Engineering Manager. Projects Engineer Mechanical (1) Engineer Structural (1) Projects. Draftsperson (1) Engineering

Transcription

1 Position Details Position Title Reporting To (position) Direct and Indirect Reports (number) Business Unit Conditions of Employment Project Administration Assistant Engineering Manager N/A Operations - & Engineering Full Time, Permanent Job Purpose Statement The Technical Administration Assistant s primary responsibility is the provision of administrative support to the Engineering Team. In this role, you will liaise directly with Engineering Manager, Project Managers, Engineers and the wider office team to ensure all admin tasks are completed effectively and efficiently. Organisational Position Engineering Manager Senior Project Engineer (2) Structural (1) Electrical Engineer (1) Mechanical (1) Works Coordinator (1) Officer (1) Civil (1) Draftsperson (1) Project Administration Assistant (1) Key Relationships & Interactions Internal External All MWPA Stakeholders All external Stakeholders, including existing customers, potential new customers, industry bodies and logistics providers. Mid West Ports Authority Project Administration Assistant PDF Page 1 of 5

2 Strategic Objective Integrated Management Systems: Compliance with System Procedure 2.4 Health, Safety and Environmental Responsibilities (Document attached) and all other MWPA policies and procedures as amended from time to time. Administration Support: Ensure the administrative requirements of the Engineering Manager and the Engineering Team efficiently met. Liaison and Public Relations: Undertaken internally and externally on behalf of MWPA. Project Administration: Efficient general functioning of project processes. General Accountabilities Undertake all work within: Relevant role specific Procedures; Risk, Environment and OH&S management systems; and Across Organisation and Human Resources policies and procedures. Administrative tasks include but not limited to: Schedule appointments; Records Management Activities: General administration tasks including preparing correspondence, recording minutes of meetings, document formalisation and development and requisition processing and follow up; Assist with preparation of Board Reports, general reports and correspondence, and data input; Monitor and update on the intranet policies/procedures relevant to the Engineering team; Process and coordinate the ordering of goods; Maintain an overview and monitor budget income and expenditure; Process inwards and outwards requests for information, outstanding reports and correspondence; Monitor and manage the performance of the Engineering project/task process, conduct audits, conduct training and offer continuous support; Ensure adherence to deadlines; Acting as a central point of contact for the Engineering Team; Meeting logistics such as booking rooms; Assist the Engineering team to manage the financial obligations of any project/task from raising requisitions to tracking costs through project cash flow records; and To provide consistent, central presence to cater for the growing processes that are required to manage engineering activities with the port environment. Organise all aspects of external stakeholder meetings; Organise internal and external port events and functions; Provide an enthusiastic and positive high level of service to all internal and external customers; and Liaise with relevant clients who have responsibilities within the scope of the projects. Monitor job progress of projects for schedule updating; and Assist with preparing the job start up and closeout checklists, agendas and meeting minutes. Other duties as required by MWPA within the skills and competencies of the employee. Mid West Ports Authority Project Administration Assistant PDF Page 2 of 5

3 Full Values and Behaviours Values Accountability Care Innovation Collaboration Integrity Behaviours that Support the Values As the Project Administration Assistant, I; Take responsibility for my actions Carry out assigned tasks to the best of my ability and ask for assistance if required Commit to the Port Authority s success and always strive to reach our goals Take pride in my work and strive for excellence in everything I do Speak up when I see something isn t right Commit to my wellbeing and safety and that of my colleagues Strive to do no harm to the environment to ensure a sustainable future Carry out tasks as per procedures and follow best practice principles in their absence Lead by example in promoting safe work practices Avoid acts or lapses which could reasonably be foreseen to cause harm to myself and others. Commit to learning and developing new skills Engage in continuous improvement Learn and adopt new technologies to help my organisation to succeed Where possible, actively seek new methods and practices to better myself and my organisation Embrace change that can deliver positive outcomes Participate and contribute as part of a team Recognise the contributions of my team mates Am open to different opinions and points of view Listen to new ideas and feedback Support a positive team dynamic Act with honesty and transparency in my work Make decisions based on evidence and do so in a timely manner Always do what is right even if it means standing alone Act impartial and do not act on processes that favour one entity over another Act in a professional manner Mid West Ports Authority Project Administration Assistant PDF Page 3 of 5

4 Behavioural Role Objectives Personal integrity Accountability Care and compassion Innovative Collaboration A high level of personal integrity that is displayed in daily interactions. A level of personal accountability and responsibility for ones actions and decisions to ensure the best outcomes for MWPA. A personal level of care and compassion that is highlighted in individual conduct. A demonstrated ability for lateral thinking on a strategic level that brings an innovative approach to carrying out duties. Ability to collaborate with others and share views and ideas positively. Corporate Compliance Accountabilities The incumbent is expected to carry out their duties in line with the strategic plan that incorporates the organisational values as detailed in the Code of Conduct & Ethics being Accountability, Care, Innovation, Collaboration and Integrity as well as the behaviours aligned to each. Education, Skills & Experience Required SELECTION CRITERIA: All below items must be addressed individually as part of a position application Experience Highly Regarded or Desired: Skills Minimum of 5 years relevant experience preferably in the engineering industry Essential: A high level of competency at utilising Microsoft Office Suite (Word, Outlook, and PowerPoint); Advanced Microsoft Excel competency. Outstanding office management and organisational skills, with the ability to organise priorities to meet deadlines; Demonstrated ability working in a high-pressure environment while maintaining high work standards and meeting stringent deadlines; and Excellent accuracy and attention to detail Licence Highly Regarded or Desired: Current WA C Class drivers licence. Mid West Ports Authority Project Administration Assistant PDF Page 4 of 5

5 Employee Acceptance I [insert name], confirm that I have read and understood the accountabilities associated with this position description. I accept that my ongoing performance will be assessed on the role accountabilities detailed in this document. Signed: Dated: / / Position Description Approval Name Signature Date Engineering Manager Paul Blundell / / Mid West Ports Authority Project Administration Assistant PDF Page 5 of 5