The Coordinatormaintenance Works Is Responsible for the Organisation and Implementation

Position Title: / CoordinatorMaintenance Works
Incumbent: / Vacant
Employment Status (EFT): / Permanent Full Time
Award Classification: / Band 6
Department: / Operations & Infrastructure
Prepared by: / Coordinator People & Culture
Approved by: / Chief Executive Officer
ROLE SUMMARY

The CoordinatorMaintenance Works is responsible for the organisation and implementation of Council’s civil works maintenance operations, including the organising and supervision of the Sealed Roads, Unsealed Roads and Concrete Works teams within the Operations & Infrastructure department.

The role is also required to coordinatewith and work closely with the CoordinatorCapital Works and the Coordinator Operational Services,forworks programming, scheduling, allocation of resources and administration related to the Operations& Infrastructure department.

ORGANISATIONAL CULTURE & VALUES

Ararat Rural City Council is committed to the principles of Best Value through the use of the Business Excellence Framework (BEF).The Business Excellence framework describes an integrated approach to leadership and management that is based on proven practices capable of achieving outstanding success and sustainability.

The Ararat Rural City Council strives to improve its operational performance to ensure the community continues to obtain best value services. Using the BEF has fostered an environment of continuous improvement at the Ararat Rural City Council.

The identification of strengths and opportunities for improvement is one of the critical benefits of using the BEF. Through the use of the Business Excellence categories and learning cycle, the Ararat Rural City Council continues to expand our internal knowledge and capabilities.

Our organisational values guide our behaviour both as individuals and as an organisation. Over time these values will help us to achieve our vision and improve the quality of the services we provide to our community. Our values are:

• Respect – for each other and the wider community;

• Excellence – striving for on-going organisational excellence and professionalism; &

• Passion – for our people, community & services.

All employees of the Ararat Rural City Council are encouraged to work efficiently in the system to complete work as well as working on the system to develop improvements to the way work is performed.

RISK MANAGEMENT

• To participate actively where appropriate in supporting safe work practices and the safety program.
• Responsible for direct supervision, induction, and provision of information to personnel under their control, including contractors, agency workers and trainees.
• To ensure issues arising within area of responsibility are communicated to the appropriate management level.
• Monitor the systems, workplace environment and procedures to ensure equipment, plant and machinery is safe to operate and work processes reflect OH&S standards.
• Be directly involved in incident/accident investigations.
• Implement control measures for identified hazards within area of responsibility.
• Ensure employees who have tasks allocated to them are competent to carry out tasks in a manner that is safe and without risk to health.
• To protect Council’s property from loss or damage.

REPORTING & WORKING RELATIONSHIPS
Reports To: / Executive Manager Operations and Infrastructure
Manages: / Concrete Works Supervisor
Sealed Roads Supervisor
Unsealed Roads Supervisor
Indirectly manages: / Maintenance Works employees
Key Internal Relationships / Coordinator Operational Services
Coordinator Capital Works
Design & Project Management Coordinator
Inventory and Workshop Supervisor
Waste & Sustainability Coordinator
Parks & Gardens Supervisor
Works Administration Officer
Key External Relationships / Ratepayers / Customers
Suppliers
Contractors and sub-contractors
Consultants
Vic Roads staff & other Government officials
Auditors

KEY RESPONSIBILITIES

• Plan, manage and superviseworks and employees in areas of responsibility in accordance with approved budgets and service delivery plans.
• Implement, monitor and review continuous improvement practices that improve the efficiency and effectiveness of work maintenance teams.
• Quality standards management and works programming.
• Ensure responsiveness to customer service requests.
• Engagecontractors or sub-contractors as required and ensure that:

• work is performed safely and to the required standards,
• Licensing and insurances are current and adequate,
• claims for payment are checked for accuracy.

• Be available for and organise after hours call outs.
• Inspect and record the condition of council assets as required.
• Coordinate the delivery of scheduled maintenance including the allocation and logistics of plant & equipment, materials and other services with work teams and their supervisors.
• Ensure the tidiness and orderly operation of the depot in areasof responsibility.
• Act in the role of Gravel Pit Manager as required.
• Arrange and conduct regular toolbox meetings.
• Provide regular feedback and advice on team operations to the Executive Manager Operations & Infrastructure.
• Coordinate and liaise with other Operational Services work groups.
• Manage the inspection of assets for compliance with Council’s Road Management Plan and other statutory requirements.
• Observe all policies and procedures of Council.
• Attend to Industrial Relations and Human Resource issues including staff development and training, annual reviews and staff performance management.
• Manage and monitor work output records including budget, labour, plant hire, material and other costs.
• Procure materials and external services as required in accordance with Council policy and ensure that accounts are certified and approved for payment.
• Report on scheduled and responsive maintenance outcomes;
• Prepare cost estimates of works and quotations (as required):
• All necessary records are kept and managed pertaining to the areas of responsibility including pre-start checks of equipment and daily records of activities undertaken by employees.

KEY ACCOUNTABILITIES AND OUTCOMES

Coordinatemaintenanceworks teams and assist the Executive Manager OperationsInfrastructure to deliver on all planned and budgeted programs.

Actively manage the delivery of services & operations in areas of responsibility to ensure compliance with contract specifications, current standards and budget allocations.

Provide administrative assistance to the Executive Manager Operations & Infrastructure to ensure the delivery of services in accordance with the service delivery plans and Annual Budget.

This position is responsible for delivering on all action items that have been identified within Council’s Corporate Plan that are within the relevant designated area and that of the employees reporting to this position.

ACCOUNTABILITY & EXTENT OF AUTHORITY

Accountableto the Executive Manager Operations & Infrastructurefor the efficient and effective performance of the Maintenance works area, including daily programming of employees, and the maintenance of employee records and costing information.

Within set parameters, the Coordinator has authority to organise and utilise dedicated Council resources to achieve defined objectives.

The authority to give directions to staff within the areas of responsibility.

Accountable to theExecutive Manager Operations & Infrastructurefor advice and information provided from the areas of responsibility.

The Coordinator has authority to authorise orders, in accordance with the Procurement Policy,against budgets under their control up to the value of $10,000.

JUDGEMENT & DECISION MAKING

The position involves problem solving and improving and/or developing methods and techniques commonly used in order to achieve efficiencies or quality improvements in output or systems.

The position involves the exercise of initiative and innovation in dealing with all aspects of the position. Guidance is usually available from within the organisation.

Freedom to act is governed by clear objectives and/or budgets with a regular reporting mechanism to the Executive Manager Operations & Infrastructureto ensure adherence to goals and objectives.

SPECIALIST KNOWLEDGE & SKILLS

An understanding of the organisation of complex daily works programs, procurement and stores management, including contingency and longer term planning.

Demonstrated ability to develop, manage and monitor budgetsincluding the ability to apply for grants from public and private sector organisations.

Developed skills in reading and interpretingconstruction plans, specifications and contract administration.

Well-developedadministration and reportingskills, along with a sound knowledge of computers, particularly excel & GIS software.

A broad knowledge and experience of applicableplant and machinery operations and practices.

High level skills in taking levels and setting out works is required.

Knowledge of quarrying techniques and materials is desirable, together with an understanding of the Extractive Industries Legislation.

MANAGEMENT SKILLS

The ability to supervise and positively motivate employees is required, including the ability to exercise:

a)appropriate human and industrial relations skills;

b)sound Occupational Health & Safety principles and practices;

c)effective forward planning;

d)appropriate customer request handling procedures.

An ability to manage time, set priorities, plan and organise work in advance is required for yourself and other employees within the areas of responsibility.

The ability to undertake recruitment, disciplinary procedures, training and performance management of employees within the team in accordance with the EBA, Award and Council policies and procedures.

The ability to develop the skills and capabilities of employees.

INTERPERSONAL SKILLS

The position requires good skills in both oral and written English to communicate effectively the intent and reasons behind actions to be taken so that the public, contractors and staff can gain an understanding of work tasks.

An ability to anticipate, read and record events.

An ability to resolve problems by mediation and conciliation.

Demonstrated capacity to represent the organisation externally and liaise with peers from other organisations to solve problems related to the position.

Developed skills in a contractual environment.

QUALIFICATIONS & EXPERIENCE

Previous experience in civil engineering or construction works together with relevant experience in the supervision of employees is essential.

A relevant tertiary qualification is desirable.

Experience in the operation of earthmoving equipment is highly desirable.

An ability to use a level and to read and interpret plans, specifications and contract with the ability to undertake basic site survey and works set-outdocuments is desirable.

Experience in the preparation of quotations and cost estimates and the administration of contract documents is desirable.

A current car licence is required. A medium or heavy vehicle (HR) licence is desirable.

A Level 2 First Aid Certificate is required, or a willingness to obtain this qualification.

Experience in developing, implementing and managing business and administration processes is required.

RELEVANT PHYSICAL RESPONSIBILITIES

Location of work: This position will work in the following locations:

Environment / Nil / Light / Average / Constantly
Indoor (office/ workshop) / X
Outside / X

Physical Activities: The work is likely to require a certain amount of physical activity, such as:

Activity / Nil / Light / Average / Constantly
Standing / X
Sitting / X
Bending / X
Walking / X
Repetitive hand work / X
Heavy lifting (<15kg) / X

Plant and Equipment: This role involves working with or near plant and equipment:

Hazard/Activity / Nil / Light / Average / Constantly
Rotating parts / X
Noisy environment / X
In proximity to moving plant / X
Strobe or similar lights / X
Operating plant controls / X
Driving plant or vehicles / X
Machinery vibration / X
Ability to distinguish between colours / X
Using hand held tools / X
Working with irritants, chemicals, fumes and/or dust / X
Working in hot surroundings / X

Other activities: This role may also include:

Activity / Nil / Light / Average / Constantly
Talking on the phone / X
Direct contact with people / X
Working at heights / X
Working with animals/wildlife / X
EQUAL OPPORTUNITY, PRIVACY AND CONFIDENTIALITY

The Ararat Rural City Council offers a work environment free of discrimination, sexual or other harassment, victimisation, vilification and bullying of which all employees must support and work within all stated policies and procedures of Council.

Employees must respect and protect the privacy and confidentiality of information gained or accessed during the course of their employment. Employees are required to comply with the Information Privacy Act, the Health Records Act and Council’s policies and procedures in relation to all items of information they are made aware of.

Both during and after employment with Council, employees must not:

• Communicate confidential or private information to third parties.
• Make use of any information gained through employment at the Council for any purpose other than that associated with their official duties as an officer of the Council.

It is a condition of employment with Council that all employees will work in accordance with all local, state and federal laws as well as the endorsed policies and procedures of Council.

POSITION APPROVAL
Signed / Date
Acknowledged by Employee
Acknowledged by the Manager
Approved by the Manager People & Culture
Approved by the Chief Executive Officer

Respect – Excellence – Passion1