Position Description for Administration Officer Technical Services

Position Description

(including selection criteria)

Administration Officer

Technical Services

Shire of Brewarrina

PO Box 125 Brewarrina 2839

Telephone: (02) 6830 5100

Facsimile (02) 6839 2100

Email:

INFORMATION PRIVACY

Council advises that some of the personal information submitted by applicants for this position will be added to our database for communication and administrative purposes only, and will not be disclosed to any parties other than those involved in the selection process. You may access this information by contacting Council on (02) 6830 5100.

The Shire of Brewarrina, is located in the Outback region of NSW along the banks of the Barwon and DarlingRivers, and covers an area of 19,155 square kilometres in the north-west of New South Wales, with the northern border of the Shire also the southern border of Queensland. The Shire of Bourke lies to the west of Brewarrina, and the Shire of Walgett to the east. The nearest major population and regional centre is the city of Dubbo, approximately 400 kms south-east of BrewarrinaTown. The estimated population of Brewarrina Shire in 2006 was 1944 persons (based on 2006 census)

Our Vision

“Building on the economic and social sustainability in order to preserve the rich heritage of the community.”

Our Mission

“To provide local employment, investment opportunities, enhanced lifestyle and an improved social framework by encouraging the development of the local community and its infrastructure.”

Our Core Value

Service

Achieving excellence in customer service by satisfying the needs of customers.

Communication

Excellence in communications

Efficiency with effectiveness

Services provided by the organisation are to be carried out with the efficient allocation of resources.

Equity

Being a fair and equitable employer and provider of services.

Commitment

Displaying commitment and cohesion between community, elected members and staff.

Consistency

Having a professional approach to work with the highest ethical standards and a businesslike manner across the organisation.

Achievement

Developing a well trained, motivated and focused staff and elected Council.

Ensuring that the community, elected Council and staff can rely upon each other

Focus

Maintaining a clear focus on the vision and agreed goals.

Pride

General pride in works and services.

Respect

Earning and retaining the respect of the community.

Our Organisational Structure

The Brewarrina Shire is represented by 9 councillors and managed by the General Manager in accordance with the Local Government Act and various other Acts and Regulations. The staff complement is approximately 65.

POSITION DESCRIPTION

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  1. POSITION

Position Title: / Administration Officer-
Classification: / Band 2, Level 1 Grade 5 Step 1-4
Department: / Engineering
Employment Basis: / Permanent
Hours of Work: / 70 hours per fortnight
(75 hours per fortnight to allow for RDO)
or as negotiated with Director
Responsible To: / General Manager / Engineer
Responsible For: / Nil
Liaise with Internally: / All Staff
Externally: / Government organisations, members of the community
ADDITIONAL BENEFITS
Motor Vehicle: / Not Applicable
Subsidised Accommodation: / Not Applicable
Mobile Phone: / Not Applicable
Entitlement to Regular Allowances: / Not Applicable
Date Approved: / 18/09/2014
Date Reviewed / 17/09/2014
Occupant:
Prepared By: / Human Resources Manager
Approved By: / General Manager
Reviewed By: / Human Resources Manager
  1. POSITION OBJECTIVE(S)

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  • To provide efficient and effective delivery of administrative services, data management duties and customer service requirements for Council’s Engineering Department

  1. KEY RESPONSIBILITY AREAS

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  • Administrative support to the Technical Services Department (including general correspondence, forms, guidelines, reports, memos, information technology etc).
  • Maintenance of Council’s policy register ( Engineering)
  • Liaise with all staff within Council.
  • Assist in the disposal & archiving of outdated material, in accordance with the procedures outlined in the General Disposal Authority, State Records Act.
  • Placement of Council Advertisements. ( Plans, Contracts & Procurement)Submit advertising for inclusion in local newspaper before deadlines and outlying districts as required.
  • Maintenance of Records and Councils databases pertaining to the Technical Services unit as required.
  • Maintain monthly KPI’s on behalf of the Engineering Department.
  • Responsible for ordering and safekeeping of all reference material within the unit.
  • Responsible for various reports / returns (ie: RMS reporting, Annual report).
  • Collation of Management Plans for the Engineering Department
  • Assist Integration and production and proof reading of reports.
  • Assist with grant funding applications
  • Provide a high level of professional customer service to Council’s internal & externalclients, customers and the community.
  • Present a positive image of Council.
  • Maintaining a very high level of confidentiality at all times
  • Maintaining Engineering Services (Indoor & Outdoor) Leave / RDO rosters
  • Responding to telephone enquiries from internal and external customers in very timely and pleasant manner.
  • Taking of minutes as required.
  • Assist with the maintenance of Council’s asset registers.
  • Data entry and data management including plant returns, reflect software data and others.
  • Update and maintenance of the Councils Companion Animals Registry and Issuing of companion animal registration reminders and notices.
  • Complete 149 certificates, drainage diagram and outstanding notices requests
  • Travel within the council boundaries and outside of same is required.(overnight stay maybe required)
  • Assist other areas within council as required.
  • Knowledge and understanding of WH&S and EEO within the workplace.
  • Any other duties assigned within the skills and experience of the incumbent.

  1. COMMON SELECTION CRITERIA

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  • Class ‘C’ Drivers licence.
  • Abide by all legislation relevant to the position including, but not limited to Work Health & Safety Act, Anti-Discrimination Act,Local Government Act.
  • Undertake all activities in accordance with Council’s policies and procedures.
  • Ensure when using Councils plant, vehicles and equipment that they are used in accordance with the Motor Traffic Act, Councils Code of Practice for the Operation of Plant and Vehicles and relevant guidelines of the Workcover Authority and the Work Health & Safety Act 2011.
  • Ensure that information and records are maintained, stored and disposed of in accordance with relevant policies and procedures, in consultation with Council’s Records Officer.
  • Respond to routine correspondence.

  1. SELECTION CRITERIA

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  • Demonstrated ability to work effectively alone or in a team.
  • Strong work ethic and a commitment to high standards of service delivery.
  • Good Knowledge of Record Keeping.
  • Accurate typing ability.
  • Excellent computer skills (including word processing, spreadsheets, database, presentation software, email and internet).
  • Demonstrated ability and experience in the provision of quality administrative services in a multi disciplinary business environment.
  • Strict attention to detail.
  • Demonstrated time management skills (ability to meet deadlines, prioritise and achieve objectives).
  • Proven ability to multi-task and work under pressure.
  • Excellent Customer Service Skills.
  • Proven experience preparing reports and proposals, drafting correspondence and interpreting and presenting information.
  • Well developed oral and written communication skills.

  1. CONDITIONS OF EMPLOYMENT
  • Conditions of employment are in accordance with the Local Government (State) Award and the Brewarrina Code of Conduct and its policies.
  • The employee must satisfactorily discharge employment obligations, including the competent discharge of assigned duties and exercising of delegated responsibilities.
  • The employee must undertake any medical examinations required for the position at the cost of the Council as outlined in the letter of offer.
  • The employee must not take any Council equipment, stores or supplies away from the workplace without permission from the incumbent’s supervisor.
  • The employee must undertake all reasonable routine maintenance of issued Council equipment and notify the Workshop Supervisor of upcoming servicing requirements or emergency repairs required.
  • The employee must abide by other conditions outlined in the letter of appointment.
  • The employee shall work specific cycles as outlined in the letter of appointment, with one day as a rostered day off (RDO) as agreed by the Manager or other cycle that may become policy.
  • If an employee is approved as an ‘On-Call’ employee (additional to their primary duties for the Council) they will be entitled to take home a Council vehicle for this purpose as outlined in a separate memo.
  1. WORKCOVER REQUIREMENTS

As a condition of acceptance, the appointee MUST disclose pre-existing illnesses or injuries prior to employment; failure to do this may remove the appointee’s entitlement to any future Workcover compensation.

7.EMPLOYEE PERFORMANCE EXPECTATIONS

Ethics/probity

All employees are required to carry out their duties in a professional and ethical manner stepping aside from decision making when there is any potential conflict of interest.

Equal employment opportunity

All employees are required to comply with Council’s Equal Employment Opportunity (EEO) Protocol.

Public image

All employees are to adopt work practices with the public which reflects positively on Council.

Performance appraisals and training

All employees are to advise on training needs, career aspirations and actively participate in formal employee appraisals.

Cooperation

All employees are to cooperate with fellow staff to help achieve Council's mission and adhere to relevant awards, codes and practices, and Council’s Code of Conduct.

Workplace health and safety (WHS)

Take reasonable measures within their authority to ensure compliance with Workcover requirements and Council WH&S policies and procedures for the health and safety of all persons in, and accessing, the workplace through the:

  • Identification of hazards
  • Assessment & elimination of risks
  • Employee instruction, training, consultation and information
  • Employee supervision
  • Access to protective equipment and first aid as required
  • Assist in review rehabilitation return to work plans
  • Report any real or potential safety hazards

Must wear all necessary safety equipment and receive any necessary vaccinations and inoculations to reasonably protect the employee from workplace hazards.

Must at all times work safely and with to consideration for others in the workplace.

Record keeping

All employees are required to make and keep accurate records of activities that indicate the business of Council in accordance with the established policies and procedures. All employees must be aware that records exist in many forms including but not limited to paper based, electronic, digital and photographic. These requirements are proscribed by the State Records Act. Any employee who fails to make or keep appropriate records or who destroys records without proper authorisation may be subject to disciplinary action, as per Council’s Policies.

Security

All employees are required to maintain the security of Council property, plant, equipment and employees in accordance with established policies and procedures.

Any employee who is found to have compromised security and /or Council may be subject to disciplinary action.

License Requirement

The continued holding at all times of a driver’s licence, a minimum of Class ‘C’, is a requirement of this position. If you voluntarily give up your driver’s licence in the future, or have your authority to drive Council vehicles revoked due to dangerous behaviour in the workplace, you will no longer be qualified to hold this position and your employment may be terminated. If your drivers licence is revoked by the RMS, then you may have your employment placed under review for up to six (6) months, after which your continued employment will be subject to you having regained a driver’s licence within that period, and holding it continually for not less than three (3) years.

Other duties (outside of specific position requirements)

All employees are expected to undertake any duties that are within their capabilities as required by management from time to time, whether or not they are a usual function of the position.

Declaration

In signing this declaration I acknowledge that I, ______, have been advised of the requirements, terms and conditions of appointment to this position based on this Position Description.

Signed:______Date: ______

Employee

Signed:______Date: ______

Department Manager

Signed:______Date: ______

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W:\Human Resources\Position Descriptions\INDOOR\Engineering\Administration Officer (Engineering Services) 2014.doc