EXECUTIVE SUPPORT OFFICER POSITION

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1 SHIRE OF CORRIGIN EXECUTIVE SUPPORT OFFICER POSITION APPLICATION INFORMATION Applications close Friday 24 February 2012

2 1

3 APPLICANT NOTES PREPARING YOUR APPLICATION Applicants, who demonstrate that they meet the Competency Requirements for the position and who, from their written applications, appear to be competitive, will be considered for interview. This decision will be based on the information you provide in your application. If possible, your application should be typed. If this is not possible, ensure that your writing is clear and easy to read. To enable a valid assessment of your application, it must include the following information. Resume (Curriculum Vitae) which comprises of: Personal Details - Name, address, telephone number and . Your education and training achievements. Your work history including employment dates and details of the duties, performance and your achievements. Any activities you have undertaken outside of work, which you consider are relevant to the position. Statements Addressing the Selection Criteria: This is the most important part of your application. It is essential that the information you provide is clear, concise and relevant, so that the selection panel can readily assess your suitability for the 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. 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. Other Documents It is recommended that only copies of supporting documents be enclosed with your application so as to avoid loss or damage to originals. Nonetheless, the Council will require the provision of evidence of all claimed qualifications prior to commencing employment. Referees Applicants should provide the names and contact details of two referees in their application. The most valuable referees will be those that can comment on work experience that is relevant to this position. Referee details should be provided on the understanding that they may be contacted shortly after the close of applications without any prior notification to the applicant. Contact Details Please provide a convenient telephone number and/or an address so that you can be contacted if you are invited for an interview, or there are any queries regarding your application. LATE APPLICATIONS In fairness to all applicants, late applications cannot be received unless permission has been sought prior to the closing date. A faxed or ed copy of an application sent before the closing advertised date would also ensure its acceptance. 2

4 INTERVIEWS Interviews will be conducted at the Shire of Corrigin Offices in Corrigin. PRE-START REQUIREMENTS Prior to appointment, the successful applicant will be required to obtain relevant Police Clearances before commencing employment. Council will pay for the cost of obtaining the clearance for the successful applicant. A Medical Health Assessment will be required prior to confirmation of employment. Council will nominate an approved Doctor and pay for the cost of the Medical for the successful applicant. Council has a Fit to Work Policy which includes drug and alcohol testing. By accepting employment with Council, employees must agree to abide by this policy which may include undergoing random drug and alcohol tests. The Shire of Corrigin is an equal opportunity employer and provides a smoke free work environment. Shire of Corrigin 9 Lynch Street PO Box 221 CORRIGIN WA Telephone: (08) Fax: (08)

5 SHIRE OF CORRIGIN POSITION DESCRIPTION TITLE: Executive Support Officer LEVEL: 4/5 Local Government Industry Award 2010 DEPARTMENT: Executive POSITION OBJECTIVES: Objectives of Position: To assist the Chief Executive Officer, senior management team and Councillors in the management of the organization through the provision of an efficient and confidential administrative and secretarial service. Within Section: To provide a confidential secretarial service to the Chief Executive Officer and undertake a range of administrative tasks including the preparation of agendas and minutes, organising civic functions and providing administrative support to the Councillors and the senior management team. Within Organization: To liase with and assist other staff and Councillors to ensure the provision of quality customer service to the community. REQUIREMENTS OF THE JOB: Skills: Well developed written and verbal communication skills. Sound time management and organization skills. Developed public relations and customer service skills. Sound computer and keyboard skills, including word processing and desktop publishing. 4

6 Knowledge: Developing knowledge of Council s organization structure and function. Sound knowledge of meeting procedures. Developing knowledge of the local community. Working knowledge of records management policies and procedures. Working knowledge of Microsoft Office software including Word, Excel, PowerPoint and Publisher. Experience: Demonstrated experience in a similar position providing administrative and secretarial support to senior management. Demonstrated experience in preparing agendas and recording minutes. Demonstrated experience in organising functions and/or receptions. Qualifications and Training: Completed Year 12 or equivalent with passes in English and Mathematics. Hold a current C class WA motor vehicle drivers license. KEY DUTIES AND RESPONSIBILITIES: Executive Support: Provide confidential secretarial support to the Chief Executive Officer and other Senior Staff as required. Co-ordinate meetings and appointments for the Chief Executive Officer and receive all telephone calls and counter enquires directed to the Chief Executive Officer. Prepare correspondence for the Chief Executive Officer. Prepare reports and other documents including the Annual Report, newsletters and invitations as requested. Undertake necessary research, analysis and other projects as required. Community Development: Raise community awareness about the availability of resources and assist in grant applications to aid in the development of local facilities, activities and events. Develop and maintain links with external agencies, sport and recreational groups, schools and key community groups through attendance of meetings and events. Develop submissions and make grant applications where appropriate to assist with the financing of projects and events. Facilitate the exchange of information and ideas between Council and the community. 5

7 Council Support: Prepare agendas for all meetings including Committee and Council meetings. Organise catering and other requirements for Council meetings, civic functions and other receptions as required. Prepare reports for Council s consideration as required. Attend Committee and Council Meetings and take minutes as required. Provide administrative assistance to Councillors as directed by the Chief Executive Officer. Other Duties: Process incoming mail. Provide assistance to other administration staff including telephonist, reception, cashiering and other duties as required. Prepare all advertising. Arrange all travel, accommodation and registration for staff and Councillors for various seminars and conferences. Any other duties consistent with the level of this position and the principles of broad banding. Occupational Safety and Health: There is an obligation to take reasonable care to ensure personal safety and health at work and that of other persons in the workplace. To observe all safe working practices as directed by the supervisor and use of personal protective equipment as provided. Report ALL accidents, incidents, near misses and hazardous situations arising in the course of work. ORGANISATIONAL RELATIONSHIPS: Responsible to: Chief Executive Officer Supervision of: Not Applicable Internal Liaison: Chief Executive Officer. Other Council staff. Shire President. 6

8 Councillors. External Liaison: Community, sporting and cultural groups and organizations. Schools and youth groups. State and Federal Government agencies. External funding agencies. Business and farming organizations. Other Local Government Authorities. Contractors and Consultants. General public. EXTENT OF AUTHORITY: Works within confines of policy and procedures, under the general supervision of the Deputy Chief Executive Officer. SELECTION CRITERIA: Essential: Well developed written and verbal communication skills. Sound time management and organization skills. Developed public relations and customer service skills. Sound computer and keyboard skills, including word processing and desktop publishing. Sound knowledge of meeting procedures. Working knowledge of records management policies and procedures. Working knowledge of Microsoft Office software including Word, Excel, PowerPoint and Publisher. Demonstrated experience in a similar position providing administrative and secretarial support to senior management. Demonstrated experience in preparing agendas and recording minutes. Demonstrated experience in organising functions and/or receptions. Hold a current C class WA motor vehicle drivers license. Desirable: Completed Year 12 or equivalent with passes in English and Mathematics. Developing knowledge of Council s organization structure and function. Developing knowledge of the local community. 7

9 PERFORMANCE MEASUREMENT CRITERIA: Quality and effectiveness of the secretarial and administrative support provided to the Chief Executive Officer, senior management team and Councillors. Standard and timeliness of agendas and minutes. Standard of organization in relation to civic and other functions. Quality and effectiveness of relationships with community groups and organizations. Standard and effectiveness of grant applications to external funding agencies. Standard and effectiveness of community development programs. Level of cooperation and support given to other staff to assist in the provision of quality customer service. 8

10 CONDITIONS OF EMPLOYMENT AWARD: Employment Conditions are in accordance with the Local Government Industry Award SALARY: The salary is based on Levels 4 to 5 with a range between $35,000 and $46,000 depending on qualifications and experience. HOURS OF WORK: Ordinary hours are 8 hours per day with ½ hour for lunch, Monday to Friday based on a 19 day month (1 rostered day off per four weeks). ANNUAL LEAVE: 4 weeks annual leave after 12 months service. PUBLIC HOLIDAYS: Public Holidays as per the award. PERSONAL LEAVE: Sick, carer s and bereavement leave is as per the award. LONG SERVICE LEAVE: 13 weeks after 10 years continuous Local Government service, transferable between local authorities within Western Australia. SUPERANNUATION (LOCAL GOVERNMENT): Superannuation of up to 14% based on 9% superannuation guarantee contributions and up to an additional 5% contingent upon the employee s matching contributions. Salary Sacrifice is available on the employee s contributions. 9

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