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POSITION TITLE:
Senior Administration Officer
POSITION NUMBER:
2547
CLASSIFICATION / BAND:
City of Greater Geelong Enterprise Agreement (as
amended from time to time)
Band 5 $59,575.18 to $67,729.35 per annum, plus
superannuation
STATUS:
Permanent full-time position
DIVISION:
Projects, Recreation and Central Geelong
DEPARTMENT:
Central Geelong Action Plan
APPROVED BY:
Megan Holbrook
DATE APPROVED:
10 October 2014
POSITION OBJECTIVES:
Provide high level administrative and executive support to the Manager and staff of the Central
Geelong Action Plan department in an efficient and effective manner.
Perform a broad range of general secretarial and administrative duties, including financial processes.
Contribute to the development and implementation of communications activities and projects for the
Central Geelong Action Plan.
THE CITY OF GREATER GEELONG:
The City of Greater Geelong is one of the largest local government areas in Victoria. The City
provides more than 120 services to the municipality which has a population of more than 200,000.
The City has an annual budget of $229 million and employs over 2000 staff. It also utilises a large
number of volunteers. The organisation has five divisions: Community Services; Corporate Services;
Economic Development, Planning and Tourism; City Services and Projects, Recreation and Central
Geelong.
Geelong:
Located 75 kilometres from Melbourne, Geelong is Victoria’s second largest city and is renowned for
its stunning north facing waterfront which overlooks Corio Bay. Geelong is a vibrant cosmopolitan city
with a relaxed coastal flavour. It is recognised as offering one of the best lifestyles in Australia.
Geelong has all the modern amenities of larger cities, combined with a clean and healthy
environment.
Just minutes away from the city centre are kilometres of pristine beaches, charming seaside
townships and unspoilt rural hinterland.
Geelong is also the gateway to the famous Great Ocean Road and some of the best surf beaches in
the world.
The City offers excellent educational opportunities. Geelong Grammar, Geelong College, The
Gordon and Deakin University are just some of the schools and tertiary institutions in the region.
ORGANISATION ENVIRONMENT:
Geelong is among the largest of 79 Councils which collectively represent approximately 5 million
Victorians. While each Council is independent, there are common rules, mainly in the form of State
Legislation, which provide the framework in which Councils operate.
Our Vision:
Greater Geelong: building our community through enterprise, opportunity and innovation in a quality
environment.
Our Mission:
We will focus on developing and maintaining effective working relationships to deliver Council's
strategic directions and high quality services that meet the changing needs of our community.
Values and Behaviours:
Values form the basis of our behaviour; they add meaning to work and they provide a basis for
consistent planning and decision making across the organisation. The City of Greater Geelong aims
to foster a culture that embraces the organisation values being Integrity, Responsibility, Innovation
and Respect. All employees should demonstrate the behaviours that come from these values when
carrying out their work.
ORGANISATION RELATIONSHIP:
This position is part of the Projects, Recreation and Central Geelong Division which comprises the
following departments:
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Capital Projects
Central Geelong Action Plan
Events, Central Geelong and Waterfront
Leisure Services
Sport and Recreation
Urban Design / Strategic Projects
Reports To:
Directly Manages:
Internal Liaisons:
External Liaisons:
Manager Central Geelong Action Plan
None
Central Geelong Action Plan staff, Mayor and Councillors, Senior
Management and other Council staff
Residents/Customers/Visitors, Business and Community Representatives,
Representatives from other Councils and Statutory Authorities, Consultants
KEY RESPONSIBILITIES:
1. Provide personal and secretarial support to the Manager Central Geelong Action Plan.
2. Assist the Manager in the performance of the functional duties and responsibilities of the Unit.
3. Arrange meetings and prepare agendas, minutes and reports as required, including providing full
secretarial support for meetings of the Central Geelong Taskforce (a Section 86 Committee) and
associated Advisory Committees.
4. Coordination and management of diaries, meetings, events and development programs for the
department.
5. Organise workshops, functions, various advisory boards, conferences and professional
development and information sessions.
6. Provide financial administrative management support to the department, including monitoring
contracts, raising orders, processing invoices, keeping records of variations and other activities,
as directed.
7. Maintain databases including mailing lists and statistical information.
8. Assist in the development, design and coordination of Central Geelong Action Plan
communications activities.
9. Preparation of visual communication material, including drafting or modification of plans, posters,
brochures, funding submissions and other material.
10. Assist with the preparation of letters, responses to enquiries, press releases, Council reports and
undertake such other duties and functions as directed by the Manager.
11. Adherence to all Council’s policies and procedures as relevant to this position.
12. Carry out other duties as deemed reasonable and appropriate to the role as directed from time to
time.
KEY SELECTION CRITERIA:
Essential:
1. Secretarial, administrative and financial experience, including in minute taking, preparation of
reports, correspondence, presentations and budget management.
2. Excellent interpersonal skills, including the ability to build positive relationships and gain
cooperation and assistance of internal and external stakeholders.
3. Highly developed organisational skills, including the ability to manage a range of tasks
simultaneously, anticipate the needs of the Manager and deliver outcomes as per established
timeframes.
4. Strong attention to detail.
5. Ability to contribute effectively to a team and collaborate with others.
6. Advanced skills in Microsoft suite of software (Word, Excel, PowerPoint).
7. Good level of geographic literacy: ability to read and understand maps and similar plans.
8. Experience preparing and presenting information visually, including formatting of documents.
9. All candidates should display high personal and corporate values such as integrity, responsibility,
respect for others and the ability to be innovative.
Desirable:
1. Graphic design, layout and/or mapping skills.
2. Proficiency in Adobe Creative Suite or similar.
3. Experience using Oracle and Dataworks (Council’s finance and electronic document
management systems).
ACCOUNTABILITY AND EXTENT OF AUTHORITY:
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Responsible for ensuring high quality outcomes are achieved and activities are conducted in a
time efficient and cost effective manner.
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Accountable for creating and capturing accurate and complete records of the business activities
related to this position, in accordance with approved policy and procedures. This is applicable to
both hardcopy and electronic information, including email.
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This position may make requests to other staff on behalf of the Manager.
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Determines priorities for the day to day administration of the Managers office as well as other
areas delegated to it by the Manager.
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Freedom to act is governed by clear objectives and budget, with consultation with the Manager.
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Develop and implement appropriate administrative and organisational systems.
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Co-ordination of delegated budget component.
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Accountable to ensuring the timely and orderly administration of processes associated with the
smooth running of the Central Geelong Taskforce (a Section 86 Committee) and associated
Advisory Committees.
JUDGEMENT AND DECISION MAKING:
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Understanding of the workings of the department and an appreciation of the Manager’s role and
responsibilities within the broader organisational and political context of the Council.
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Establish, develop and maintain systems and procedures used within the position.
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Make decisions without referral to the Manager concerning routine and defined administration
functions, including managing time commitments in the Manager’s diary.
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Guidance and advice will usually be available within time to make a decision.
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Show initiative and innovation in approach to all aspects of the position.
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Exercise loyalty, good judgement and discretion regarding confidential issues.
SPECIALIST SKILLS AND KNOWLEDGE:
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Demonstrated understanding and commitment to Corporate and department initiatives, policies
and procedures and an appreciation of the goals of the wider organisation.
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Ability to provide advice, guidance and training to other department staff.
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Ability to conduct research and draft reports.
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Ability to coordinate and organise the operation of the department.
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Demonstrate attention to detail and diligence in undertaking work.
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Advanced skills in Microsoft suite of software (Word, Excel, PowerPoint) and other appropriate
computer software.
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Highly developed keyboard skills eg. typing speed of 70 words per minute.
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Effective use of excel formulae to analyse data and present information.
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Ability to lay out documents, annotate and prepare plans in programs such as Adobe Creative
Suite, generally using established templates.
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Knowledge of the systems of the City of Greater Geelong would be an advantage.
MANAGEMENT SKILLS:
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Highly developed organisational skills and the ability to manage a range of tasks simultaneously
and anticipate the needs and set priorities for the Manager.
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Ability to manage time, set priorities, plan and organise one’s own work and others where
required, within agreed timelines and resource constraints.
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Ability to work efficiently and effectively without supervision and direction.
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Demonstrated ability to work under pressure.
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Ability to initiate appropriate action to ensure the customer receives the best possible service.
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Understanding of and ability to implement Council’s personnel practices including Equal
Employment Opportunity, Occupational Health and Safety, training and development.
INTERPERSONAL SKILLS:
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Highly developed interpersonal skills with the ability to establish rapport and proactively cultivate
and maintain strong team relationships among colleagues within the organisation and with
external stakeholders.
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Well developed written communication skills to prepare correspondence, drafting reports,
research (including use of the Internet), minutes and presentations for the Manager.
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Positive and enthusiastic attitude, flexible and adaptable approach to work and ability to respond
to changing demands and service delivery needs.
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Tactful and courteous approach to working with others.
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Self-motivated and outcome-focused, embraces change.
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Ability to build rapport, gain co-operation and assistance in key projects, programs and activities
from internal and external clients.
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Ability to establish a network of relevant specialists to bring about improvements to current
systems.
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Ability to demonstrate integrity, responsibility, respect and innovation in all aspects of the position.
QUALIFICATIONS AND EXPERIENCE:
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A Certificate of Office Administration, Diploma of Business Administration or similar qualification
is advantageous.
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Secretarial, administrative and financial experience.
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Experience in role involving graphic design or in a role in planning, urban design or architecture
industry would be an advantage.
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Experience using Adobe Creative Suite or similar software package would be an advantage.
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Knowledge of the systems of the City of Greater Geelong would be an advantage.
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A current Victorian Drivers Licence.
SPECIFIC HEALTH AND SAFETY REQUIREMENTS:
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A pre-employment medical examination may be required.
Participate, where required, in the reporting of health, safety and wellbeing issues.
Manual handling tasks involved.
Demanding deadlines.
Prolonged periods of in-activity i.e. sitting at the computer.
Regular keyboarding associated activities.
Long / short distance travel between sites as necessary.
Dealing with difficult clients and situations.
SPECIAL CONDITIONS:
Employment is subject to the presentation of documentary evidence of the right to work in Australia.
A National Police Records check may be required throughout your employment with Council.
Current Victorian Drivers Licence is essential where the need to drive a Council vehicle is required.
RISK MANAGEMENT, EQUAL OPPORTUNITY AND CHARTER OF HUMAN RIGHTS:
Observe policies and procedures to minimise injury and damage to assets and property.
Adhere to Council’s OH&S, equal opportunity and risk management policies, as well as act in
accordance with the Charter of Human Rights.
Ensure behaviour in the workplace does not discriminate, bully or harass others.
Take reasonable care of self and others who may be affected by your actions.
OTHER RELEVANT INFORMATION:
Employment may be subject to a three-month probationary period (please note that following
consultation, this period may be extended by up to a further three months).
Internal candidates may be subject to a three-month trial period.
Conditions of employment are as per your contract of employment.
The City of Greater Geelong is an Equal Opportunity Employer and has a no smoking in the
workplace practise and is also committed to Occupational Health and Safety (OH&S) in the
workplace and therefore all employees adherence to all OH&S Policies and Procedures is
mandatory.
HOW TO APPLY
Applications for this position close at 5.00pm Friday 14 November 2014 and should be submitted
through the on-line facility at www.geelongaustralia.com.au (for internal candidates, please refer to
CityWeb).
Should you not have access to the on-line facility,
applications may be directed to:
Recruitment Administration Officer
Organisation Development Department
City of Greater Geelong
PO Box 104
GEELONG VIC 3220
Phone:
5272 4273
Fax:
5272 4292
For details on the recruitment process
If you require further information regarding this position, please contact:
Hilary Rutledge, Manager Central Geelong Action Plan on 0408 923 367
Privacy Statement
Making an application for this position requires that you consent to the collection, use, storage and destruction of personal
information, including details of your referees. This information will assist us to select the best applicant for the vacant
position.
At all times during the recruitment and selection process, personal data will be treated in a highly confidential manner.
Documents will only be available to members of the selection committee for the purposes of selecting the best person for
the position.
All unsuccessful applicants’ documentation will be destroyed three months after the end of the recruitment process. Please
do not send originals of documentation with your application, as they will be destroyed.
In addition the applicant understands that they may apply to Council for access and/or amendment of the information.
Successful applicant details become employment-related information and will be placed on the successful applicant’s
Personal File. The City of Greater Geelong may release this personal information to third parties such as Vision Super
Fund Pty Ltd., Victorian Workcover and Centrelink for employment related purposes.