Harbour Communications Officer

Part one: jobdescription

Job title: / Harbour Communications Officer / Location: / Beacon Hill, Wellington
Status: / Permanent / Effective: / July 2008
Group: / Environmental Management / Department: / Harbours
  1. Role of the Harbours Department

The Harbours Department is responsible for providing a safe environment for maritime navigation and recreation within Wellington’s Harbours and coastal waters. This is done in accordance with statutory requirements, bylaws, Council and management directives and policies. The Council’s harbour and coastal areas of jurisdiction extends to 3 nautical miles around the region’s coastline, with oil pollution response reaching out to12 nautical miles. The region’s waters are from Otaki in the west to north of Castle Point in the East.

  1. Purpose of role

The Harbour Communications Officer is responsible for informing all shipping of weather and traffic movements within Wellington’s Harbours and coastal waters. The Harbour Communications Officer provides a 24-hour Vessel and Traffic Information (VIS) service (on a rostered basis) to all users of the region’s harbours. Information includes vessel movements, weather and navigational warnings to all users to help promote navigational safety and awareness, both to commercial or recreational users.

  1. Working relationships/reporting lines

The Harbour Communications Officer reports directly to the Manager Harbours, (Harbourmaster). The Harbour Communications Officer will have regular contact with the Deputy Harbourmaster and Harbour Rangers, and contact with other Harbour Communications Officers during the handover periods each day.

In addition, the Harbour Communications Officer will have regular contact with CentrePort Ltd, shipping company agents, and ships’ masters in respect of ship movements and planning. The Harbour Communications Officer will communicate with the recreational boating public, via radio and telephone. From time to time the Harbour Communications Officer will also be in contact with other regional council staff, emergency service organisations, and the general public via telephone.

  1. Key results and tasks

Key results / Key tasks
Communications
  • Ensures a constant listening watch is maintained on VHF Channels 4, 14, 16, and 62. Occasional use of Civil Defence VHF for the lower half of the North Island, northern South Island and Cook Strait areas, air-traffic control frequencies and Regional Council radio communications.
  • Ensures an immediate response and accurate information is provided to all relevant parties.
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  • Maintains alertness and constant watch of specified VHF channels. This will also include occasional use of Civil Defence VHF for the lower half of the NorthIsland, northern South Island and Cook Strait areas, air-traffic control frequencies and Regional Council radio communications. This is to ensure that information is conveyed to appropriate parties and that relevant authorities are notified of potential problems to ensure the safety of all harbour users.
  • Ensures all relevant parties are provided an immediate response to requests and enquiries for accurate information whether by telephone or radio communications.
  • Monitors vessel movements on radar, AIS and other electronic aids, as well as using visual checks to observe vessel movements and marine pilot transfers.
  • Notifies air traffic control and the WellingtonInternationalAirport duty manager regarding the air draft and ETA/ETD of vessels using Burnham wharf with masts over 24 metres.

Observation
  • Maintains a constant visual, listening and electronic watch for commercial and recreational vessels.
  • Be alert and vigilant to anything that may jeopardise the safety of shipping and other harbour users.
  • Notifies the Harbourmaster and other appropriate authorities of any actions, incidents and accidents that may threaten the safety of the harbour area.
  • Records accurate weather observations every two hours.
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  • Assists with the safe passage of all vessels through the entrance of and within WellingtonHarbour. This may include any vessel standing into danger, posing a threat to other vessels, vessels behaving erratically or failing to observe standard maritime rules or Wellington Regional Navigation and Safety bylaws.
  • Maintains a watch on all pleasure craft, fishing vessels, windsurfers, divers and other harbour users within sight of Beacon Hill and notify Police, Wellington Volunteer Coastguard and other appropriate authorities, should any danger arise and assistance be needed.
  • Notifies the Harbourmaster and other appropriate authorities of actions, incidents and accidents in accordance with requirements as defined in the Beacon Hill Operations Manual and Greater Wellington safety protocols. This includes, but is not limited to: defects on any vessels moving through the harbour, damage to harbour structures such as light towers, near misses in the harbour, failure or loss of power of harbour lights, or marine pollution events.
  • Provides a communication point and back-up support for Harbour Rangers dealing with call out work.
  • Ensures navigational safety during the hours of darkness, by carrying out formal navigational light checks every 3 hours, also at times before vessels transit the harbour.
  • Adopts the Greater Wellington BUDDY system for field workers and reports to their manager if they are over due.

Electronic Monitoring
  • Accurately monitors vessel movements on radar, AIS and other electronic aids.
  • Monitors and updates all shipping movement information to ensure these are accurate at all times.
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  • Monitors vessel movements on radar, AIS and other electronic aids, as well as using visual checks to observe vessel movements and marine pilot transfers.
  • Be particularly vigilant for any distress messages or requests for assistance and ensure they are acted on promptly.
  • Monitors and updates all shipping movement information. This will involve using CentrePort’s Chartts computer system to ensure these are accurate at all times.
  • Updates and records weather observations accurately every two hours and ensure that a full weather report is recorded and communicated to the Met Service every six hours.
  • Monitors the Wairarapa telemetry alarm and advising the Wairarapa Flood Officers where appropriate.

Operation of Beacon Hill Station
  • Ensures that Beacon Hill Station operates effectively by complying with work schedules, rosters and meetings. Provides relief assistance to other Harbour Communications Officers.
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  • Undertakes routine maintenance of the station, including daily cleaning.
  • Maintains appropriate levels of station supplies and ensures that all station equipment is maintained in good operational order and that any outages or maintenance requirements are reported to the Manager and are followed up.
  • Assists with the compilation of rosters and leave schedules.
  • Provides relief to other staff during periods of illness or other unexpected staff shortages. The last person who worked the last rostered shift is the person scheduled on to relieve the following day.
  • Attends staff meetings when required.
  • Operates the station in a safe and efficient manner in accordance with directions of the Manager, Harbours and the Beacon Hill operations manual.

Self Management
  • Demonstrates continuous improvement in performance /personal development.
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  • Is open to consultation and seeks regular feedback from manager in line with Greater Wellington’s performance management system (R&R).
  • Identifies opportunities for training and development.
  • Complies with Safety and Health legislation and policies.

Sustainable Resource Management
  • Demonstrates a commitment to sustainable resource management.
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  • Promotes sustainable resource management and promotes the Council’s role and achievements in this area, including making effective and efficient use of resources available to the Department.

  1. Dimensions (employees, budget, expenditure)

This is a stand-alone position and the Harbour Communications Officer has no direct reports or budgetary responsibilities.

  1. Health and safety

Greater Wellington (GW) is committed to providing and maintaining a safe and healthy working environment for all employees and to other people such as visitors, who potentially may be exposed to the risk of injury or harm as a consequence of our activities or through visiting our premises and work sites.

All employees should familiarise themselves with the GW publication “Keeping employees safe at work”. In addition, each department is responsible for maintaining an up to date hazard register that details specific hazards associated with the work that employees may be exposed to in the course of their work. Your manager is responsible for ensuring that you are introduced to the register on commencement with GW. It is essential that you familiarise yourself with the register and the procedures associated with it, particularly if you are field based or your work is likely to expose you to risks not generally encountered in an office based role.

All employees who regularly use a PC should also be aware of the potential for suffering a strain injury commonly referred to as ‘occupational overuse syndrome’ (OOS). This can result from incorrect workstation set up, or prolonged periods of using keyboards and mouse without taking regular short breaks.

Everyone working for GW should ensure that they:

  • Have read and understood the health and safety procedures relevant to their department and responsibilities.
  • Practice safe work methods.
  • Protect themselves, theirwork colleagues and any other party, from unsafe situations by working in a safe and responsible manner, in accordance with statutory requirements.
  • Participate in hazard identification and developing recommendations for corrective action.
  • Report all accidents, incidents, including near misses, whether or not these events involve injury or harm as soon as practicable so that remedial action can be taken.

Part two:person specification

  1. Essential knowledge, skills, and behaviours
  2. Restricted Radio Telephone Operators Certificate
  3. Radar Observers Certificate
  4. Second Mates (FG) or Offshore Watchkeeper’s Certificate of Competency or equivalent
  5. Familiarity with International Collision Regulations is a minimum requirement.
  6. Must have good working knowledge of appropriate regulations and bylaws governing shipping and recreational water activities.
  7. Effective keyboard skills and the ability to work with standard Microsoft computer applications, such as Word.

These qualifications are preferred, however we will consider a candidate with relevant experience in a non-maritime field and provide additional training as required.

  1. Personal attributes and behavioural competencies
  • Must be self disciplined and demonstrate ability to thrive on working independently in a sole charge facility.
  • Must have excellent organisational skills and ability to multitask, particularly when juggling several tasks at the same time.
  • Critical to be able to absorb, interpret and relay information accurately and promptly to appropriate authorities.
  • Able to follow protocols and instructions as set out in relevant regulations and manuals.
  • Respond positively to feedback.
  • Constructively question the way things are done and look for opportunities for improvement.
  • Ability to promote a positive image of the Council by communicating professionally at all times with both internal and external callers.
  • Willing to adopt flexible work practices to provide backup to cover staff shortages.
  • Must be capable of applying specialist and technical knowledge to tasks to the necessary level of expertise.

The ideal candidate will have good ‘local knowledge’ of WellingtonHarbour and its environments.

  1. Physical requirements
  2. Able to maintain high level of alertness over extended periods whilst operating shifts.
  3. The ability to safely use a keyboard and mouse without causing or aggravating an injury.
  4. Vision and hearing: The Harbour Communications Officer will be required to undergo hearing and vision checks to ensure that they are physically able to meet the job requirements. These checks will be required according to the Greater Wellington Health Monitoring Policy.
  5. The Harbour Communications Officer may be subject to random drug testing as this is a safety sensitive position.TheHarbourCommunications Officer must be able to physically carry out the functions of the position.

Part three: our core values

Greater Wellington is committed to achieving Quality for Life by ensuring our environment is protected while meeting the economic, cultural and social needs of the community.

To achieve this vision, we must work closely as an organisation and develop committed partnerships with others. This is possible when we focus on:

  • Positive, durable relationships
  • Innovation – trying new ways of doing things
  • Delivering on our promises and commitments.

Positive, durable relationships are possible when we:

Treat others with respect

This means we:

  • are positive, supportive, patient and good humoured
  • are courteous, sensitive to others’ needs and prepared to listen
  • value our differences
  • are open and honest in our communications
  • are aware of the cultural diversity of our colleagues and communities. In particular, we are open to learning about the Treaty of Waitangi and tikanga Maori

Are consistent in our dealings with each other

This means we:

  • ensure our policies are well communicated and understood
  • ensure fairness and consistency when applying policies.

Are willing to be team players and contribute to others’ goals

This means we:

  • want to establish positive relationships
  • are honest and trust each other
  • are excellent communicators
  • are co-operative and prepared to compromise
  • take the time to understand others’ issues, goals and workloads
  • openly share information and resources and are up front when we are unable to help
  • are prepared to accept constructive criticism
  • are reliable
  • use the skills of everyone at Greater Wellington.

Innovation  trying new ways of doing things

This means we:

  • are proactive and look for solutions not barriers
  • are flexible and embrace change
  • inspire each other
  • are courageous in looking for new ways of doing things.
  • strive for continuous improvement.

Delivering on our promises and commitments

Happens when we:

Focus on Quality for Life

This means we:

  • think of ourselves as part of one organisation
  • keep in mind the overall goals of Greater Wellington
  • understand what each area does and where we can work together
  • understand Greater Wellington’s position on a range of issues

Are accountable

This means we:

  • act in the interests of our ratepayers and are careful with resources
  • ensure our work is high quality
  • recognise and appreciate excellence
  • have opportunities for input but recognise that others have the right to make decisions and, once made, we back those decisions
  • are professional and take pride in our work
  • take responsibility for mistakes and learn from the experience
  • are willing to ask for help and advice when we need it.

Strive for excellent customer service

This means we:

  • are approachable and accessible to internal and external customers
  • are realistic in what we promise and we deliver on those promises
  • listen and take the time to understand issues/ concerns
  • provide answers and strive to ensure the customer gets the information they need. This means making sure we make links within Greater Wellington and to other agencies where appropriate.

Lead by example

This means we:

  • behave in ways that are consistent with the overall goals of Greater Wellington
  • are environmentally aware and aim to inspire others.

Date and signatures

Job holder: ______/ Date:______
Manager: ______/ Date:______

Harbour Communications Officer Job DescriptionPage 1 of 10