POSITION NO: / 2CS123
DIVISION: / Ci City Governance and Information
DEPARTMENT: / Corporate Services
SECTION: / Facilities and Functions Team
STATUS: / Permanent Full Time
CLASSIFICATION: / Band 5
OCCUPANT: / Vacant
LOCATION: / Broadmeadows Municipal Offices
DATE: / August 2013
POSITION OBJECTIVE(S):
· To provide specialist advice and a high level of governance support to Council through the performance of governance related tasks and functions.
· To provide a customer focused service in the provision of meeting facilities at Council’s Broadmeadows Municipal Office Complex, Broadmeadows Town hall and at other off-site locations as required.
· Undertake administrative duties and special projects that support the efficient provision of the functions for which Council’s Corporate Support team are responsible for.
· To supervise the Hallkeepers team to ensure the efficient and effective provision of Facilities and Functions services within the Broadmeadows Municipal Office Complex, and at other off-site locations as required.
KEY RESPONSIBILITIES AND DUTIES:
1. Citizenship Ceremonies
a. Makes all arrangements in relation to the conduct of citizenship ceremonies, including venue bookings, venue set-up and pack-up, pre and post event administrative requirements, event attendance including candidate registration and introduction during the ceremony, and all other tasks as required.
b. Assist the Coordinator Corporate Support in the organisation of arrangements for the Hume Australia Day Awards, and in particular, all arrangements for the citizenship ceremony which will be held on Australia Day.
2. Governance Tasks – Council and Committee Meetings
a. Prepare agendas an minutes for Council’s Audit Committee meetings.
b. When required to prepare agendas and minutes for Council meetings using the Infocouncil system.
c. Attend Council meetings as required to perform the role of Meeting Clerk.
3. Governance Tasks – Delegations and Authorisations
a. To prepare and process all authorisation requests to enable Council staff to be appointed as Authorised Officers under various pieces of state legislation.
b. To maintain an accurate register of Authorised Officers.
c. To review and update Council’s list of delegations as required.
4. Cemetery Projects
a. To assist the Council officers who perform the roles of Secretary for the Sunbury and Bulla Trusts, respectively, in planning and delivering projects for both the Sunbury and Bulla cemeteries as required.
5. Provision of Meeting Venues and Equipment
a. To ensure the coordination of meeting room bookings and the provision of facilities and equipment for meeting rooms at the Broadmeadows Municipal Office Complex, and at other off-site locations as required.
b. When required, to coordinate the preparation of venues for Council and ward meetings.
6. Broadmeadows Town Hall Hire
In relation to the use and hire of the Broadmeadows Town Hall, to:
a. Answer general enquiries.
b. Organise and take hall inspections.
c. Prepare quotation.
d. Take bookings.
e. Generate invoices.
f. Prepare and/or respond to general correspondence.
g. Roster staff to work at functions/events at the hall.
h. Roster staff to set-up and clean-up the hall both before and after functions/events.
i. Process the refund of hire bonds.
j. Ensure that hall hire documentation is always up-to-date and that hall hire conditions comply with Council policy and hire conditions.
k. Any other duties as required related to hall hire and use.
7. Staff Supervision
a. To prepare and maintain rosters for the Hallkeepers team.
b. To approve leave for the Hallkeepers team whilst ensuring that adequate staff levels are available to carry out the functions of the team.
c. To provide input into staff development and the annual performance reviews for staff in the Hallkeepers team.
d. To be a first point of contact for any issues associated with the Hallkeepers team.
e. To be able to perform all of the duties required of staff in the Hallkeepers team, as required.
8. Other Supervisory Responsibilities
a. To raise purchase orders for supplies of consumables and other supplies for meeting room and town hall use, including security services.
b. To identify, report on and arrange for maintenance of equipment in meeting rooms, resource rooms and the town hall.
c. To maintain a key register and be responsible for the allocation of keys as required.
d. To prepare reports and correspondence as required.
e. To prepare and maintain written procedures for tasks performed by the Facilities and Functions Team.
f. To manage the flags at the Broadmeadows Municipal Office Complex in accordance with accepted protocols and Ministerial directives.
g. To maintain a stock of flags for use by both the Facilities and Functions Team and other Council departments.
9. Council Meeting, Ward Meeting and Citizenship Ceremony Venue Preparation
a. To assist the Senior Governance Officer in preparing venues for off-site Council meetings, and attending Council meetings when required.
b. To assist the Ward Meeting Officer in preparing venues for Council ward meetings.
c. To attend all ward meetings in a venue supervision capacity.
d. To ensure that all Citizenship Ceremony venues are booked and prepared prior to the ceremonies.
10. Rostered and Additional Hours
a. To be available to work outside of the normal spread of hours, as rostered, when required to attend Council meetings, ward meetings, citizenship ceremonies, town hall functions, meetings or events and other meetings as required in either a supervisory, event support of Facilities and Functions Officer capacity.
11. Corporate Support Administrative Duties
a. Provide administrative support to the Ward Meeting Officer for all processes associated with preparing for and running ward meetings, including support in recording and responding to community correspondence.
b. To assist with any tasks and projects within the Corporate Services Department as directed by the team’s Coordinator or line management.
c. To promote a positive image of the Council to members of the public through professional standards of personal presentation and through the provision of services and advice in a courteous and efficient manner.
d. To ensure that all formatting of documents are within suitable design and layout.
12. Other Duties
a. This role falls under the definition of a Hallkeeper and as such it is covered by provisions B23.7.1 to B23.7.7 of Part B Hume EBA No 6 (2013-2017) - Local Authorities Award 2001.
ORGANISATIONAL CONTEXT
Vision
Hume City Council will be recognised as a leader in achieving social, environmental and economic outcomes with a common goal of connecting our proud community and celebrating the diversity of Hume.
Mission
To enhance the social, economic and environmental prosperity of our community through vision, leadership, excellence and inclusion.
Our Hume Values & Guiding Behaviours:
Respect
I will:
¡ Actively listen and communicate openly with others
¡ Value individual differences and the contribution of others
¡ Treat people fairly and ensure others do the same
Customer Focus
I will:
¡ Take responsibility for delivering services and solutions in a timely manner
¡ Respond to internal and external customers professionally and respectfully
¡ Engage with, listen and seek to understand the needs and expectations of the customer/resident
Collaboration
I will:
¡ Support and assist others by sharing information, knowledge and resources
¡ Cooperate with others and set and achieve common goals
¡ Actively participate and contribute to the team
Innovation
I will:
¡ Explore and act on better ways of doing things
¡ Be open minded and encourage new ideas from others
¡ Actively learn and develop to improve the work I do for the organisation
ENVIRONMENTAL SUSTAINABILITY
Hume City Council has a strong and enduring commitment to environmental sustainability, and prides itself on its leadership on a range of environmental issues. Council’s Sustainable Environment Department leads Council activities in this area, however all Council departments have a direct responsibility for implementing environmental sustainability actions across all Council operations and services to the community.
Council’s Live Green Work Green employee behaviour change program encourages staff participation in reducing the environmental impact of Council operations. Staff are encouraged to join the environmental leadership team, the Green Team, guiding action in this area.
CONTINUOUS IMPROVEMENT/BEST VALUE
Assist in the implementation and maintain continuous improvement system standards and procedures.
RISK MANAGEMENT:
Contribute to a positive risk management culture by complying with the Risk Management policy, assisting with the implementation of the Risk Management Strategy and reporting risk management concerns and improvements to their supervisors and/or managers.
OHS
Employees are required to participate in the OHS process by:
¡ Following established safe working instructions, procedures and policies.
¡ Taking reasonable care for their own Occupational Health and Safety and that of others.
¡ Seeking assistance when unsure of practices, procedures and policies to perform a task.
¡ Reporting all incidents, injuries, near misses, damage to property and hazards as soon as practicable to their supervisor and the OHS Team.
¡ Actively participating and contributing to inspections, audits, team meetings and training.
¡ Ensure that relevant OHS legislation is complied with.
POLICE RECORDS CHECK:
The incumbent must have and maintain a current Police Records Check: ¨ YES þ NO
WORKING WITH CHILDREN CHECK:
The incumbent must have and maintain a current ‘Working with Children Check’: ¨ YES þ NO
OTHER DUTIES:
Responsibilities and duties included in this Position Description are subject to the Multiskilling provisions of the relevant Award and/or the Hume City Council Enterprise Agreement.
ORGANISATIONAL RELATIONSHIPS:Reports to: / Coordinator Corporate Support
Supervises: / Hallkeepers team
Internal Contacts: / Councillors, Chief Executive Officer, Managers and Council staff
External Contacts: / Members of the community, residents, hall hirers, suppliers , contractors
ACCOUNTABILITY AND EXTENT OF AUTHORITY:
The incumbent is responsible and accountable for:
¡ Displaying and promoting Our Hume Values & Guiding Behaviours
¡ Maintaining knowledge of and working within Organisation Policies and Procedures including OHS, EEO and Code of Conduct.
¡ Understanding of the Local Government Act 1989 and existing Council policies and administrative procedures with the provision of accurate advice and information internally and externally.
¡ To provide specialist advice and a high level of governance support to Council through the performance of governance related tasks and functions.
¡ The effect of decisions and actions taken on individual clients may be significant but the decisions and actions are always subject to appeal or review by more senior employees.
¡ To supervise the Hallkeepers team to ensure efficient and effective provision of Facilities and Functions services are attended too.
¡ The freedom to act is governed by clear objectives or budgets, frequent prior consultation with more senior staff and a regular reporting mechanism to ensure adherence to plans.
JUDGEMENT AND DECISION MAKING:
The incumbent is accountable for:
¡ Responding to all general and town hall hire inquiries, with the ability to refer to other Council departments as appropriate
¡ Making decisions in accordance with the Local Government Act 1989 and Council policies and procedures to ensure prompt rectification of any identified issues with reporting to the appropriate person
¡ Problems are occasionally of a complex or technical nature with solutions not related to previously encountered situations and some creativity and originality is required, however guidance and advice would usually be available within the time required to make a choice.
¡ The work may involve solving problems, using procedures and guidelines and the application of professional or technical knowledge acquired through relevant experience.
¡ Ability to operate with minimal supervision and to show high level of initiative including access to available guidance as required
¡ Determining and implementing appropriate action and data entry of documentation requiring input into Council’s agenda management system, resolution action tracking system, Internet web site, Intranet site and TRIM
SPECIALIST KNOWLEDGE AND SKILLS:
The following knowledge and skills are required to be utilised:
· Planning and organising work on both an individual and team basis within required timeframes
· Proficient in the use of Microsoft Office programs including but not limited to, Word, Excel, Outlook and PowerPoint
· Understanding and ability to apply principles of privacy and confidentiality
· An understanding of the function of the position within its organisational context, including relevant policies, regulations and precedents.
· An understanding of the long term goals of the unit and an appreciation of the goals of the wider organisation.
· Understanding and working knowledge of facilities management issues
MANAGEMENT SKILLS:
The following management skills are required to be utilised:
· The ability to portray skills in managing time, setting priorities and planning and organising one’s own work and that of supervised employees so as to achieve specific and set objectives in the most efficient way possible within the resources available and within a set timetable.
· An understanding of and ability to implement basic personnel policies and practise including those related to Equal Employment Opportunity, Occupational Health and Safety and employees training and development.
· To prepare and maintain rosters for the Hallkeepers team and to ensure that My Hume Reviews are conducted in a timely manner.
· Demonstrated ability to operate within minimal supervision and show high levels of initiative.
· Ability to maintain professionalism, integrity and confidentiality.
INTERPERSONAL SKILLS:
The following interpersonal skills are required to be demonstrated:
· Capacity to gain cooperation and assistance from internal and external stakeholders in the administration of well-defined activities and in the supervision of other employees where appropriate.
· Well-developed written communication skills including the ability to prepare and provide high quality, accurate documentation and reports, and ensure the timely distribution of documentation, information and reports as required.
· The confidence and ability to liaise with and persuade a variety of staff and management.
· Ability to communicate sensitively and sympathetically with stakeholders.
· Ability to identify customer needs and expectations, determine the appropriate actions and respond accordingly.
· Ability to work effectively independently, and as a team member.