HUNTERS HILL COUNCIL

JOB SPECIFICATION

POSITION TITLE: Administration Officer

WORK HOURS:21 hours per week

WORK TEAM: Administration Support Team

REPORTS TO: Group Manager Development & Regulatory Control

GRADE:Grade 10

LAST REVIEWED: May 2016

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1.0PRIMARY PURPOSE OF THE POSITION

The Development & Regulatory Control Administration Officer provides administrative, secretarial, clerical and general support to the Group Manager, Development & Regulatory Control, Development & Regulatory Control staff and other staff as required.

The Development & Regulatory Control department is an internal service provider which interacts and liaises with other departments, members of the public, customers, federal and state government Ministers and members, government departments, service agencies, Council elected representatives, Council Committees, community groups and organisations.

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2.0ORGANISATIONAL CONTEXT

Main functions and activities of the Development & Regulatory Control Section:

The Work Team consists of the following team members:

  • Group Manager Development & Regulatory Control
  • Senior Development Officer
  • Environmental Health & Building Surveyor
  • Development Control Officer (Planning)
  • Strategic Planner
  • Heritage Adviser
  • 1 x Administration Officer (Full time)
  • 1 x Administration Officer(Part time)

Whose main functions and activities are listed below:

  • Building Control
  • Development Control
  • Environmental Control
  • Heritage Conservation
  • Forward Planning

Overall the main function of the team is to provide development and environment and associated support services to the organisation and the Council.

REPORTS TO:Group Manager, Development & Regulatory Control

SUPERVISES DIRECTLY:Nil

BUDGETARY RESPONSIBILITY: Nil

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3.0KEY TASKS & RESPONSIBILITIES

The position has the following tasks and responsibilities:

3.1 Provision of a full administrative/secretarial to staff within the work team.

3.2 Provision of word processing and desk top publishing support for the work team in an accurate and timely manner.

3.3Provision of the administrative requirements of Development Applications including utilising Council’s computer systems. Tasks include initial mailout, internal reports, referrals, acknowledgement of submissions, completion of determination paperwork

3.3 Assist members of the public and customers (by email, phone or in person) by providing clear and accurate information and referring enquiries to appropriate officers within the organisation.

3.4 Communicate with customers in a professional and courteous manner. Maintain a good flow of communication.

3.5 Organise – venues, use of equipment and catering for Council and Committee meetings, public meetings and community events.

3.6 Diary management for committees and team members including liaising with internal staff and customers

3.7 Compilation, printing and distribution of meeting agendas and minutes, to both external and internal parties. Attendance at meetings in order to minute take. Meetings include but are not limited to: Council, Development Control Unit, Conservation Advisory Panel, Gateway, Gladesville and Hunters Hill Mainstreet Committees and any other ad hoc meetings as they arise.

3.8 Record and log file movements as required by Council records management and computer system.

3.9 Assist work team members in the Co-ordination, implementation and operation of public meetings, workshops, forums and community participation.

3.10 Assist work team members (Strategic Planner & Environmental Health and Building Surveyor) with special projects in respect to administration and implementation to ensure smooth process of project

3.11 Assist work team members in the compilation and preparation of various reports, newsletters and organisational publications.

3.12 Assist or relieve in other departments as and when required.

3.13 General clerical duties, research and investigation.

3.14 Provide a high level of administrative support to the Group Manager, including preparation of letters, memos both from verbal and written instructions some of which are of private or confidential nature. Ensure accuracy and confidentiality of information at all times

3.15 Review processes and procedures within the department to ensure effective and efficient procedures are in place at all times.

3.12Other ad hoc duties as directed by the Group Manager, Development & Regulatory Control

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4.0DECISION MAKING

LEVELS OF DECISION MAKING

 Responsible for the decisions made in the delivery of services and advice to Work Team members and customers.

ACCOUNTABILITY FOR DECISIONS

 Accountable for daily decisions made in conjunction with responsibilities and for the quality of work output.

DEGREE OF SUPERVISION

 The position holder works with minimal supervision, however standards and general instruction are available.

REQUIREMENTS FOR PROBLEM SOLVING/ANALYSIS

 Routine problems are solved by applying and/or adapting established work practices and procedures.

 Job holder should have ability to recognise and identify problems, carry out corrective action if appropriate or bring to the attention of Group Manager Development and Regulatory Control

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5.0 COMMUNICATION

OBJECTIVES

●The ability to understand the requirements of the department Manager and other team members.

●To communicate problems or difficulties and impart information accurately and concisely to internal and external customers.

KEY CONTACTS – NATURE & PURPOSE

●Team members in the department for co-ordination and integration of activities.

●Internal customers (other council staff/branches) and external customers (residents, ratepayers, developers, government agencies, other councils, solicitors etc) for advice and information on matters being handled by the department.

●Manager – to receive instructions and provide feedback.

KEY REPORTS REQUIRED OF POSITION

●Typed correspondence and reports.

●Business papers and meeting agendas.

  • Formal responses to applications and certificates under the relevant Acts.

●Minutes of meetings.

●Statutory reports.

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6.0 QUALIFICATIONS, EXPERIENCE, KNOWLEDGE, SKILLS

This is the criteria used to fill the position

6.1 QUALIFICATIONS

Essential

●School certificate or equivalent standard of secondary eduction.

●Secretarial certificate or equivalent TAFE qualification.

●Evidence or certification of use of word processing (Word) and spreadsheets (Excel)

Desirable

●Knowledge of updating websites

6.2 EXPERIENCE

Essential

●Appropriate and relevant administrative, secretarial and word processing experience.

●Relevant customer contact and customer service experience.

Desirable

●Experience in local government or other relevant public sector area.

6.3 KNOWLEDGE

Essential

●Advanced knowledge of Microsoft Office

Desirable

●Knowledge of Local Government or Council related services

●Demonstrated knowledge related disciplines.

6.4 SKILLS

Essential

●Organisational and workflow planning skills

●Commitment to quality customer service skills

●Good written and verbal communication skills

●Ability to work without supervision

●Accuracy of work

●Ability to work under pressure and to tight deadlines

●Typing speed of 60 plus accurate words per minute

●Demonstrate ability to work flexibility and collaboratively as part of a team

●Accuracy of information

●Research and analytical skills

●High level of computer literacy and especially in the use of MS Office software

●Proven ability to use initiative and be proactive whilst acting with discretion and confidentiality.

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7.0 PERFORMANCE MEASURES

List the specific measurable results expected from the position:

●Achievement of satisfactory levels of performance against the indicators adopted for the position

●Accuracy of work

●Prompt response to customer requests

●Accuracy of information

●Compliance with statutory obligations

●Compliance with powers and duties exercised.

WORK HEALTH AND SAFETY

The employee who occupies this job must be knowledgeable about Council'sWork Health Safety (WHS) policy and procedures as described in the organisation's WHS Plan.

He or she must comply with relevant WHS policies and procedures and act in a manner that ensures the health and safety of all persons in the workplace.

Our values are at the HEART of what we do and who we are

Honesty / Excellence / Accountability / Respect / Teamwork

Prepared by:Steve KourepisDate: February 2014

MANAGER DEVELOPMENT & ENVIRONMENT

Approved by:Barry Smith

General ManagerDate: February 2014

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