TORRES STRAIT ISLAND REGIONAL COUNCIL POSITION DESCRIPTION

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1 TORRES STRAIT ISLAND REGIONAL COUNCIL POSITION DESCRIPTION Title: Stream: Level: Department: Reports to: Contract Chief Executive Officer Chief Executive Officer Chief Executive Officer Senior Executive Support Officer

2 1. POSITION OBJECTIVES 1.1 Within Organisation Coordinate the office of the Chief Executive Officer. Provide an effective communication link between elected members, Chief Executive Officer and employees. Provide advice on Council Policy, Administrative instructions, Local Laws, Local Government Act, State and Federal Legislation as it impacts on Local Government. Assist the Chief Executive Officer in fulfilling the Legislative obligations of Council including budget preparation. Identify and source new grants and funds. Lead and motivate staff in order to achieve Council s Corporate and Operational Plan objectives. Responsible for the provision of high quality administrative and confidential secretarial support to the Chief Executive Officer in a timely and efficient manner. 1.2 Within Department The exercise of statutory powers, duties and responsibilities associated with the position. Compilation, completion and presentation of statutory and internal reports within Legislative and other known time constraints. 2. REQUIREMENTS OF THE POSITION 2.1 Skills Ability to analyse and solve problems under limited supervision. Ability to be proactive and strategic in providing advice. Highly developed research skills Highly developed financial analysis skills. Page 2 of 6

3 Ability to prepare and monitor budgets Ability to identify and source new grants and funds. The ability to use modern management tools and to develop a culture of continuous improvement. Excellent strategic planning and management skills. The ability to interface with, respond to and advise Mayor and Councillors Ability to travel to the communities on a regular basis Sensitivity to all stakeholders, with a strong customer service and public relations emphasis. Excellent oral and written communication skills. Demonstrated ability to use electronic data management systems. Minimum 60 words per minute typing speed 2.2 Knowledge Knowledge of the Local Government Act Knowledge of Local Government Legislation and of other areas of Legislation which do or may impact on Council s operations. Sound knowledge of Information Technology concepts and issues. Knowledge and understanding of Council s policies and procedures. An understanding of Local Government governance and contractual matters. Sound knowledge of Council s policies and procedures. Sound knowledge of financial analysis and budget preparation High level of knowledge in the operation of the Microsoft Office Suite. High level of knowledge of communication software such as the Internet and . Sound knowledge of Council s Electronic and Hard Copy Records Management System. Page 3 of 6

4 Sound knowledge of roles and responsibility of different departments within Council. Sound knowledge of Council s Committees and meeting processes. 2.3 Experience and/or Qualifications Tertiary qualification in business, commerce or a local government discipline or extensive previous experience in a similar position Post graduate qualifications in business management or public sector management highly desirable 3. KEY RESPONSIBILITIES Organise, co-ordinate and schedule the Chief Executive Officer daily activities ensuring optimal usage of available time. This includes arranging and maintaining a daily diary of appointments and meetings for the Chief Executive Officer organising meetings and conferences, arranging venues, catering, teleconferencing and researching and collating information, correspondence and material necessary for the Chief Executive Officer, at such meetings and appointments. Oversee the preparation, and maintain control of project budgets by monitoring expenditure within the Office of the Chief Executive Officer Assist with monitoring and follow up actions relevant to special tasks undertaken by the Chief Executive Officer. Undertake research as required. Identify and source new grants and funds. Provide executive support and maintain records to meetings chaired by the Chief Executive Officer. This includes research, preparation of and/or co-ordination of agenda papers, reports, minutes and correspondence, finalisation and dispatch of such papers and follow up of actions. Receive visitors to the Chief Executive Officer and arrange suitable hospitality as necessary. Prepare high quality typewritten correspondence and documents as assigned. Preparation of quality presentations, abstracts and other relevant documentation relevant to conferences, workshops or tutorials using PowerPoint and Excel for the Chief Executive Officer. Page 4 of 6

5 Monitor and record incoming and outgoing correspondence and initiate action according to priorities established by the Chief Executive Officer. Any other duties of as may be directed by the Chief Executive Officer, from time to time. Assist in providing an effective communication link between Mayor, elected members, Chief Executive Officer and employees. Assist the Mayor in fulfilling the Legislative obligations of Council. Screen all relevant committee meetings to ensure delegated actions to the Chief Executive Officer are co-ordinated and monitored to ensure compliance by required dates. 4. ORGANISATIONAL RELATIONSHIPS 4.1 This position reports to: Chief Executive Officer. 4.2 This position is directly responsible for the supervision of: none 4.3 Internal Liaisons Mayor Deputy Mayor Councillors Management Employees 4.4 External Liaisons Residents. Private Entities. State Government Departments. Commonwealth Government Departments. Regional Councils & Shire Councils. Page 5 of 6

6 5. ACCOUNTABILITY This position reports to Chief Executive Officer. 6. SELECTION CRITERIA 6.1 Essential SC1 SC2 SC3 SC4 SC5 SC6 Tertiary qualification in business, commerce or local government discipline or a combination of qualifications and extensive previous experience in a similar position. Knowledge of Local Government practices and procedures. Demonstrated ability to provide a high level of secretarial and administrative support and assistance to a senior executives whilst maintaining confidentiality Knowledge of grant funding, financial analysis and budget preparation, Demonstrated strategic planning and project management skills. Demonstrated ability to effectively communicate and interact with all levels of Council, members of the public and private sector using tact, diplomacy SC7 An understanding of Ailan Kastom and Legislation impacting on Torres Strait Island Council, Local Government and Accounting Standards, EEO, OHS, FOI, Native Title, Integrated Planning and Environmental Regulations. 6.2 Desirable DSC1 Post Graduate qualification in business administration or public sector management. Administration Prepared By: Current Incumbent Current Incumbent Sign: Manager: Reviewed By: Chief Executive Officer and PWRA Date Issued: 18 /04/13 Date Commenced: Date: Page 6 of 6

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