POSITION TITLE: / Administration Officer
POSITION NUMBER: / 2093
CLASSIFICATION/BAND: / City of Greater Geelong Enterprise Agreement (as amended from time to time)
Band 4 Salary $55,876.44 to $59,861.97
per annum (pro rata), plus superannuation
STATUS: / Temporary full-time position
(Maternity Leave Replacement)
DIVISION: / Planning and Tourism
DEPARTMENT: / Planning Strategy & Urban Growth
APPROVED BY: / Jamie Westhorpe
DATE APPROVED: / March 2015

POSITION OBJECTIVE:

To provide administrative and support services to the unit, ensuring compliance with all corporate procedures.

To deliver professional support services to the department in an efficient and effective way and to act as first point of contact for the unit’s customers.
THE CITY OF GREATER GEELONG:

The City of Greater Geelong is one of the largest local government areas in Victoria. The City provides more than 120 services to the municipality which has a population of more than 200,000. The City has an annual budget of $229 million and employs over 2000 staff. It also utilises a large number of volunteers. The organisation has five divisions: Community Services; Corporate Services; Enterprise Geelong, Planning and Tourism; City Services and Projects, Recreation and Central Geelong.

Geelong:

Located 75 kilometres from Melbourne, Geelong is Victoria’s second largest city and is renowned for its stunning north facing waterfront which overlooks Corio Bay. Geelong is a vibrant cosmopolitan city with a relaxed coastal flavour. It is recognised as offering one of the best lifestyles in Australia. Geelong has all the modern amenities of larger cities, combined with a clean and healthy environment.

Just minutes away from the city centre are kilometres of pristine beaches, charming seaside townships and unspoilt rural hinterland.

Geelong is also the gateway to the famous Great Ocean Road and some of the best surf beaches in the world.

The City offers excellent educational opportunities. Geelong Grammar, Geelong College, The Gordon and Deakin University are just some of the schools and tertiary institutions in the region.

ORGANISATION ENVIRONMENT:

Geelong is among the largest of 79 Councils which collectively represent approximately 5 million Victorians. While each Council is independent, there are common rules, mainly in the form of State Legislation, which provide the framework in which Councils operate.

Our Vision:
Greater Geelong: building our community through enterprise, opportunity and innovation in a quality environment.

Our Mission:
We will focus on developing and maintaining effective working relationships to deliver Council's strategic directions and high quality services that meet the changing needs of our community.

Values and Behaviours:
Values form the basis of our behaviour; they add meaning to work and they provide a basis for consistent planning and decision making across the organisation. The City of Greater Geelong aims to foster a culture that embraces the organisation values being Integrity, Responsibility, Innovation and Respect. All employees should demonstrate the behaviours that come from these values when carrying out their work.

ORGANISATION RELATIONSHIP:

This position is part of the Planning and Tourism division which comprises the following departments:

·  City Development

·  Planning Strategy & Urban Growth

·  Tourism Greater Geelong and the Bellarine

Reports To: / Coordinator Planning Strategy
Directly Manages: / N/A
Internal Liaisons: / Senior Management, other Council staff
External Liaisons: / Clients, business, community groups, government agencies, members of the public, consultants/developers

KEY RESPONSIBILITIES:

1.  Provide administration services to the department including screening calls, diary meetings, coordination of records management systems, creation and maintenance of databases, mail merges and provide administration support to other members of the department as required.

2.  Be the initial contact person for the department and direct enquiries as appropriate, including phone and counter enquiries.

3.  Create and manage internal systems so as to ensure that the department’s corporate operational requirements are met.

4.  Prepare reports, correspondence, and presentations.

5.  Take minutes of meetings, forums and other community consultation sessions.

6.  Build relationships with key internal and external stakeholders of the department.

7.  Generally contribute in a positive manner to the culture of mutual respect and customer focus within the department as outlined in the Council’s Vision and Values.

8.  Adhere to all Councils policies and procedures relevant to this position.

9.  Carry out other duties as deemed reasonable and appropriate to the role as directed from time to time.

KEY SELECTION CRITERIA:

Essential:

  1. Well developed research, analytical, interpretative and problem solving skills.
  2. Highly developed computer skills with experience using MS Office, Outlook and Dataworks.
  3. Ability to effectively plan, organise and manage own time to achieve targets within a set timetable.
  4. Ability to manage change and be innovative.
  5. Well developed written and oral communication skills.
  6. Some administration experience within the town planning or development industry is highly desirable.

7.  All candidates should display integrity, responsibility, respect for others and the ability to be innovative.

Desirable:

  1. Proficiency or skills with the Adobe Creative Suite or GIS systems.
  2. Experience in local Government

ACCOUNTABILITY AND EXTENT OF AUTHORITY:

·  This position will be principally responsible for the administrative/information systems operation within the department.

·  The position operates accordingly to the policies and procedures of the City, the business and marketing plans of the Department, the budget of the team and any relevant legislation.

·  Accountable for creating and capturing accurate and complete records of the business activities related to this position, in accordance with approved policy and procedures. This is applicable to both hardcopy and electronic information, including email.

JUDGEMENT AND DECISION MAKING:

·  This position operates under the general guidance of the Manager of Planning Strategy & Urban Growth in accordance with Council’s policies and corporate objectives.

·  As a member of a professional specialist team, the judgements and decisions made have a potential to influence overall performance of the department and to impact on the wider community.

·  Guidance and advice is always available within the necessary time frame.

SPECIALIST SKILLS AND KNOWLEDGE:

·  Highly developed PC and office administration skills.

·  Certificate IV Business Administration.

·  Ability to develop effective formal and informal public presentations.

·  Ability to draft correspondence on all matters relevant to the position.

·  Well developed research, analytical, interpretative and problem solving skills.

MANAGEMENT SKILLS:

·  Ability to effectively plan, organise and manage own time to achieve targets within a set timetable.

·  Ability to manage change and be innovative.


INTERPERSONAL SKILLS:

·  Ability to liaise and negotiate with business and community representatives and clients.

·  Ability to liaise with counterparts within the industry and all levels of City staff to exchange views and resolve problems.

·  Ability to demonstrate integrity, responsibility, respect, and innovation in all aspects of the position.

QUALIFICATIONS AND EXPERIENCE:

·  Certificate IV Business Administration highly desirable.

·  Office administration experience and well developed PC skills are essential.

·  Sound organisational skills, including experience in the organisation of meetings, seminars, etc

·  Some town planning administration experience is highly desirable.

·  A Current Victorian Drivers Licence.

SPECIFIC HEALTH AND SAFETY REQUIREMENTS:

·  A pre-employment medical examination may be required.

·  Participate, where required, in the reporting of health, safety and wellbeing issues.

·  Manual handling tasks involved.

·  Demanding deadlines.

·  Prolonged periods of in-activity i.e. sitting at the computer.

·  Regular keyboarding associated activities.

·  Long / short distance travel between sites as necessary.

·  Dealing with difficult clients and situations.

SPECIAL CONDITIONS:

·  Employment is subject to the presentation of documentary evidence of the right to work in Australia.

·  A National Police Records check may be required throughout your employment with Council.

·  A current Victorian driver’s licence is essential where the need to drive a Council vehicle is required.

RISK MANAGEMENT, EQUAL OPPORTUNITY AND CHARTER OF HUMAN RIGHTS:

·  Observe policies and procedures to minimise injury and damage to assets and property.

·  Adhere to Council’s Occupational Health Safety (OH&S), equal opportunity and risk management policies, as well as act in accordance with the Charter of Human Rights.

·  Ensure behaviour in the workplace does not discriminate, bully or harass others.

·  Take reasonable care of self and others who may be affected by your actions.

OTHER RELEVANT INFORMATION:

·  Employment may be subject to a three month probationary period (please note that following consultation, this period may be extended by up to a further three months).

·  Internal candidates may be subject to a three month trial period.

·  Conditions of employment are as per your contract of employment.

·  The City of Greater Geelong is an Equal Opportunity Employer and has a no smoking in the workplace practise and is also committed to OH&S in the workplace and therefore all employees adherence to all OH&S policies and procedures is mandatory.

HOW TO APPLY

Applications for this position close at 5.00pm 24 April 2015 and should be submitted through the on-line facility at www.geelongaustralia.com.au (for internal candidates, please refer to CityWeb).
Should you not have access to the on-line facility, applications may be directed to:
Recruitment Administration Officer
Organisation Development Department
City of Greater Geelong
PO Box 104
GEELONG VIC 3220
Phone: / 5272 4273 / For details on the recruitment process
Fax: / 5272 4292
If you require further information regarding this position, please contact:
Heather Forsyth, Acting Coordinator Planning Strategy on 5272 4988.

Privacy Statement

Making an application for this position requires that you consent to the collection, use, storage and destruction of personal information, including details of your referees. This information will assist us to select the best applicant for the vacant position.

At all times during the recruitment and selection process, personal data will be treated in a highly confidential manner.

Documents will only be available to members of the selection committee for the purposes of selecting the best person for the position.

All unsuccessful applicants’ documentation will be destroyed three months after the end of the recruitment process. Please do not send originals of documentation with your application, as they will be destroyed.

In addition the applicant understands that they may apply to Council for access and/or amendment of the information.

Successful applicant details become employment-related information and will be placed on the successful applicant’s Personal File. The City of Greater Geelong may release this personal information to third parties such as Vision Super Fund Pty Ltd., Victorian Workcover and Centrelink for employment related purposes.