Job Description
Job Description Job title Planning Administration Officer Group Strategy Section Responsible to Transport Policy, Kotahitanga – Strategic Engagement, Council Strategy, Regional integrated Planning Transport Policy Manager, Maori Policy and Community Engagement Manager, Council Strategy Manager, Regional Integrated Planning Manager Responsibility for Employees Date None July 2013 Job Purpose This job exists to provide a high standard of administrative and technical support to the professional staff of the organisation Functional relationships (relating to others) External Purpose and frequency of contact Members of the public Service delivery - Daily Consultants and contractors Consultation – Occasionally Iwi and hapū Providing information and responding to queries - Daily Community, NGO and industry groups Government agencies and local authorities Students Internal Purpose and frequency of contact Service delivery - Daily Collaboration - Daily Providing information and responding to queries - Daily Councillors and staff at all levels of the organisation Planning Administration Officer Key result areas The job encompasses the following major functions or key result areas: Administration Technical support General duties Relationship management Corporate contribution The requirements in the above key result areas are broadly identified below: Key accountabilities Key accountabilities (job holder is responsible for) 1 Job Specific Accountabilities Provide high quality administrative and secretarial services Provide reports as required Maintain systems for records and databases as required Key accountability measures (jobholder is successful when) All administrative and secretarial work complies with internal policy and statutory requirements Work is conducted in an efficient and timely manner Coordinate meetings and take minutes Ensure that section deadlines are met and that the section meets statutory requirements Quality technical support is provided to agreed timeframes Provide high quality technical support to professional staff of the organisation Queries are dealt with in a professional and courteous manner Assist with specific planning related tasks such as submissions processes, research and drafting of background material Effective, professional relationships are developed and maintained with internal and external contacts Any additional duties are completed to appropriate standards Effective, professional relationships and partnerships are developed and maintained with internal and external contacts. Professional image is conveyed in public forums. Undertake any relevant training to adequately assist professional staff in specialist areas Ensure that all customers receive excellent customer service for enquires Undertake any other relevant duties and projects as directed by the supervisor 2 Relationship Management Establish and maintain close working relationships with internal and external contacts including Local Authorities, ratepayers, landowners, suppliers, consultants, and contractors. 3 Corporate contribution Promote the implementation of the Corporate Culture Statement, Leadership Model and Health and Safety Systems. Corporate responsibilities are undertaken and completed accurately, meeting specified standards and within agreed timeframes. Recognise individual responsibility for Workplace Health and Safety under the Health and Safety in Employment Act 1992. Hazards are identified and all incidents and accidents are reported. Participate in any wellness programmes, A1633808 2 Planning Administration Officer Key accountabilities (job holder is responsible for) Key accountability measures (jobholder is successful when) Meet the statutory responsibilities detailed in the Information Management Policy and Procedures standard. Meet Bay of Plenty Regional Council’s statutory responsibilities for civil defence and emergency management. Council records are created and maintained in corporate information systems, meeting specified information management standards. Participate in any civil defence and emergency management training initiatives and assist with any civil defence emergencies, as part of Bay of Plenty Regional Council’s responsibilities for civil defence and emergency management. such as stress management training and health monitoring. Delegations In accordance with the Council’s Delegation Instrument(s) this job: Does / Does not control a budget Amount $0.00 Cannot spend money from other’s budget Can / Jobholder can spend unbudgeted capital Yes Amount $1000 No Amount $0.00 Jobholder is responsible for committing the organisation to long term contracts Jobholder signs correspondence on behalf of the Council Yes Yes No No Freedom to Act Guidelines and support available to assist the job holder to make decisions e.g. policy documents, standard procedures, reference to team leader or senior Employees. If job holder can make decisions without approval from anyone else, please note that authority. Team members Personal assistants to group managers and Chief Executive Governance Services staff IT uCreate (Australia) for technical uCreate assistance Plan Process Manual Desk File Colleagues Manager Members of the wider group Intranet Submission comments and approval processes, internal work policies Objective guidelines Legislative requirement A1633808 3 Planning Administration Officer Work complexity Most challenging duties typically undertaken, and the frequency of it being performed: Maintaining a good understanding and awareness of policy development, planning process and associated legislation, and being able to apply this knowledge when providing technical support to professional staff Carrying out administrative duties at short notice and accommodating urgent requests from several staff members at once Coordinating large and variable volumes of work associated with policy development, implementation and distribution. Other aspects Note any significant aspects of this job that have not been captured elsewhere in this document. Person specification Minimum academic qualifications and experience required: Essential Desirable (for recruitment purposes only) Successful completion of NCEA, level 3 Minimum of three years relevant work experience Post-secondary qualifications in a relevant discipline such as a certificate in office or business administration A valid driver’s licence required* Trade certificate in Word Processing Stage 1 or equivalent 1 Knowledge / Experience (indicate years of experience required as appropriate) Essential Desirable (for recruitment purposes only) Excellent English – written, verbal and comprehension Word processing, spreadsheet and database experience Knowledge of planning, policy and research processes Sufficient experience and ability to proactively apply knowledge and skills to continually improve systems, quality and results 1 Driving record free of driving suspensions or convictions (excluding demerit points and infringement fees). Requirement for valid Driver’s Licence may be waived if applicant has a driving-related disability. A1633808 4 Planning Administration Officer Key skills/attributes/job specific competencies The following indicates what would typically be expected for this role at a competent level: Advanced Knowledge Office administration procedures and systems Working knowledge Microsoft Office applications Time management Knowledge of planning practice Understanding of the legislative process and the statutory context for local authority activities General accounting knowledge Community, cultural and political awareness. Awareness Personal attributes / Key behaviours Sound judgement and initiative Commitment to continuous improvement Be able to work under pressure and meet deadlines Process orientated approach Accuracy and attention to detail Ability to share information and assist others Ability to learn quickly Ability to communicate openly and clearly Exceptional organisation skills including prioritising requests A high level of courtesy and communication skills The ability to work independently or as part of a team Other requirements May require frequent travel within or outside Bay of Plenty region. *Driving record free of driving suspensions or convictions (excluding demerit points and infringement fees) Occasionally required to work outside normal working hours to meet statutory processing timeframes or to assist/coordinate public meetings A1633808 5 Planning Administration Officer Change to job description From time to time it may be necessary to consider changes in the job description in response to the changing nature of our work environment. Such changes, including technological requirements or statutory changes, may be initiated by the manager of this job with due consultation with the position holder. This job description should be reviewed as part of the preparation for performance planning for the annual performance cycle. Recommended: ________________________________________ Manager ________________________________ Date Approved: ________________________________________ Manager ________________________________ Date Discussed with Incumbent: ________________________________________ Employee A1633808 ________________________________ Date 6
© Copyright 2024