TOWN OF MOSMAN PARK Employment Information Package POSITION: Executive Assistant Technical Services

Transcription

1 TOWN OF MOSMAN PARK Employment Information Package POSITION: Executive Assistant Technical Services

2 TABLE OF CONTENTS Advertisement 3 Town of Mosman Park Profile 4 Employee Benefits 5 Application Process 6-8 Position Description 9-12 This Employment Package has been designed to assist you with your application, particularly in regard to the information you need to include. Please take the time to read the information carefully before completing your application.

3 Town of Mosman Park Executive Assistant 9 day fortnight/flexible working hours Generous professional development Income protection insurance Corporate uniform provided The Town is seeking a self-motivated Executive Assistant Technical Services. This position is responsible for the delivery of a timely, efficient and effective high level office administration, executive support, information co-ordination and confidential support service to the Executive Manager Technical Services and staff We are offering a salary between $53,000-$60,000, an excellent working environment, and flexible working hours including a fortnightly RDO, income protection insurance, varied and challenging responsibilities and ongoing professional development. To apply for this position you will be required to provide a covering letter and current resume before the 14 March There is no requirement to complete the selection criteria. An employment package outlining specific responsibilities can be obtained via our website at or phone Janet on (08) Please forward applications to: Jobs Town of Mosman Park PO Box 3, MOSMAN PARK WA 6012 or [email protected] SHANE CABLE CHIEF EXECUTIVE OFFICER

4 Profile of MOSMAN PARK Mosman Park is located along Stirling Highway approximately 14 kilometres from Perth and 3 kilometres from Fremantle. It is bordered by the suburbs of Cottesloe, Peppermint Grove and North Fremantle and is unique in having the Indian Ocean on its Western Boundary and the beautiful shores of the Swan River as its Eastern Boundary. Mosman Park is a predominantly residential area and illustrates a relatively minor influence of other land use activities. Small industrial and commercial activity complements a diverse mix of residential development including some of the most exclusive property development in Western Australia. Mosman Park's largest industry could be said to be its education establishments. Within the Council s Boundary we have six schools of which three have boarding facilities, and the total school population is 2000 students (at this time). The area is well served by a number of beautiful parks and there are plans for the provision of a Regional Park connecting the River and Sea through Buckland Hill. The riverside parklands are developed to encourage the passive enjoyment of one of the most attractive parts of the Metropolitan Area. A variety of sporting activities are catered for, including Lawn Bowls, Football, Tennis, Cricket and Netball. Facilities for the Performing Arts are also provided and are actively promoted by the Mosman Park Arts Foundation. Memorial Hall is a Multi-Faceted Community Centre incorporating a Theatre, Reception Facilities, Office Space, Child Health Centre, and Art Gallery, Dance Studio and other meeting and Activities Areas. Extensive library facilities are provided jointly by the municipalities of Mosman Park, Cottesloe and Peppermint Grove. Aged and disabled facilities within Mosman Park include four nursing homes some with self-care hostel units for the aged and Rocky Bay Inc. 4

5 EMPLOYEE BENEFITS INCOME PROTECTION INSURANCE 9 DAY FORTNIGHT/FLEXIBLE WORKING HOURS LAPTOP SALARY SACRIFICE ACTIVE SOCIAL CLUB HEALTH ASSESSMENTS MOLESCAN UP TO 12% SUPERANNUATION LUNCH ROOM - ALL FACILITIES PROVIDED ANNUAL CORPORATE UNIFORM ALLOWANCE ANNUAL LEAVE LOADING 17.5% GENEROUS STUDY & PROFESSIONAL DEVELOPMENT SUBSIDY TRAINEESHIP AND WORK EXPERIENCE PROGRAMS FREE PARKING THE GREEN TEAM 5

6 YOUR APPLICATION Your application for the position should include the following: 1. A covering letter stating why you are applying for the position and giving your business and after hours contact details. 2. A resume or curriculum vitae outlining your personal details, qualifications and relevant work history, education and professional memberships. Relevant work history should commence with the most recent position you have held as well as the dates/period of employment. In the description of your work history give a brief summary of the duties and responsibilities for each of the positions. 3. The names and contact details of at least two (2) referees should be included in your resume or curriculum vitae. Referees may be contacted to verify your claims in relation to the selection criteria. Preferably one referee should be your current immediate supervisor or manager. 4. Photocopies of your qualification(s) or academic records of current studies should be attached to your application. Do not submit original certificates of your qualifications or academic records. 5. Please do not submit applications in plastic folders or include original documents. All documentation should be printed on white paper and stapled together in the top left-hand side of the application. 6. CANVASSING OF ELECTED MEMBERS WILL AUTOMATICALLY DISQUALIFY APPLICANTS. 6

7 LODGING YOUR APPLICATION Completed applications, marked private & confidential should be forwarded: By mail: Jobs Human Resources Town of Mosman Park PO Box 3, MOSMAN PARK WA 6012 Electronically: By hand: Human Resources Town of Mosman Park - Administration Centre Memorial Drive, Memorial Park MOSMAN PARK Closing date: Vacancies are advertised for a specific period and close at 4.00 p.m. on the closing date shown indicated in the advertisement. Late applications will not normally be accepted. 7

8 THE INTERVIEW PROCESS If you are selected for an interview an officer from Council will telephone you to organise a time to conduct the interview. The interview is an important part of the selection process and all interview questions will be based on the advertised selection criteria for the position. The Selection Panel will generally consist of at least two (2) members. During the interview the Selection Panel will take notes in order to assess your responses. This will assist in ensuring each candidate is assessed in an equitable and fair manner. AFTER THE INTERVIEW Selection Tests: Preferred applicants may be asked to undertake selection test Conditions of Employment: Prior to any offer of employment being finalised, the recommended applicant may be required to: produce original or certified copies of all relevant qualifications and licenses. obtain a satisfactory pre employment medical report from the Town s medical providers, at the Town s expense. produce a current National Police clearance. This requirement is for specified roles within the organisation and will be detailed in the position description. (if required) provide documentary proof of age in the form of a birth certificate or current passport. (if required) 8

9 T OWN OF MOSMAN PARK POSITION DESCRIPTION POSITION TITLE: Executive Assistant Technical Services LEVEL: Level 4/5 DIRECTORATE: Technical Services HOURS: 38 hours (averaged) per week as directed by your supervisor SECTION: Administrationn AWARD / AGREEMENT: Local Government Industry Award 2010 REPORTS TO: Executive Manager Technical Services SUPERVISES: Nil 1. POSITION OBJECTIVES: 1.1 Objectives of Position This position is responsible for the delivery of a timely, efficient and effective high level office administrat tion, executive support, informationn co-ordination and confidentia al support service to the Executive Manager Technical Services and staff To assist in the planning, organisation and coordination of recurrent meetings 1.2 Within Section: Liaise with other staff for the provision of administration support. 9

10 1.3 Within Organisation: Provide administration support when required. 2. KEY DUTIES/RESPONSIBILITIES 2.1 Provide high-level of administrative support to the Executive Manager Technical Services and the Technical Services team members 2.2 Produce reports, correspondence, presentations, and spreadsheets in a timely and accurate manner, as required. 2.3 Maintain meeting schedules and work commitment diaries for the Executive Manager Technical Services 2.4 Maintain the registration of Records within Technical Services. 2.5 Development, maintain, review and improve filing, recording and reporting systems, processes and procedures 2.6 Prioritising incoming correspondence 2.7 Liaise with a wide range of stakeholders on behalf of Technical Services Occupational Health & Safety 2.8 Take reasonable care to ensure personal safety and health at work and that of other persons in the work place in accordance with Council s Policies and Management Principles. 2.9 Observe all safe working practices as directed by the supervisor and the use of personal protective equipment as and when provided Report ALL accidents, incidents and hazardous situations arising in the course of work. Policies and Procedures 2.11 Ensure compliance with all CEO & Council policies Create and maintain procedure manual for each duty performed in current role. 3. ORGANISATIONAL RELATIONSHIPS: Responsible to: Executive Manager Technical Services Supervision of: N/A 10

11 3.1 Internal Technical Services Staff Other TMP Staff 3.2 External General Public Government Departments 4. SELECTION CRITERIA Essential: 4.1 Comprehensive knowledge of office procedures. 4.2 Advanced computer skills predominately but not limited to Microsoft computer software packages. 4.3 Ability to apply attention to detail. 4.4 Proven ability to work under pressure with minimal supervision. 4.5 Proven ability to use initiative as required. 4.6 Developed communication and interpersonal skills - both written and verbal. 4.7 Previous experience in an executive assistance position. Desirable: 4.8 Business/administration certificate or similar qualification in secretarial studies OR appropriate on the job training and relevant experience. 4.9 Local Government Experience EXTENT OF AUTHORITY This position operates under the broad direction of the Executive Manager Technical Services within established guidelines, procedures and policies of Council. This position may exert influence in the following areas: Nil. POSITION & INCUMBENT DETAILS: Note: Both parties are to sign and date the areas provided to indicate their mutual agreement of the requirements of the position. The original of all updated PD's must be returned to HR Services. 11

12 Accountabilities Accepted By Employee: Signed: Date: Accountabilities Accepted By Manager: Job Title: Signed: Date: Amended: 18 March March