Position Description

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1 Position Description POSITION TITLE Risk and Compliance Coordinator POSITION NO DIRECTORATE DEPARTMENT UNIT REPORTS TO Corporate Services Organisational Development Risk and Compliance Manager Organisational Development CLASSIFICATION Band 7 LOCATION Civic Centre, Broadford all employees may be directed to move either permanently or for temporary periods to other offices within the Shire due to operational requirements. DATE OF CREATION/AMENDMENT May 2015 MITCHELL SHIRE All employees at Mitchell Shire are expected to provide the highest standards of performance and customer service to ensure Council achieves its Vision, Values and meets organisational objectives. COUNCIL VISION Together with our community, create a sustainable future. COUNCIL VALUES Mitchell has adopted the following values as fundamental to the way in which all staff within the Council will operate in their dealings with each other and the community. These are: Innovation, Collaboration, Integrity, Excellence and Accountability. ORGANISATIONAL STRUCTURE Mitchell Shire Council is broken into three Directorates being: Corporate Services Sustainable Communities Engineering and Infrastructure POSITION OBJECTIVES Coordinate Council s Risk Management and provide support to Council staff in relation to these areas Administer the reporting requirements associated with these areas of responsibility To minimise Council s exposure to risk and insurance liability Effectively coordinate Council s insurance portfolio and the processing of claims 1

2 Through the provision of specialist services and support, systems and procedures development and training, to actively promote: - A safe workplace culture; and - A culture of risk awareness and reduction To manage Council s insurances portfolio including the coordination of insurance audits and the administration and claims; and Assist with the management of effective rehabilitee programs to ensure an early and successful return to work for injured employees KEY RESPONSIBILITY AREAS Risk Management To implement, review and maintain Council s risk management and occupational health and safety program with an emphasis on the provision of systems, support, advice and training for management and staff To work towards compliance with ISO Risk Management and AS/NZS 4801 Occupational Health and Safety including the development and implementation of a quality management system To develop, implement, review and maintain corporate risk management strategic and operational policies, procedures and programs Maintain Council s corporate risk register To manage and ensure the provision of a comprehensive training program for management, staff and contractors to ensure their ability to meet their risk management obligations To develop, implement and maintain business continuity plans for the organisation To monitor Council s compliance with legislation, standards and codes of practice through the development and implementation of a program of safety audits for Council operations Facilitate internal and external insurer s audits in relation to public liability, professional indemnity, fidelity and property To monitor the outcome of safety audits, incident and investigation reports and insurance audits and ensure, as appropriate, the implementation of preventative actions and improvements Preparation of reports on incidents for the Audit and Risk Committee, corporate management team and Council as required To support the Occupational Health and Safety Committee and Health and Safety Representatives through the provision of specialist advice and issue resolution To participate in regional or special interest risk management forums Foster and lead a commitment to industry best practice in relation to the Risk Management Strategy and Program Facilitate support to Council through the provision of advice, assistance and education/training in specific and general risk management principals and processes Support the development and implementation of corrective actions and continuous improvement programs Provide executive support to the Executive Leadership Team and Audit committee in compliance with risk management objectives and standards General Insurances Management of Council s insurance portfolio Annually review Council s Insurance policies and liaise with Brokers as to the most effective Insurance cover Process and administer claims and enquiries for all categories of Insurance Manage all under excess insurance claims on the Council s behalf Coordinate the insurance investigation and defence of over excess claims 2

3 Provide periodic reports on claims and incidents experience and management to the management team as required Work Cover Provide support and assistance to the People and Culture Unit with regard to: Review and maintain comprehensive work cover insurance and claims management policies and procedures Corporate Planning Assist with the development of the corporate plan through the formulation of risk management goals and objectives Contribute towards the development of other corporate plans and policies as requested. Monitor the performance of the Organisation and the Unit against the requirements of the corporate plan and departmental goals and objectives Assist the Manager Organisational Development with planning, strategy and policy advice and implementation as requested Reporting Prepare regular reports for Council, the Audit Committee, and Senior Management documenting the risk management performance of the organisation against corporate plans and objectives, resulting from audits and in accordance with the general reporting requirements and standards of the organisation Financial Management Prepare the budget for the Risk and Compliance Unit including insurance premiums. Monitor and provide ongoing forecasts against budget in accordance with corporate guidelines Risk management and occupational health and safety - Comply with occupational health and safety legislation, risk management requirements and all Council policies ESSENTIAL LEADERSHIP COMPETENCIES As part of our ongoing commitment to a quality Leadership Development program at Mitchell, we have implemented a competency-based model designed by Lombardo and Eichinger (Lominger). This program is focused on building capability to enable effective strategic leaders. The following are the Leadership Competencies we have identified as essential to success for current and future Coordinators at Mitchell Shire Council. # Competency 13 Engaging With Direct Reports 15 Customer Focus 18 Delegation 24 Functional and Technical Skills 29 Integrity and Trust 38 Organisational Agility 42 Peer Relationships 43 Perseverance 59 Managing Through Systems 60 Building Effective Teams 3

4 ORGANISATIONAL RELATIONSHIPS Internal Contacts Chief Executive Officer Corporate and Senior Management Groups Councillors Audit Committee Occupational Health and Safety Committees Other Council Staff External Contacts Auditors Specialist contractors Government departments Solicitors and legal advisors Insurers and brokers Health and Safety organisations Work Safe Victoria Unions General public QUALIFICATIONS, EXPERIENCE AND SELECTION CRITERIA Essential A post-secondary degree or diploma in Risk Management Extensive experience in risk and insurance management Experience in the analysis of statistical information and presentation of reports Current valid Drivers Licence Willingness to undertake National Police Check Desirable Qualifications and experience in Occupational Health and Safety Qualifications and experience in Quality and Auditing Membership of a recognised professional body is desirable CONDITIONS OF EMPLOYMENT Employment conditions for all employees are in accordance with the relevant award, employment contract industrial agreement, organisational policies and procedures as amended. Current Certified Agreements at Mitchell Shire Council are: Mitchell Shire Council Enterprise Agreement No Local Government Early Childhood Education Employees Agreement 2009 Current Awards at Mitchell Shire Council are: Victorian Local Authorities Award 2001 Nurses (ANF Victorian Local Government) Award 2002 National Training Wage Award

5 Appendix A Accountability and Extent of Authority Accountable to the Manager Organisational Development for Council s corporate risk management systems and controls Provides timely and accurate specialist risk management strategy, policy, procedural and systems and compliance advice to the Council, the Risk Committee, the Audit Committee, Occupational Health and Safety Committees and senior management Responsible for the management and all services provided by the Risk and Compliance Unit Works within the boundaries of council s corporate plan and budget and in accordance with legislative requirements. The position has the scope to exercise discretion and is subject to periodical reviews by the Manager Advice and counsel provided is relied upon for guidance and justification for adopting policies which may impact upon the organisation Responsible for ensuring work is carried out to a high standard Responsible for ensuring excellent public relations at all times and that all customers receive adequate, prompt and courteous attention Provide regular awareness briefings and training to employees to enable them to fulfil their accountabilities Provide feedback of risk management performance to respective departments Coordinate the development of the Risk Management Strategy Monitor all aspects of the risk management strategy and manage regular reviews to continue improvement. This may include random site inspections Coordinate the Business Continuity Plan Judgement and Decision Making The nature of the work is specialised and involves the use of professional judgment with discretion to make decisions accessing a range of resources and information including relevant legislation, regulations, best practice standards and codes of practice Identify and develop policy options for consideration and choice by the Manager Specialist Knowledge and Skills Advanced knowledge of the principles and practices of Risk Management A good understanding of occupational health and safety legislation, regulations and codes of practice A good understanding of Quality Assurance (AQ) principles and systems Extensive knowledge and experience of budgeting and relevant accounting and financial procedures Knowledge of computer software Microsoft Word, Excel, and Electronic Risk Management software An understanding of the function of this position within the organisation and how it relates to the goals outlined in the Corporate Plan Management Skills Good understanding of the legal and administrative (local government) context in which the organisation operates, and an ability to resolve through negotiation, breaches of local laws, legislation and regulations An ability to discuss and resolve problems of a technical and general nature Ability to plan, manage own time and meet deadlines as well as set priorities and effectively allocate resources when directed Ability to coordinate and organise work in conjunction with others within the team Ability to effectively represent Council s interests in negotiations, meetings etc. and daily duties without regular supervision from senior staff Ability to set priorities and manage own time in order to achieve allocated tasks 5

6 Knowledge and understanding of Occupational Health and Safety requirements and Equal Employment principles and practice Ability to achieve objectives and goals, taking account of organisational and external constraints and opportunities Interpersonal Skills A willingness to assist in matters relating to compliance with all relevant legislation and enforcement Commitment to act impartially and in a professional manner, and be aimed at achieving appropriate outcomes and the corporate goals and objectives Excellent interpersonal skills with the ability to deal with difficult customers to resolve complex issues Ability to communicate effectively with management, public authorities, community groups and customers, including an ability to negotiate and mediate conflict, and to act as an advocate on behalf of Council and maintain a courteous and helpful approach Highly developed communication skills, both oral and written Absolute integrity, trustworthiness and professionalism Self motivated, enthusiastic and able to interact with all levels of staff, referral authorities and developers Competent written communication skills Very good verbal communication skills combined with tact and diplomacy Ability to investigate and write reports to management on insurance matters as required Ability to prepare external correspondence on matters relating to insurance claims/management processes on behalf of the Council Corporate Recordkeeping responsibilities Understanding records management obligations and responsibilities Making and keeping accurate and complete records of business activities and decision making Creating records proactively including those resulting from telephone conversations, verbal decisions, meetings, s and letters; and Ensuring the quality and accuracy of the data used or entered on Council databases and systems Destruction of Council records are not to occur without authority from the Corporate Information Department Customer Service In accordance with Council s Customer Service Procedure, be proactive in the delivery of services ensuring that quality customer service is provided at all times whether the communications are delivered personally, electronically, written or by telephone with the customer Ensure that all staff provide high quality customer focused service at all times Ensure that all Service Units achieve excellence in service delivery and present a positive image for Council Maintain effective and co-operative communication with all customers, community groups/organisations, business, Council and other Government authorities Ensure that all staff provide service in accordance with Council s Customer Service standards Asset Management To familiarise oneself with and abide by the Councils asset management policies, plans and strategies 6

7 Emergency Management As part of the duties associated with this position, the incumbent may be requested to assist Mitchell Shire Council in responding to an emergency situation, should one arise, affecting the operation of council and/or the wellbeing of the community 7

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