the step that their skill set currently meets. Signed: Date: Employee:.. Date:. Page 12 of 12