Information Package. Executive Assistant Community Services. Canvassing of Councillors will disqualify. Page 1 of 11

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1 Information Package Executive Assistant Community Services Canvassing of Councillors will disqualify Page 1 of 11

2 INFORMATION FOR APPLICANTS Thank you for your enquiry regarding the advertised position. These notes are provided to assist you in preparing your application. Further information regarding the City of Armadale can be obtained from Council s website ADDRESSING THE SELECTION CRITERIA The best way to address the selection criteria is by including a separate claim for the position in addition to your application form, cover letter and resume. You should do this by listing each criterion and then clearly explain under each one how you meet it. For each criterion, describe your skills, knowledge and experience and show how they could be used in the job you are applying for. The selection criteria describe the skills, knowledge, qualifications and experience required to do the job. Written answers to selection criteria are used to select the best applicants on merit. The essential and desirable selection criteria are listed in this Information Package, on the page directly following the Position Description. To address each criterion, provide an example to demonstrate how you have previously applied (or would apply) the selection criteria. You may wish to use the S.T.A.R method to assist in addressing the selection criteria appropriately. Situation, Task, Action, Result Situation Where and when did you carry out the task or solve the problem or handle the issue in the workplace? Task What was the specific task, problem or issue the nominee was faced with? Who was involved? What was the nature and complexity of the task? What were the consequences if the task or issue was not handled effectively? Action What positive action did the nominee take that displayed one of more of the core values? This is the section in which you need to be particularly concise, ensuring you describe all the actions the nominee took that led to the success in a particular situation. Result What was the result or achievement reached from the situation described? Remember that you may be competing with many other applicants for this position. It is up to you to demonstrate to the panel that you understand the requirements of the position and that you have the necessary knowledge, experience and qualifications to successfully carry out the duties of the position. Here it must be noted that it is impossible to interview all applicants and therefore only those who best meet the criteria will be short listed for interview. Page 2 of 11

3 CURRICULUM VITAE / RÉSUMÉ A brief summary of your relevant personal particulars, education (and qualifications) as well as your employment history should be attached to your application. Information provided should preferably relate to the position. REFEREES AND REFERENCES At least two referees should be provided on your application. Referees should be people you know on a professional basis and preferably, a recent or current supervisor/manager. You should advise your referees that you have nominated them as the City may wish to contact them at a later date. We will not contact referees until after interviews and at that stage, you will be asked to provide further permission for us to go ahead and make contact with the referees you nominate. The referees you nominate should be able to comment on your recent work experience, skills and abilities. OTHER DOCUMENTS It is recommended that copies of supporting documents be included with your application, however the City may ask to sight the originals at a later time. LATE APPLICATIONS In fairness to all applicants, late applications cannot be received but the Council will accept late applications when consent to such a request has been given by the Human Resources Manager. However, such permission must be sought by the closing date for applications. SELECTION PROCESS If you apply online, your application will be acknowledged immediately via an autoreply , all other applications will be acknowledged as soon as possible by the HR Department. All applications received by the nominated closing date and time will be assessed against the selection criteria by the appointed selection panel. If your application is nominated on the shortlist you will be contacted by telephone to make arrangements for an interview. If you are not contacted for an interview, you will receive correspondence confirming your application has not been successful. INTERVIEWS The interview panel usually consists of three individuals. Whilst the City of Armadale encourages diversity on selection panels, this does not necessarily mean that both genders will be represented on a panel. All interview questions will be job related, that is - they relate to the selection criteria and competencies for the position you are applying for. If there are no selection criteria for the position you are applying for, the questions will be based on the knowledge, skills, experience and qualifications required for the position. The same questions will be asked of every candidate interviewed. To prepare yourself for the interview you should: Re-read your application, the position description and the selection criteria (if applicable). Focus on the selection criteria and think of examples of work situations where you applied the relevant skills and abilities, how you assessed the situation/s, what action you took and what outcomes you achieved. Think about the duties of the position and how you would carry them out. Consider any problems you might encounter and how you would resolve them. Page 3 of 11

4 POSITION ADVERTISEMENT Executive Assistant Community Services Permanent, full-time Flexible working hours Salary $68,822 - $79,580 pa Health & wellbeing program Up to 14.5% superannuation Family friendly benefits Provide executive support and confidential duties for the Executive Director and Executive Manager of Community Services, along with co-ordinating Community Services Committee meetings, agendas, minutes and other related administration requirements. TO APPLY: Information packs available from: Applications to be submitted online and must include a covering letter, resume and address of selection criteria. Job specific information: Executive Director Community Services: (08) Applications close 4pm, Monday 26 October Page 4 of 11

5 POSITION DESCRIPTION 1. TITLE Executive Assistant Community Services 2. DIRECTORATE Community Services 3. DEPARTMENT Community Services Administration 4. NUMBER IN POSITION One 5. AGREEMENT Current City of Armadale Enterprise Agreement 6. CLASSIFICATION 5/6 7. POSITION OBJECTIVES Objectives of the Position Provide executive support and confidential duties for the Executive Director Community Services and Executive Manager Community Services. Provide administrative support and office management for the Community Services Directorate Undertake and assist in the completion or co-ordination of special projects as assigned by the Executive Director Community Services Co-ordinate Community Services Committee meetings, agendas, minutes and other related administration requirements. 8. REQUIREMENTS OF THE JOB Qualifications/Training/Experience Diploma/ Certificate in Business Administration or equivalent, or extensive experience in a similar role. Demonstrated experience with Microsoft Office software especially Excel and Word Outlook and PowerPoint. Experience in an office environment employing a range of professionals. Current C Class Drivers Licence. Skills Page 5 of 11 Demonstrated competence in executive level correspondence, report writing and presentations. Demonstrated ability to deal with sensitive, political and confidential duties. Proficient word processing skills and Microsoft Office skills.

6 Demonstrated ability to communicate effectively at all levels delivering a high level of interpersonal and customer service skills. Highly developed organisational skills with the ability to manage time, work output and priorities and handle a range of tasks with competing priorities. Highly developed verbal and written communication skills. Ability to initiate and work without supervision and be able to work in a team environment. Demonstrated competency in coordination of projects. Demonstrated research skills. Knowledge Knowledge of the diverse duties of a Community Services Directorate, its procedures, policies and activities. Working knowledge of structure and role of local government, including awareness of statutes and local laws. 9. ORGANISATIONAL RELATIONSHIP Responsible to: Responsible for: Internal: External: Executive Director Community Services Nil Elected members, staff at all levels Government Departments, staff from other Local Governments, general public, local business representatives. 10. EXTENT OF AUTHORITY Works under the general direction of the Executive Director Community Services. Will undertake activity within organisational guidelines and practices. 11. KEY RESPONSIBILITY AREAS 11.1 Executive Support Provide confidential and efficient support service for the Executive Director Community Services and Executive Manager Community Services including correspondence, report preparation, communications and appointments. Assist with the preparation of budget reports, monitoring of Directorate budgets and associated documentation. Liaise and maintain communication with Elected Members according to Council protocol. Liaise with other Directorate staff, government and non-government agencies on behalf of the Executive Director Community Services. Page 6 of 11

7 11.2 Administration Co-ordinate the Community Services Directorate office management including staff movements, office consumables, stationery, petty cash, mail distribution and office maintenance. Maintain a Grants Register for the Community Services Directorate. Provide administration and secretarial support for Community Services Directorate Managers as required. Manage incoming and outgoing correspondence. Arrange conference materials and attendance to conferences for the Executive Director, other Community Service staff and / or Elected Members Special Projects Co-ordinate and implement special projects and tasks as assigned by the Executive Director Community Services. Undertake research and make recommendations relevant to special projects as requested by the Executive Director Community Services 11.4 Community Services Committee Co-ordinate the Community Services Committee meeting and other relevant Councillor workshops and presentations. Prepare and distribute agendas, minutes and relevant administration documents related to the Community Services Committee. Prepare administrative reports in regard to Community Services Directorate including delegations of authority and policy reviews General On a rotational basis with other Executive Assistants relieve in the position of Executive Assistant to the Chief Executive Officer. Comply with Occupational Health & Safety legislation and promote safe work practices. Carry out duties in accordance with Equal Opportunity Legislation and the City s Code of Conduct. Ensure that all sensitive and/or confidential information received, noticed, uncovered or created as an employee of the City of Armadale remains strictly confidential. Ensure that you do not willingly access or seek out sensitive or confidential information, or use information acquired throughout this appointment at the City of Armadale for any purpose other than to undertake the appointed duties. Page 7 of 11

8 Present Occupant: Supervisor: Approved by: Vacant Executive Assistant Community Services Executive Director Community Services Executive Director Community Services (signature) (signature) (signature) This Position Description is only descriptive of the type of duties to be undertaken during the period of employment, and the employee accepts that the City of Armadale may require the employee to carry out any duties, which are within the employee s skill and competence. Page 8 of 11

9 SELECTION CRITERIA ESSENTIAL Diploma/ Certificate in Business Administration or equivalent, or extensive experience in a similar role. Demonstrated experience with Microsoft Office software especially Excel, Word, Outlook and PowerPoint. Demonstrated competence in executive level correspondence, report writing and presentations. Demonstrated ability to deal with sensitive, political and confidential duties. Demonstrated ability to communicate effectively at all levels delivering a high level of interpersonal and customer service skills. Highly developed organisational skills with the ability to manage time, work output and priorities and handle a range of tasks with competing priorities. Demonstrated research skills. Current C Class Drivers Licence. DESIRABLE Knowledge of the diverse duties of a Community Services Directorate, its procedures, policies and activities. Working knowledge of structure and role of local government, including awareness of statutes and local laws. REFERENCES The details of two professional referees will be requested during the online application process. Page 9 of 11

10 CONDITIONS OF EMPLOYMENT Permanent, Full-time position. City of Armadale Enterprise Agreement 2013 Classification Level 5/6. 3 month probationary period that could be extended for a further three months (at the discretion of the Chief Executive Officer). Hours of work: 76 hours per fortnight. Superannuation up to 14.5%, depending upon employee contribution. Sick leave entitlement: 10 days per annum. After 3 years service, 12 days per annum (accumulative). Annual leave entitlement: 4 weeks per year, plus 17.5% leave loading. Carer s leave (taken from sick leave entitlement). Long service leave entitlement: 13 weeks after 10 years continuous service within WA local government. Long service leave can be transferred from one WA local government authority to another. Public holiday entitlement: 12 public holidays per year. Staff development/training Annual Performance Reviews. Study leave and study fee assistance (for approved courses). Council supports wearing Local Government Corporate uniform with financial assistance and incentives for staff who choose to purchase uniform. MEDICAL - As part of the selection process applicants will be required to attend a medical examination with a medical practitioner appointed by Council. Page 10 of 11

11 DO YOU WANT... ARMADALE BENEFITS Flexible working hours arrangements 1 Day off per Fortnight or Month Up to 19.5% Superannuation Combined Contribution Carer s Leave Ability to Purchase Additional Annual Leave Deferred Salary Scheme One Paid Year Off Health & Wellbeing Program Free Recreation Facilities Membership Employee Assistance Program Up to 2 years Parental Leave 6 wks paid Maternity Leave & 2 wks paid Paternity Leave Ability to Cash Out Annual Leave Career Path Planning and Personal Development Opportunities Staff Training and Development Study Leave and Funding Phased in Retirement Scheme Competitive Salary - Annual Salary Increases Active Social Club City of Armadale is able to offer all this and more... Page 11 of 11

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