Cardinia Shire Council

CARDINIA SHIRE COUNCIL

POSITION DESCRIPTION

POSITION TITLE: Trainee

STATUS: Full time, max term (12-18 months)

CLASSIFICATION: Trainee Award

BUSINESS UNIT: Various

DATE REVIEWED: 18 July 2017

ORGANISATIONAL CONTEXT

Our vision is that the Cardinia Shire will be developed in a planned manner to enable future generations to enjoy and experience the diverse and distinctive characteristics of our Shire

To undertake this vision successfully we are developing a skilled and professional workforce that embraces our corporate values. The Values help guide us to continue to be a customer-focused organisation that strives to achieve excellence in everything that we do. The Values form the basis of how we behave in the workplace and conduct the business of planning. Our corporate values are:

Teamwork: We work collaboratively to achieve shared goals

Respect: We value diversity and appreciate others

Accountability: We are responsible for our actions and behaviours

Communication: We communicate openly and share knowledge with others

Customer focus: We consider the needs of others and make a difference for our community

Council plays an important role in contributing to life in your community by providing many of the services and facilities that residents of all ages access every day. Council provides traditional local government services like local roads, waste management, and planning, building and animal control. But beyond this we provide much more. We work with residents from new born babies, to young people, families and our senior citizens.

ORGANISATIONAL RELATIONSHIPS

Reports to: Unit Manager/Supervisor

Supervises: None

Internal Liaison: Staff within business unit and general council staff as required

External Liaison: Members of the public, as required

POSITION OBJECTIVES

To provide general business administration and customer service support to Cardinia Shire Council business units.

KEY RESPONSIBILITIES

·  Collect and distribute incoming mail for the business unit

·  Prepare purchase orders and invoices for payment

·  Prepare agendas and minutes for team meetings

·  Undertake filing utilising HPRM (internal records management system)

·  Answer incoming calls or emails and refer or answer inquiries as required

·  Assist with projects as required

·  Data entry

·  Other administration tasks specific with the business unit trainee is working in at the time.

POLICY AND PROCEDURE COMPLIANCE

·  Adhere to and promote to HR, OH&S/Risk Management policies, procedures and practices

·  Demonstrate understanding and accountability for record keeping policy including the accuracy and capture of data, the sensitivities involved and the release and destruction of documents

·  Ensure compliance with Council financial and procurement policies and procedures in ensuring an adequate standard of internal control over finances is maintained.

ACCOUNTABILITY AND EXTENT OF AUTHORITY

The following activities can be undertaken without higher approval:-

·  Response to routine enquiries

·  Routine data entry

·  Recommending changes to processes and procedures

·  Preparation of agendas and minutes for team meetings

·  Preparation of routine documents

JUDGMENT AND DECISION MAKING

The work is well defined and established procedures exist. Discretion is available in the use procedures to undertake tasks. Supervision and guidance is always available.

The following decisions can be made independently, without the guidance of supervisors:-

·  Standard procedural and routine matters

·  Layout of work

·  Determining when to approach other staff for assistance

SPECIALIST KNOWLEDGE AND SKILLS

The following general skills are essential for this position:-

·  Willingness to learn

·  Familiarity with Microsoft Office (particularly Microsoft Word and Outlook)

MANAGEMENT SKILLS

The following skills are essential for this position:-

·  Time management

·  Planning & organisation

·  Initiative

INTERPERSONAL SKILLS

The following skills are essential for this position:-

·  Ability to contribute in a team environment

·  Verbal communication

·  Written communication – routine

10. QUALIFICATION

Essential qualifications:-

·  Year 11 or Year 12

Licenses and permits required:-

·  Current driver’s license preferred.

11. KEY SELECTION CRITERIA

·  Successfully passed Year 11 or Year 12

·  Some experience in an office/service environment.

·  Basic computer skills, including MS Word, MS Excel and Outlook.

·  Ability to display initiative

·  Ability to effectively communicate with other staff and external customers.

·  Ability to work within Cardinia Values Framework

CONDITIONS OF EMPLOYMENT

Terms and conditions of employment are in accordance with the Cardinia Shire Council Enterprise Agreement 2014 and Cardinia’s policies and procedures, as well as the federal trainee award.

Tenure: This is a maximum term contract (12-18 months)

Probation period: All Council appointments are subject to a minimum period of employment (“probationary period”) of three months This period may be extended by a further 3 months if circumstances require such as extension.

Police Record check: All appointments are subject to a satisfactory National Police Record Check.

INSTRUCTIONS FOR APPLICANTS

Please download a copy of Cardinia Shire Council Values Framework from this link as this gives an explanation of the organisational culture that operates at Cardinia Shire Council.

Apply Now: Recruitment for these positions is being coordinated by Skillinvest. Contact Julie Stephens at Skilinvest on 1300 135 008 or email

Please ensure that your application includes:

·  A copy of your current resume, including contact details for two (2) work related referees

·  Statement addressing the Key Selection Criteria

·  Covering Letter

Cardinia Shire Council is an Equal Employment Opportunity Employer