Division: Office of the Chief Executive Officer

Title: Executive Assistant to Chief Executive Officer

Classification: Band 6

Division: Office of the Chief Executive Officer

Reports to: Executive Advisor to the Chief Executive Officer

Enquiries: Kathryn Seirlis, Executive Advisor to the Chief Executive Officer, 9705 5200

1.  Position Purpose

»  As part of a small team, provide support to the Chief Executive Officer and Executive Advisor at the highest level of competence.

»  Coordinate operational and administration activities within the Office of the Chief Executive Officer.

2.  Key Responsibility Areas

»  Contribute to the management of competing priorities across the Office of the Chief Executive Officer.

»  Liaise and work closely with the Executive Advisor to ensure a high level of support is provided to the Chief Executive Officer.

»  Lead/coach digital change and improvements within the Office of the Chief Executive Officer.

»  Manage phone calls, enquiries and requests, emails, diary and travel arrangements for the Chief Executive Officer.

»  Prepare reports, correspondence and communications by researching and analysing information, and coordinating from multiple stakeholders.

»  Use high level computer skills to produce complex reports and presentations.

»  Provide advice, review reports and provide feedback to peers.

»  Contribute to the smooth running of the Office of the Chief Executive Officer by keeping informed of issues and seeking more efficient ways of doing things.

»  Monitor and ensure that the Office of the Chief Executive Officer meets corporate policy and reporting requirements.

»  Co-ordinate meetings for the Chief Executive Officer.

»  Provide agenda and take minutes for meetings of EMT and Casey Management Team.

»  Provide secretarial support to the Herb Thomas Trust including attendance at Trust Meetings (usually held outside normal working hours).

»  Through leadership and example promote Casey’s trademark behaviours: show respect, take responsibility, listen and respond, be positive, think things through.

3.  Occupational Health & Safety Responsibilities

»  Take reasonable care for the health and safety of yourself and others in the workplace.

»  Ensure hazards, incidents, near misses and injuries are reported immediately.

»  Support activities taken by the organisation to comply with OH&S legislation.

»  Ensure only authorised, adequately trained staff undertake assigned tasks.

»  Develop new work procedures, as required, in consultation with relevant persons.

»  Provide appropriate facilities for safe storage, handling and transport of work-related materials and equipment.

»  Actively participate in the planning and execution of Return to Work plans for employees.

4.  Accountability and Extent of Authority

»  The freedom to act is subject to regulations and policies and regular supervision. The effect on individual clients of decisions and actions may be significant but is usually subject to appeal or review by more senior employees.

5.  Judgement and Decision Making

»  The nature of the work is usually specialised with methods, procedures and processes developed from theory or precedent.

»  The work may involve improving and/or developing methods and techniques generally based on previous experience. Problem solving may involve the application of these techniques to new situations.

»  Guidance and advice are usually available.

6.  Management Skills

»  Skills in managing time, setting priorities and planning and organising work to achieve specific and set objectives in the most efficient way possible, within the resources available and within a set timetable.

»  Handle difficult and sensitive communications using clear and concise language to ensure the communication is understood as intended.

»  Think tasks through, from start to finish, and resolve conflicting demands, problems and arising issues.

7.  Interpersonal Skills

»  Communicate effectively with stakeholders when implanting new ideas

»  Ability to gain cooperation and assistance from others.

»  Ability to represent Council in a positive and professional manner.

»  Ability to maintain confidentiality and act with tact and discretion.

»  Ability to liaise with counterparts at other organisations to discuss specific matters.

8.  Specialist Skills and Knowledge

»  Modern digital capabilities including advanced Word, Excel, OneNote and PowerPoint skills.

»  Ability to fully utilise corporate applications such as records management and financial systems.

»  Excellent writing and research skills.

»  Broad understanding of local government’s activities and responsibilities.

»  Understanding of the wider social, political and business circumstances in the Local Government environment.

9.  Inherent Physical Requirements

»  Use a computer

»  Communicate clearly

»  Drive a vehicle

10. Qualifications and Experience

»  Driver's Licence which is valid to drive within Victoria.

»  Proven experience in a similar role

11. Conditions of Employment

»  Conditions of employment are as per the City of Casey Enterprise Agreement, Casey’s policies and procedures and the letter of offer.

»  Hours - The position is full-time worked on a 19-day/4-weeks arrangement.

»  Health Declaration - The preferred applicant is required to complete a Health Declaration form and return it to the Occupational Health and Safety Co-ordinator prior to commencement.

»  Criminal Records Check - This position is subject to the successful applicant having a satisfactory Police Check prior to commencement at Council’s expense and then as regularly as the position requires as per Council Policy.

»  Transport – Employees must use Council vehicles for work-related travel whenever practical to do so. If employees use privately-owned vehicles for work-related travel Council recommends the vehicle be comprehensively insured and the insurance company notified that the vehicle is being used for work-related travel. If an employee using a privately owned, comprehensively insured vehicle for work-related travel is involved in an accident they may be eligible for reimbursement of the insurance excess. Vehicles not comprehensively insured will not be eligible for reimbursement.

»  Sick Leave - A medical certificate may be required for any absence and must be provided for sick leave exceeding three working days or absence on the working day before or after a rostered day off, annual leave or public holiday.

»  Multiskilling - Employees may be directed to carry out any duties consistent with their skills, competence and training provided the duties do not result in de-skilling them.

»  Risk Management – Employees must comply with risk management policy and procedures.

»  Employment Status - The successful applicant must provide proof of permission to work in Australia prior to commencement.

»  Probation Period - A six month Probation Period applies to this position. This period will be extended in line with any period of unpaid or unauthorised leave.

12.  How to Apply

»  Applications to be submitted through the Casey website at www.casey.vic.gov.au in Word format.

»  Applications are dealt with in the strictest confidence. Details contained in your application will not be conveyed to any person not directly connected with processing your application without your express permission.

»  Following the nominated close date, short-listed candidates will be contacted by telephone. The remaining candidates will be notified via email if their application has been unsuccessful.