Administration Officer and Project Support

Transcription

1 Ironbark Sustainability Administration Officer and Project Support Position Description December

2 2017 Ironbark Group Pty. Ltd. The information contained in this document produced by Ironbark Group Pty. Ltd is solely for the use of the Client identified on the cover sheet for the purpose for which it has been prepared and Ironbark Group Pty. Ltd undertakes no duty to or accepts any responsibility to any third party who may rely upon this document. All rights reserved. No section or element of this document may be removed from this document, reproduced, electronically stored or transmitted in any form without the written permission of Ironbark Group Pty. Ltd. About Ironbark Sustainability Ironbark Sustainability is a specialist local government consultancy that works with councils around Australia by assisting them to reduce energy and water usage through sustainable asset and data management and on-theground implementation. Ironbark has been operating since 2005 and brings together decades of technical and financial analysis, maintenance and implementation experience in the areas of energy & water auditing, and public lighting technologies and management. Ironbark provides public lighting support nationally including technology advice, technology approvals, business cases and project management. Ironbark delivers strategic and specific advice and support for the establishment of effective environmental management systems for government and business clients. We pride ourselves on supporting our clients to manage their operations more sustainably. Our Mission Ironbark s mission is to achieve real action on sustainability for councils and their communities. 2 of 7

3 Position Title: Name of Employee: Hours: Salary: Starting Date: Staff Developer: Staffing Responsibilities: Role Description: Administration Officer and Project Support TBC Casual FTE (negotiable) Band 3, $53K-$56K per year plus Super (pro-rata) TBC TBC None The Administration Officer and Project Support role incorporates two distinct areas. The Administration Officer role involves general office support for the entire Ironbark team. This involves tasks related to maintenance of Ironbark systems and processes (for example, Customer Relationship Management software, Document Management Systems, website), scheduling meetings, HR and IT support, communications and office management. The Administration Officer component will comprise around 60%-80% of the role. The Project Support component of the role involves supporting project managers and Ironbark s council clients through the process of implementing and marketing energy-efficient projects. These are primarily projects around the upgrading of street lights, but also involve sustainable buildings and broader sustainability projects. The role will also involve field auditing, data analysis, liaison with contractors, drafting of reports. as well as working closely with other Ironbark staff. The Project Support component will comprise around 20%-40% of the role. Shared Values: OH&S The split between the Project Support and Administration Officer part of the role may vary across the year, and will depend on whether the position is filled as 0.4 or 0.6 FTE. All Ironbark staff are expected to abide by our Shared Values these are discussed at staff developer meetings: Transparency: open and honest behaviour. Tangible results: flexibility, pragmatism and efficiency. Leadership: persistence, creativity and aspiration. Healthy communities: environmental, social and financial sustainability. Good people All Ironbark staff are expected to look after themselves and others including: Reporting incidents and near misses; Follow OHS, quality, risk and environmental procedures; and Contribute to raising and addressing risks. 3 of 7

4 Key Duties and targets: Key Duty 1 Daily administrative tasks such as liaising with clients over the phone and ; arranging travel for other staff; purchasing office supplies; organizing meetings including agendas and minutes; maintaining and updating contacts database and website; assisting with responding to tenders and corporate information requests from councils; liaising with clients over the phone and ; with guidance, monitoring our compliance with internal policies and council requirements Other ad hoc administrative tasks such as reviewing and QA-ing documents and newsletter articles; data entry, organizing events; assisting with HR tasks such as interviewing and reviewing CVs Responses to all clients within 1 working day of receiving requests Administrative tasks completed accurately and in a timely manner Systems are in place and up-to-date (e.g. new staff are inducted and training registers maintained) Reports and newsletter articles are reviewed in a timely fashion and up to a high professional standard Key Duty 2 With guidance, take responsibility for our IT systems and software including Google Aps, SugarCRM, Typo, Basecamp, Mailchimp, Jotform and Box. This includes developing and maintaining internal process manuals for these systems, helping staff in their use and trouble-shooting office IT issues Manuals are easy to use, can be provided to all staff on induction and are updated every 12 months or more frequently if necessary. IT support arranged as required (for example to set up new server, scanner, printer, resolve issues) Key Duty 3 With guidance, assist in marketing Ironbark s work to clients and potential clients, including preparing and distributing our enewsletter, managing our social media accounts (e.g. LinkedIn, Facebook, Twitter) and preparing content for our website High quality and timely content prepared for various platforms. Key Duty 4 Carry out lighting level assessments including site visits, data analysis and drafting components of reports 4 of 7

5 Carry out field, quality and depot audits for street lighting bulk change projects including reporting outcomes Assist the relevant Project Manager with ensuring compliance with the requirements of our accreditation under the NSW Energy Savings Scheme (ESS) and National Association of Testing Authorities (NATA). Field work carried out independently Data analysed against Australian Standards Audits scheduled and completed on time and results compiled and provided to project managers in a timely manner ESS/NATA documents up-to-date and procedures followed Required meetings, audits (internal and external) and training (internal) scheduled and completed to time for ESS/NATA Ironbark continues to comply with relevant requirements for NATA, ESS, etc. Key Duty 5 Provide day to day support to project managers on street lighting projects, energy efficiency and renewable energy in council buildings, and broad environmental sustainability projects and programs Assistance may include writing and reviewing sections of reports, quotes and tenders, communications of faults to contractors, preparation of business cases using MS Excel, data analysis, research, collating maps and helping the GIS team Work is completed within Ironbark s project management structure with an understanding of project roles, responsibilities, issues and risks Work completed in a timely and accurate manner Key Selection Criteria - Skills and Experience: Qualifications Bachelor/Diploma level preferred in a relevant field such as Environmental Science, Engineering, Administration, Finance, Human Resources; or relevant TAFE course with relevant experience A demonstrated interest in sustainability (e.g. through study, professional or voluntary work) Computer Competence Proven computer skills are essential, including demonstrated ability to work with Microsoft environments especially Excel (advanced Excel knowledge desirable) 5 of 7

6 Proven ability to learn new software quickly. Our systems are mainly cloud-based and include Google Apps (similar to Gmail) and Box (similar to Drop Box) Confidence in trouble-shooting IT issues as they arise Project Management/Administration Skills in managing time, setting priorities, planning and organising one s own work with guidance from a project manager Exceptional attention to detail Ability to set up and maintain systems to ensure important tasks are completed on time Demonstrated Workplace Experience Experience in dealing with customers/third parties in a professional manner via mail, phone and in person Experience in administration, project or sustainability roles Stakeholder knowledge None required, but a basic knowledge of one or more of the following is beneficial: Local or state government structures and processes, Distribution Network Service Providers (DNSP) structures and processes. Communication Well-developed communication and interpersonal skills including the ability to liaise with multiple internal and external stakeholders on a single matter. Well-developed writing skills, including the ability to produce high quality and well-written quantitative reports. Decision making/accountability Is self-disciplined and gets thing done Works under general supervision May provide information to clients or senior employees Activities require personal judgment General Ability to work in a small team and in a highly productive environment Ability to work with minimal supervision Ability to work on a variety of different tasks that may change (be prepared... things will change) Up-to-date Australian driver s license preferred. Please specify whether you have an Australian driver s license in your application. Australian citizen or permanent resident 6 of 7

7 Flexible working hours and conditions available 7 of 7