EXECUTIVE SUPPORT/ DEVELOPMENT OFFICER

Transcription

1 POSITION OF EXECUTIVE SUPPORT/ DEVELOPMENT OFFICER June 2008 A great place to live, invest & visit

2 ADVICE FOR APPLICANTS Thank you for your interest in this position. Enclosed are the relevant Position Description (containing the Selection Criteria), Organisational Flow Chart, proposed Salary Details and other relevant information. The following information is provided to assist you in the completion of your application, which will in turn assist the Selection Panel in short listing applicants for interview. SELECTION CRITERIA All applicants must address the Position Selection Criteria. (One concise paragraph on each criteria will be sufficient). This is the most important part of your application. It is essential that the information that you provide is clear, concise and most importantly relevant, so that the selection panel can readily assess your claim 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 of the position. 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. REFEREES AND REFERENCES The names of two referees have been asked for in the advertisement. The referees you nominate should be able to comment on your recent work experience. APPLICATIONS It is recommended that only copies of supporting documents be enclosed with your application so as to avoid loss or damage to originals. Please do not submit applications in plastic folders. All applications should be neat and legible for ease of reading by the selection panel. It is strongly recommended that you provide a convenient telephone number should you be invited for an interview or if there be any queries regarding your application. LATE APPLICATIONS In fairness to all applicants, late applicants cannot be received. It is your responsibility to ensure your application is received at this office on time. Applications forwarded by facsimile will be accepted.

3 CLOSING DATE FOR APPLICANTS The closing date/time for applications is 4.00pm on Friday 27 th June 2008 and should clearly be marked CONFIDENTIAL - Application "Development Officer and address to:- Mr RN Duff Chief Executive Officer Shire of Narembeen 1 Longhurst Street NAREMBEEN WA 6369 EQUAL OPPORTUNITY Council maintains an equal opportunity policy in assessing all applications for any advertised position. GENERAL INFORMATION Shire of Narembeen The area of land contained within the Shire boundaries consists of 3,821 square kilometers. The main industries comprise of wheat and other crops, sheep, cattle and pig farming. The town of Narembeen (approximately 280km from Perth) has modern air conditioned office facilities providing comfortable working conditions. The office staff comprises of the Chief Executive Officer, Deputy Chief Executive Officer, 2 Administration Officers, Works Supervisor and the position advertised of Executive Support/Development Officer. A group scheme Environmental Health Officer is also employed. Shopping Facilities Adequate shopping facilities exist with general stores, delicatessen, club, hotel, post office, mechanic, tyre service, hairdresser, handyman services and agricultural service. Schooling There is schooling to Year 10 in Narembeen, education for years 11 and 12 are provided in Merredin. Pre-primary, Play-group, and child minding facilities are also available. Medical Facilities A fully staffed 10 bed Hospital, with resident Doctor, is situated in Narembeen. A Dentist travels fortnightly from Perth. Sporting Most sports such as Golf, Tennis, Football, Hockey, Cricket, Basketball, Netball, Bowls, Darts, Swimming, and Water Ski clubs exist within the district. Housing Accommodation is available at $40.00 per week rental. Water usage and telephone rental are subsidised by Council.

4 STATISTICS Area: 3,821 sq kms Towns: Narembeen Distance from Perth: 286 km Population: 920 Number of Electors: 680 Number of Dwellings: 450 Total rates Levied: $1,112,652 Total Operating Revenue: $4,282,594 COUNCIL RETIRING Shire President Stephen Padfield 2009 Deputy Shire President Terry Cheetham 2009 Councillors: Barry Cole 2011 Halley Cowan 2011 Robert Hayter 2011 Brad Cusworth 2011 Gina DeLuis 2009 Rhonda Cole 2009 Kellie Mortimore 2011 COUNCIL MEETINGS Ordinary Council Meetings are held on the third Wednesday of each month at 1.00pm. These are preceded by a Finance committee meeting at midday. Council does not hold a Council meeting in January.

5 POSITION DESCRIPTION 1. TITLE 2. LEVEL Executive Support/Development Officer Up to Level 4-7 Local Government Officer s Award DEPARTMENT/SECTION Administration and Corporate Services 4. POSITION OBJECTIVES 4.1 Objective of Position: To assist the Chief Executive Officer, senior management team and Councillors in the management of the organisation through the provision of an efficient and confidential administrative and secretarial service. To support the activities of the Shire of Narembeen through the implementation of economic development, business and tourism programs as identified by Council. Key programs include; - Facilitation and promotion of the Shire of Narembeen ( Narembeen a great place to live, invest and visit ) - Assistance for existing businesses and industries through the Shire to maintain their viability and encourage growth - Attraction of new business to invest in the Shire - Housing development and investment - Continue with current project CBH Grain Park & Discovery Centre, Wadderin Wildlife Sanctuary and residential land promotion. 4.2 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. To identify funding sources and to plan, develop and monitor community programs to ensure the community receives maximum benefit from the available resources. 4.3 Within Organisation: To liaise with and assist other staff and Councillors to ensure the provision of quality customer service to the community. To ensure the provision of community services and public facilities is efficient and effective by liaising with staff from other departments and Councillors.

6 5. REQUIREMENTS OF THE POSITION 5.1 Qualifications/Experience a) Executive assistant and/or personal assistant background an advantage. b) Grant submission preparation or similar. c) Current drivers licence. d) Experience in dealing with a wide range of social and community organisations. e) Experience in dealing with statutory bodies and working in a community/welfare environment is an advantage f) Experience in dealing with a wide range of social and community organisations is an advantage. 5.2 Knowledge a) Knowledge and awareness of current issues relating to small communities will need to be developed. b) Various State, Federal and Local Government roles in the community. c) Knowledge of process, procedures, legislation, statutory requirements and policies relevant to the position. d) Sound knowledge of community development principles and practices. e) Sound knowledge of preparing Grant Applications to various funding agencies and ability to prepare clear and concise reports. f) Knowledge of Local Government organisational structure including human services and community networks. g) Knowledge of meeting procedure, including good liaison and administration procedure. h) Working knowledge of the process of Government. i) Sound knowledge and empathy with the Community, Tourism, Heritage, Environment, Ethic and Cultural activities. 5.3 Skills a) Strong communication and interpersonal skills. b) Excellent Public Relations and Ambassadorial Capacity. c) Ability to quickly and accurately define and record meeting decisions. d) Highly developed communication skills, both written and verbal. e) Report writing skills. f) Ability to ensure work is performed to defined schedules. g) Ability to work in a team situation. h) Research and analytical skills. i) Ability to understand and summarise reports. j) Computer literate with keyboard/word processing skills. k) Able to develop Promotional and Marketing skills. l) Sound understanding of the principles of community, social and economic development. m) Sound administrative and time management skills, ability to work under pressure. n) Well developed project planning and evaluation skills. o) Ability to be self directed, flexible and work under minimal supervision.

7 6. KEY DUTIES/RESPONSIBILITIES 6.1 Major Areas Time Allocation a) Executive Support to the CEO 50% b) Project Management assistance 20% c) Community Liaison 20% d) Internal Administrative Support 10% The above is a guide only and subject to Council instructions. 6.2 Administrative Support a) Provide administrative support to the Chief Executive Officer as required/requested. b) Research projects/issues as requested by the Chief Executive Officer. c) Prepare reports/submissions as required. d) Present information to relevant community organisations as required by the Chief Executive Officer e) Assist in planning and organisation of significant community events. f) Assist the Chief Executive Officer on matters relating to public relations, civic receptions and protocol. g) Assist the Chief Executive Officer to prepare and manage distribution of all documents for public release on behalf of Council. h) Supply, co-ordinate and maintain community information and referral service. i) Provide specialised and technical support to management. j) Undertake research and report writing on areas of key responsibility, and as directed. k) Prepare annual budget estimates for section and monitor income and expenditure. l) Maintain Council s website m) Responsible for Council s records management 6.3 Liaises with Facilities User Groups/Management Bodies a) Management Committees b) Sporting groups c) Progress Associations d) Event coordinators e) Undertake forward planning in line with Council and community expectations in the area of community, recreation and cultural areas as part of the Community Development. f) Assist in the preparation of grant submissions for community based organisations and act as liaison with such groups from time to time. 6.4 Funding Opportunities a) Source funding opportunities related to Community Developments. b) Prepare/submit grant submissions to various organisations as approved by the Chief Executive Officer. 6.5 Council Agenda Items a) Prepare items for Council as required. b) Carry out Council resolutions as recorded in Council meetings. c) Provide feedback verbal/written as required.

8 7. ORGANISATIONAL RELATIONSHIPS 7.1 Responsible to Chief Executive Officer 7.2 Supervision of Nil 7.3 Internal and External Liaison Internal - Executives and staff as required - Councillors on specific issues External - Local Government Department, other Federal, State and Local Government organisations, community groups - General Public 8. EXTENT OF AUTHORITY Works within confines of policy and procedures, under the general supervision of the Chief Executive Officer. 9. POSITION CONDITIONS 9.1 As per Local Government Officers Award (WA) 9.2 Full time position (38 hour week) 10. SELECTION CRITERIA 10.1 Essential a) Well developed written and verbal communication skills. b) Developed report writing skills. c) Sound time management and organisation skills. d) Developed public relations and customer service skills. e) Developed interpersonal skills. f) Sound computer and keyboard skills, including word processing and desktop publishing. g) Sound knowledge of meeting procedures. h) Working knowledge of records management policies and procedures. i) Working knowledge of Microsoft Office software including Word, Excel, PowerPoint and Publisher. j) Demonstrated experience in a similar position providing administrative and secretarial support to senior management. k) Demonstrated experience in preparing agendas and recording minutes. l) Demonstrated experience in organising functions and/or receptions. m) Demonstrated experience in the planning, coordinating and monitoring of community service programs. n) Demonstrated experience in working with community and voluntary organisations to achieve results. o) Demonstrated experience in completing submissions for funding from external funding organisations. p) Completed Year 12 or equivalent with passes in English and Mathematics. q) Hold a current C class WA motor vehicle driver s license. r) Established ability and willingness to secure a Police Clearance at Councils expense Desirable a) Knowledge of Local Government organisational structures including human services and community networks. b) Knowledge of meeting procedures. c) Working knowledge of the processes of Government.

9 Shire of Narembeen Office Organisational Structure June 2008 Ryan Duff Chief Executive Officer Sylvia Yandle Deputy Chief Executive Officer Graeme Bissett Environmental Health/Building Officer Sheree Atkins Telecentre Coordinator Vacant Executive Support/ Development Officer Arthur Cousins Manager of Works Stephen Welsh Skeleton Weed Coordinator Rebecca Gmeiner Administration/Lib rary Officer 2 x Telecentre Assistants 10 x Plant Operator/Labourer Claire Stirrat Finance Officer Damon Johns Greenkeeper John Clague Building Maintenance Officer Graham Pritchard Mechanic Peg Clarke Cleaner 3 x Gardeners Laurinda Cunningham Cleaner

10 REMUNERATION PACKAGE Basis for Negotiation BASE SALARY/CASH COMPONENT negotiable $38,000 46,000 The base salary plus the following current award conditions: b) Annual Leave and loading of 17.5% c) As per Local Government Award (WA) SUPERANNUATION a) 9% Superannuation Guarantee Charge as provided under Federal Legislation. A further 3% Council contribution is available when the employee contribution 5% of salary. 9% Super Guarantee Benefit $3,420 to $4,140 3% Council contribution Benefit $1,140 to $1,380 TELEPHONE ALLOWANCE Council policy is applicable and commits Council to reimbursement of all rentals and repairs together with reimbursement of business calls. Approx $ 500 SUBSIDISED HOUSING Council will subsidise the rental of Council housing including water rates and usage, rubbish charges Rental will be $40 per week in a current $120 per week rental market Benefit $4160 CLOTHING ALLOWANCE An allowance for uniforms in provided each year Benefit $ 450 Total Salary Package Approximate Value $47,670 to 56,663