POSITION DESCRIPTION

Transcription

1 POSITION DESCRIPTION Position: Coordinator, Children s & Youth Services Position No: Classification/Banding: Department: Responsible to: Incumbent: Band 6 Permanent Full Time (35hrs) Learning Communities Coordinator, Community Engagement and Partnerships Employees Name EMPLOYEE S SIGNATURE MANAGER S SIGNATURE DATE: / / DATE: / / 1. POSITION OBJECTIVE Support the implementation of the Community Health and Wellbeing Plan; facilitating the participation, engagement and development of the community in accordance with the key aims and objectives of relevant Council policies and action plans. Coordinate and oversee the day to day planning and delivery of children and youth functions across the library service. Lead and motivate staff in the delivery of services and quality programs to children, young people, and their carers. Provide strong and effective service as part of the library leadership team. Demonstrate and model the provision of customer focused, innovative and effective services consistent with the goals and objectives of Hobsons Bay Libraries. Develop and oversee relationships between Hobsons Bay Libraries and community stakeholders, with a particular focus on education providers. Contribute to the planning and continuing development of library service delivery to meet the informational, educational and recreational needs of Hobsons Bay residents. Page 1 of 12

2 Support the implementation of the Community Health and Wellbeing Plan and Council social plans by promoting learning opportunities to children and young people. Senior on duty respsonsibilities undertaking customer service, branch support duties and library events as rostered. 2. KEY RESPONSBILITIES AND DUTIES STAFF SUPERVISION AND DEVELOPMENT Lead and motivate geographically dispersed staff providing guidance and advice in the delivery of customer focused services. Support the development and coordination of staff training programs which enhance the skills of staff promoting the delivery of quality service. Evaluate staff performance conducting annual staff appraisals and make recommendations on the appointment, transfer or promotion of staff, as required. Positive personal leadership building a cohesive, customer focused staff team. Work closely with supervisors to maintain effective lines of communication with staff. Plan and facilitate staff induction programs as required Prepare reports as required Other duties as required, including working across all Council sites in Hobsons Bay PROGRAMS AND MARKETING Lead, develop and implement programs and marketing targeted at children, young people, families and other relevant library groups Lead, oversee and faciliate the development of a range of programs for targeted library groups that attract new members and increase the usage of Library services and collections. In consultation with relevant stakeholders develop and promote programs, activities and services which are inclusive of the diversity of the community. Ensure the adherence to Council publicity and promotion guidelines Monitor usage and make recommendations on the allocation of funding in the purchase of Library collections to support events and activities. COLLECTIONS Work with the Collections Coordinator to ensure the selection of library resources for Children and Youth in Hobsons Bay Libraries, ensuring that collection planning and management are carried out according to policy. Liaise with Collections Coordinator to monitor the performance of suppliers to ensure that materials are provided in accordance to the Collection Management Contract agreement. Analyse and monitor the performance of Library collections including the use of circulation statistics and customer satisfaction surveys. Make recommendations on the allocation of expenditure in accordance with the information derived. Oversee the Children s and Youth Team tasks in the collection development process, ensuring the collection remains current and progressive via the selection, withdrawal and rotation of materials. Page 2 of 12

3 PLANNING AND DEVELOPMENT Promote communication and constant feedback from staff in relation to customer service levels at each branch. Work within the Leadership Team to ensure that all change management and service delivery is well documented and communicated. Provide ongoing analysis of usage data and trends to ensure continuous improvement and the effective use of resources. GUIDELINES AND PROCEDURES Ensure accuracy of customer service and operational guidelines. Work with the Library Services Coordinator to ensure that OHS documentation is kept up to date and staff are aware of any changes to legislation or Council policy. BUDGETS Assist in the preparation of an annual purchasing profile for collections and programming for youth and children s. Assist in the preparation of the materials budget ensuring that the intent of the Collection Development Policy is reflected in purchase and selection procedures and that the materials reflect the changing needs of the community as determined through staff feedback and regular customer surveys and feedback SERVICE DEVELOPMENT Make recommendations to the Learning Communities Senior Leadership Team on the development and implementation of services Develop draft library policy and procedures for approval by the Manager Learning Communities. Take an active role in service development and planning. Compile reports on the development of services as required by Manager Learning Communities Support the implementation of best practice systems in managing resources and team workflows with the object of improving efficiency. Work with the Leadership Team in the development of strategies to provide innovative and effective services utilising new technologies, social media and the website content CUSTOMER SERVICE Undertake rostered senior on desk rostered shifts and library events. Faciliate community engagement activities within the local community. Ensure consistent application of library policy and procedures. Resolve or defer to Coordinator, Library Services customer complaint issues as required. DIGITAL SERVICES Lead and plan the integration of technology and digital resources into the Children and Youth programs Page 3 of 12

4 Advise on selection of digital collections and e-resources for children, youth and families. Monitor the Libraries website for currency and accuracy with particular focus on the Children and Youth pages. Support members of the public and colleagues in the use of the Library's technology and their own devices 3. ORGANISATIONAL RELATIONSHIPS Reports to Supervision: Internal Liaisons: External Liaisons: Coordinator, Community Engagement and Partnerships Community Engagement Librarians (Children s and Youth) Community Engagement Librarian (Youth and Education) Learning Communities Senior Leadership team Library Leadership team Library Staff Family, Youth and Children Services team Library customers Education providers Councillors Community groups Suppliers of educational activities and materials Industry networks 4. ACCOUNTABILITY Accountable to the Manager Learning Communities for: The management of expenditure in accordance with allocated budget. Positive leadership, effective management and motivation of staff. Contribute to the development and implementation of Library s Strategic Plan including Best Value recommendations. Developing and maintaining a customer focused team. 5. EXTENT OF AUTHORITY Authority to expend budgeted funds in the designated programs relevant to the position Authority to act and advise on behalf of the Manager Learning Communitites in his/her absence. Authority to draft policy for the Library Service. Page 4 of 12

5 Evaluate staff performance conducting annual staff appraisals and make recommendations to the Leadership team on the performance of Children and Youth staff 6. JUDGEMENT AND DECISION-MAKING Act in accordance with established policies and practices of the Library Service or in accordance with directions of the Manager Learning Communities, the Director Community Wellbeing or the Chief Executive Officer The position involves problem solving and draft policy development The position makes recommendations about changes or improvements to the Library s Services in consultation with the Library Management Team The position requires originality of thought in making recommendations to the Library Management Team. 7. SPECIALIST KNOWLEDGE AND SKILLS Sound communication, planning, conciliation, conceptual and analytical skills Sound knowledge of educational development of children and young people High level leadership skills and managing staff An understanding of the corporate objectives of the organisation and the Libraries with Hobons Bay Ability to manage projects to meet objectives and deadlines A sound understanding of community engagement within a public library context Strong collection planning and management skills Excellent PC skills and experience with web 2.0 technologies. Sound knowledge of creative technologies desirable. 8. MANAGEMENT SKILLS Ability to: Set priorities, plan and organise own work and that of employees Achieve organisational goals and objectives in accordance with agreed timetables and budget Develop draft policy and procedural reports for Manager Learning Communities Manage staff utilising appropriate human resources practices 9. INTERPERSONAL SKILLS Ability to communicate effectively and professionally in order to gain the cooperation and assistance of staff and external and internal customers. Page 5 of 12

6 High level of written and oral communication skills Positive, flexible approach to tasks and other staff Ability to work with other employees in resolution of problems Second language highly desirable. 10. QUALIFICATIONS AND EXPERIENCE Appropriate tertiary qualifications in library science, education, early childhood or related field. Extensive people management experience in similar setting or educational environment Experience at a senior level within a Library or educational environment desirable. 11. QUALITY AND CONTINUOUS IMPROVEMENT Hobsons Bay City Council has adopted a Quality Program, which involves continuous, incremental improvement in all services provided to external and internal customers, and in all associated policies, processes and procedures. All staff members are required to display commitment to, and to participate in, the Quality Program, by constantly striving to introduce efficiencies and economies in the performance of their duties as a contribution to ongoing productivity improvement. 12. CUSTOMER SERVICE Hobsons Bay City Council is committed to ensuring that all customers internal and external receive friendly and responsive service. Staff are required to comply with the following principles of good service: answer telephones promptly, within 5 rings acknowledge all customers promptly treat customers with respect and courtesy provide quality customer service convey accurate information communicate courteously 13. COORDINATOR S RESPONSIBILITIES STAFF MANAGEMENT The Coordinator must ensure that all matters pertaining to the selection, development and advancement of staff under his or her control are to be in accordance with the Council s Equal Employment Opportunity Policy OCCUPATIONAL HEALTH, WELFARE AND SAFETY The Coordinator must ensure that all activities within his or her Section are consistent with the Council s policy of total commitment to the development, implementation and maintenance of policies and procedures which sustain a safe and healthy work environment. Page 6 of 12

7 EQUAL EMPLOYMENT OPPORTUNITY The Supervisor must ensure that all matters pertaining to the selection, development and advancement of staff under his or her control are to be in accordance with the Council s Equal Employment Opportunity Policy. TRAINING The Coordinator is to keep the Departmental Manager informed concerning training required for staff to enable them to perform their duties in a safe, professional and competent manner. BUDGET CONTROL The Coordinator has a fundamental responsibility to ensure that Council funds are used for approved purposes only, and that the Council s accounting procedures are followed. The Coordinator may be expected to assist the Departmental Manager to develop annual budgets and monitor expenditure. MANAGEMENT REPORTING The Coordinator will be required to prepare, or assist to prepare, reports to ensure that the Council and Senior Management are kept informed of all aspects of the progress of authorised tasks and projects. COMPLIANCE WITH HUMAN RESOURCES POLICIES The Coordinator is to assist the Departmental Manager to ensure that there is full compliance with the Council s Human Resources Policies and Guidelines. 14. POSITION REQUIREMENTS Current Working With Children s permit Willingness to undergo a National Police check Willingness to undertake a Physio check Willingness to undergo a Referee check A current Victorian driver s license 15. SELECTION CRITERIA Appropriate tertiary qualifications, in Library or Education and extensive experience at a senior management level in a library or educational setting. Demonstrated leadership skills with the ability to manage and motivate staff in a team-based work environment. Demonstrated skills in the development, implementation and evaluation of innovative community programs and projects to children and young people to support educational outcomes. Demonstated excellent customer service skills including high level skills in using, and instructing others in use of, technology. High-level written and verbal skills with an ability to deliver programs and presentations. Proven skills in establishing and maintaining relationships with key stakeholders. Demonstrated ability to manage time and resources enabling achievement of goals and objectives. Page 7 of 12

8 16. SALARY The classification applicable to this position is Band 6 in accordance with the Victorian Local Authorities Award and the Hobsons Bay City Council Enterprise Agreement. Page 8 of 12

9 HOBSONS BAY CITY COUNCIL GENERAL INFORMATION & CONDITIONS OF EMPLOYMENT FOR BANDED POSITIONS ABOUT THE MUNICIPALITY The Hobsons Bay City Council was established on 22 June 1994 as part of the State Government s Local reform process. It incorporates the former cities of Altona and Williamstown and the communities of Laverton (from the former City of Werribee), South Kingsville and the Francis Street wharf area (both from the former City of Footscray). The City of Hobsons Bay is situated on Port Phillip Bay some ten kilometres west of central Melbourne. It covers an area of approximately sixty six square kilometres extending from the West Gate Bridge southwesterly along the Bay to north of Point Cook. With over twenty kilometres of water frontage, Hobsons Bay has a culture, which is strongly linked to its maritime heritage, industry and lifestyle. It blends quality residential areas with a range of major industrial complexes, which contribute significantly to the economy of Victoria. The western suburbs are now well recognised in metropolitan planning circles as the key to Melbourne s future growth as a City. With limited scope for further urban growth in current designated corridors, the western side of Port Phillip Bay, from Hobsons Bay to the Bellarine Peninsula, will be strategically critical over the next twenty years. The role of the Hobsons Bay City Council will be pivotal within this greater metropolitan context. Hobsons Bay City is served by outstanding transport facilities including the West Gate Freeway, the Western Ring Road, the national rail line, the Melbourne Ports and Melbourne s international airport at Tullamarine. The City has a diverse range of quality residential areas amongst the native flora and fauna habitats of the Western Wetlands. This, combined with the cultural diversity of the community and our strategic metropolitan location, positions the City of Hobsons Bay to become one of the focal points of Melbourne s urban and economic growth. ENVIRONMENTAL COMMITMENT Hobsons Bay City Council is committed to reducing its impact on the Earth's environment and has set a target of zero net emissions of greenhouses gases from its own operations by 2020 and zero net emissions from its community (residents and industry) by Council affirm that all staff have a role to play in wiser use of energy and reducing greenhouse gas emissions. TRAINING AND DEVELOPMENT The Council has a policy of study leave and fee assistance for permanent employees undertaking relevant studies. Council will also provide training internally and externally to encourage employees at all levels to reach their potential. All employees are required to undertake any compulsory training courses as offered by the Council. All Council Officers will also be required to show others how the systems under their control operate. Page 9 of 12

10 OCCUPATIONAL HEALTH, WELFARE AND SAFETY The Council and Management are totally committed to the development, implementation and maintenance of policies and procedures, which sustain a safe and healthy work environment. Management recognises its duties and responsibilities under the Occupational Health and Safety Act 2004, and accepts accountability of the management of OHS programs and the resolution of health and safety issues. All staff shall accept that they have a duty of care to protect not only their own Health and Safety, but also that of their fellow employees, contractors, volunteers and the public. Staff are expected to participate with management in the continual improvement of workplace standards. All staff will assist with injury management initiatives and cooperate with Return To Work programs within the workplace. HUMAN PERFORMANCE POLICIES AND PROCEDURES The Council has developed a comprehensive set of Human Performance Policies and Procedures, which are available on Council s intranet. Staff members are expected to familiarise themselves with these policies and procedures, and to comply with the various provisions contained therein. CONDITIONS Conditions are in accordance with the current Hobsons Bay City Council Enterprise Agreement. A copy of the Hobsons Bay City Council Enterprise Agreement 2007 (EA) is available on the Council s intranet. SUPERANNUATION Unless an alternative accredited superannuation fund is nominated on commencement of employment, employees will be required to join the Vision Super scheme which is the default fund specified within the Hobsons Bay City Council Enterprise Bargaining Agreement. The Council will make the necessary employer contribution required under legislation (currently 9% of the ordinary salary.) Employee contributions are optional. OVERTIME It is the preference of the Council to allow time-in-lieu, at the rate at the appropriate rate, as provided for under clause 16.2 of the Hobsons Bay City Council Enterprise Agreement LONG SERVICE LEAVE Long Service Leave entitlements are as prescribed by the Local Government Act, 1989 and the Local Government (Long Service Leave) Regulations Subject to the Regulations, three months leave with pay is granted after the completion of ten years service. Long Service Leave entitlements for service with Local Government Authorities may be transferable on employment with this Council, subject to compliance with the relevant Acts and Regulations. Page 10 of 12

11 TERMINATION OF APPOINTMENT The period of notice by both the Council and the employee depends on the number of years service the employee has completed with the Council. Notification must be provided in writing. The period of notice is as follows: 1 year or less 1 week 1 year and up to the completion of 3 years 2 weeks 3 years and up to the completion of 5 years 3 weeks 5 years and over 4 weeks In addition, employees over 45 years of age at the time of the giving of notice with not less than two years continuous service, are entitled to an additional week's notice. SMOKE FREE WORK PLACE The Council has a No smoking policy in all Council buildings. Smoking is also prohibited in Council vehicles. PHYSICAL CAPACITY ASSESSMENT For non administrative positions, applicants must undertake a physical capacity or medical examination as part of the assessment process. The outcome of the assessment may determine whether the applicant is employed in a specific role. CRIMINAL RECORD CHECK A Criminal Records Police Check must be undertaken prior to employment for all persons who are the preferred applicants for positions where there is a direct contact with clients, including aged, disabled persons, juveniles, children and infants. An unsatisfactory assessment may result in the applicant not being appointed. An applicant who refuses to complete the appropriate forms will not be appointed. WORKING WITH CHILDREN CHECK In 2006, the Victorian Government introduced new legislation titled the Working with Children Act. This Act requires all persons working with children, up to 18 years of age, to make an application for a new identification card. Hobsons Bay City Council requires staff working in child related positions to hold a current Working with Children Check Card and to provide Council with proof of this. Any changes to the status of an employee s Working with Children Check must be advised to the Council immediately. PRIVATE PRACTICE Council employees agree to avoid outside activities that are likely to affect either their work or someone else s, or which could discredit the Council or be seen as a conflict of interest. Page 11 of 12

12 USE OF PRIVATE VEHICLES FOR COUNCIL RELATED ACTIVITIES Where an employee is authorised to use his/her own vehicle for work related activities, a mileage allowance is paid in accordance with the Council EA. Persons using their own vehicle for Council related purposes are strongly encouraged to take out Motor Vehicle insurance cover and to inform their insurer of the work related nature of the vehicle usage. PROBATIONARY APPOINTMENT A three-month probationary period will apply to all permanent appointments. Permanent appointment will be subject to the satisfactory completion of the probationary period. PRIVACY OF PERSONAL INFORMATION AND HEALTH INFORMATION Council is committed to full compliance with its obligations under the Information Privacy Act 2000 and the Health Records Act This legislation requires that Council Officers treat information obtained from clients in a confidential manner and use that information only for its intended purpose/s. Individual employees (including all permanent, temporary, casual and contract) must operate in accordance with the following: 1. The Individual will protect the privacy of Hobsons Bay City Council clients and will not disclose the information to another person. 2. Client information will only be used for the purpose that it was acquired for unless express written permission is provided by the client to use that information for other specific purposes. 3. The individual will protect the information against loss or misuse. 4. The individual will not remove or photocopy any confidential client information such as Health Records from Hobsons Bay City Council, unless it is to be used for its intended purpose. 5. The individual understands the obligations under this legislation will continue after termination of employment. Personal and Health Information collected by Council is used for recruitment and if the applicant is successful, will be used for Human Performance. The Personal and Health Information will be used solely by Council for this purpose and or directly related purposes. Council may disclose this information to other organisations if required by legislation. The applicant understands that the Personal and Health Information provided is for the above purpose and that he or she may apply to Council for access to and/or amendment of the information after finalisation of the appeals process. Information relating to unsuccessful applicants may be destroyed by Council after 12 months from this time. Requests for access and or correction should be made to Council s Privacy Officer. RISK MANAGEMENT ALL STAFF All staff have a responsibility to understand and observe the Risk Management Policy and related procedures in accordance with training and instruction given, and to report any risk to their immediate supervisor. Risks that effect the Council may result from property damage, unethical or fraudulent behaviour or illness and injury to people. Page 12 of 12