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POSITION TITLE
Executive Officer, Public Libraries Victoria Network
BACKGROUND
Public Libraries Victoria Network
Public Libraries Victoria Network (PLVN) is a collaborative and advocacy organisationand the peak body for Victorian public library managers, comprising representatives of every public library service in the state. Initiatives range from information sharing and training to setting up of consortia to conduct projects and purchase materials in a collaborative manner.
PLVN is incorporated under the Associations Act and its duties and obligations are set out in its constitution. Membership is institutional.
Mission:
PLVN is the voice of Victorian public libraries.
Objectives:
PLVN collaborate to assist member organisations to more sustainably deliver community-focused library services and outcomes by:
· Leading the Victorian public library sector and building its capacity
· Shaping the strategic direction of and investment in public libraries
· Influencing stakeholder perceptions, attitudes and decisions
Values and Behaviours:
PLVN values equity, transparency and creativity. We work in a professional, collegial and inclusive way. Our actions are future-focused, results-driven and evidence-based.
General meetings of PLVN members are held quarterly. The Executive Committee meet monthly. PLVN maintains a website, e-lists and supports a number of Special Interest Groups. PLVN is supported by a part-time Executive Officer located at the Municipal Association of Victoria.
Further information about PLVN can be located at www.publiclibrariesvictoria.net.au
PLVN and the Municipal Association of Victoria have entered into a partnership agreement that enables the two bodies to work together on a number of projects.
The PLVN is supported by a part-time Executive Officer located at the Municipal Association of Victoria.
Municipal Association of Victoria
The Municipal Association of Victoria (MAV) has a commitment to employing people who are passionate about the work they do and about local government. The Municipal Association of Victoria is the peak representative body for Victoria's councils.
The MAV is a driving and influential force behind a strong and strategically positioned local government sector. Our role, broadly speaking, is to represent and advocate the interests of local government, lobby for a 'fairer deal' for councils, raise the sector's profile, ensure its long-term security and provide policy advice, strategic advice, capacity building programs and insurance services to local government.
The success of the MAV stems from its people and the Association has prided itself on building a quality team of staff and consultants to ensure that the needs of its members are met, and that the MAV is well positioned to fulfil its purpose.
The staffing profile of the MAV has a mixture of:
§ staff funded from membership subscription whose primary focus is policy support and advice, capacity-building programs and the representation of Victorian councils
§ staff funded from State or Commonwealth grants to deliver specific programs and support to Victorian councils
§ specialist consultants to supplement the skills of the staff within the organisation and provide support across a range of functions including finance, insurance scheme management and business development
POSITION PROFILE
The purpose of this document is to clearly articulate the key responsibility and accountability areas for this position.TOTAL EMPLOYMENT COST
/ A salary package commencing range at $88,000 pro rata ($52,800 for three days per week) plus superannuation depending on experience will be negotiated with the preferred candidate.REPORTS TO
/ PLVN Executive CommitteeMAV, Manager HR and Corporate Services
WORKS WITH / PLVN President
PLVN Executive Committee
DIRECT REPORTS / Nil
KEY RELATIONSHIPS / · PLVN members and Executive Committee
· Victorian public libraries
· State Library of Victoria
· MAV
· Local, State and Federal Government departments and agencies
· Relevant industry bodies, associations and suppliers
CONTRACT PERIOD / This is a part- time position of approximately 21 hours per week and will be offered for a contracted period of two years from commencement date, with the possibility of contract renewal subject to available funding.
The position is subject to a six month probationary period from commencement date.
THE POSITION
KEY DUTIES
/ Contribute to the development and achievement of the goals of PLVN by:· Actively working with members to develop and implement the Strategic Plan and Communications Plan
· Managing projects, consortium purchasing, services, partnerships and other activities
· In consultation with the Executive, developing policies, procedures and guidelines
· Providing support to the Special Interest Groups
· Providing advice to member libraries as appropriate
· Liaising with Local, State and Federal Government and relevant industry groups
· Liaising with other state and national library groups and associations
· Liaising in a positive manner with MAV management and staff
· Advising on appropriate responses to government initiatives impacting Victorian public libraries
· In consultation with the Executive, researching, analysing and preparing reports on key issues impacting Victorian public libraries
· Representing PLVN at meeting and other forums
· Managing sponsorship opportunities
Provide administrative support to the PLVN executive and membership by:
· Preparing and distributing minutes and agendas for executive committee and general meetings
· Co-ordinating arrangements for meetings, functions and conferences
· Managing correspondence
· Maintaining and regularly updating the PLVN website
· Managing elists and maintaining register of members
· Distributing and communicating relevant information to members
· Maintaining appropriate insurance cover
· Managing all PLVN financial transactions using MYOB
· Maintaining PLVN bank accounts and management of PLVN cash resources
· Monitoring and controlling expenditure within limits set by the Executive
· Ensuring complete and accurate records relating to PLVN business activities are maintained
· Liaising with contractors, suppliers and service providers
Reporting
· Prepare a draft annual budget for consideration by the Executive in accordance with timetable set
· Prepare a draft Annual Report for consideration by the Executive
· Provide an annual audited financial statement for the year ended 30 June
· Prepare monthly financial reports to the Executive
· Co-ordinate the annual Survey of Victorian Public Libraries
· Prepare written and verbal reports on specific projects, programs or developments as necessary
Risk Management
· Ensure that appropriate controls are implemented to manage risk
· Ensure that PLVN meets all legislative and regulatory requirements in relation to the Associations Act, accountancy, taxation, Human Resource Management, Equal Opportunity, and Occupational Health and Safety
· Ensure compliance with relevant MAV policies
JOB COMPLEXITY, SKILLS and KNOWLEDGE / Accountability and extent of Authority
The incumbent is accountable to the PLVN President and Executive Committee for the efficient and effective management of PLVN resources and effective leadership and guidance in the achievement of PLVN goals.
The incumbent has the authority and freedom to act within established operational and budgetary guidelines with a regular reporting mechanism to ensure adherence to goals and objectives. The incumbent fully briefs the PLVN President and Executive Committee on significant issues.
Judgement and Decision Making
While the incumbent will be expected to work independently; guidance and advice will available from the PLVN President and Executive Committee. In most cases the Executive Officer is expected to make decisions based on experience, knowledge, and within the parameters of the PLVN goals and policies, although the work may involve improving and/or developing methods and techniques.
POSITION SPECIFICATION – SELECTION CRITERIA
DESIRABLE/
REQUIRED
QUALIFICATIONS
KEY SELECTION CRITERIA
/ Proven successful experience in senior management in a public library or similar environment involving a number of stakeholder relationships.The incumbent will be required to undertake a National Police Check at the time of commencement and at regular intervals thereafter.
Key Competencies
· Strong commitment to, and understanding of the role of public libraries.
· Knowledge of current policy and emerging issues relating to local government and public libraries.
· Knowledge of current public library practices, standards and protocols.
· Substantial experience in corporate administration and governance practices.
· Demonstrated capacity to undertake financial services including invoicing, payments and preparation of reports and budgets.
· Demonstrated knowledge and experience in the effective management of budgets.
· Proven ability to prepare quality reports, strategies, policies and submissions within set timeframes.
· Demonstrated ability to set priorities, co-ordinate resources and manage time effectively to achieve objectives within identified budget and set timeframes.
· Well-developed inter-personal skills and the ability to gain co-operation and assistance from others.
· Ability to foster effective alliances and partnerships.
· Demonstrated ability to manage contractors.
· Excellent oral and written communication skills.
· Sound public relations and public speaking skills and the ability to represent the organisation in a public forum.
· Ability to work collaboratively to support the achievement of team objectives before individual goals.
· Ability to exercise initiative and use independent judgement.
· Demonstrated research and analytical skills.
· Knowledge of technology and software relevant to the executive support functions.
· Capacity to learn MYOB, tele and video conferencing and website maintenance requirements.
ADDITIONAL INFORMATION
LOCATION
/ This position will be located at the MAV office, 12/60 Collins Street, Melbourne.EQUAL EMPLOYMENT OPPORTUNITY
/ The MAV is an EEO employer committed to fairness, diversity and respect.OCCUPATIONAL HEALTH AND SAFETY
/ In the context of Occupational Health and Safety policies, procedures, training, and instruction, employees are responsible for ensuring that they:§ Follow reasonable instruction
§ Cooperate with their employer
§ At all times, take reasonable care for the safety of others in the MAV workplace
PRIVACY NOTIFICATION
The MAV is bound by Victorian privacy laws. For information on the relevant privacy practices contact Alison Standish at astandish@.mav.asn.au, 03 9667 5555
APPLICATION PROCESS
Applications are due on Monday 16 October 2017 at 5.00 pm.
Please send your application with a cover letter, an address to the key selection criteria and a curriculum vitae to:
Patti Manolis
Chair, PLVN
GPO Box 4326
Melbourne VIC 3000
Email to:
Deliver to: 12/60 Collins Street, Melbourne
FURTHUR ENQUIRIES
For further enquiries, or a confidential discussion, please contactPatti Manolis on 03 4201 0505 or
PLVN Executive Officer - October 2017 1/6