Position Description Title Emergency Management Project Officer Directorate Community Development Department Health, Active Ageing & Disability Services Location Camberwell Classification Band 7 Position code Position purpose To provide strategic input into the development of Council s Emergency Management planning, incorporating response, relief and recovery components. To lead and drive improvements to Council s Emergency Management operations, systems and processes in line with current best practice. To provide high level advice and support to the Municipal Emergency Resource Officer (MERO) and Municipal Recovery Manager (MRM) in the development of Council s emergency management planning and operations functions
Organisational Context Local councils are legislated under the Emergency Management Act 1986 to coordinate planning arrangements at the municipal level to manage emergencies and tasked under the Emergency Management Manual Victoria for the provision of emergency relief and recovery services to the community. Logically Councils have emergency management responsibilities because they are the closest level of government to their communities, have access to local resources and have access to specialised local knowledge about the environmental and demographic features of their districts. Key emergency management responsibilities of councils stem primarily from Part 4 of the Emergency Management Act 1986 (the EM Act), which broadly speaking requires councils to: have a municipal emergency management plan (MEMP) establish a Municipal Emergency [Management] Planning Committee (MEMPC) [involving various local stakeholder organisations] to develop the plan maintain the MEMP allow the audit of the plan, and appoint at least one Municipal Emergency Resource Officer (MERO) who coordinates the use of municipal resources needed for responding to and recovering from emergencies. Local communities also have an expectation and naturally seek help from their local Council during emergencies and during the response and recovery phases. As part of its commitment to improving emergency planning and preparedness, Council also participates in regional based collaborative projects and emergency exercises. The Emergency Management function sits across the Environment and Infrastructure Directorate and the Community Development Directorate with the Manager Infrastructure Services being the designated Municipal Emergency Resource Officer (MERO) and the Manager Health, Active Ageing and Disability Services being the nominated Municipal Recovery Manager (MRM).
Reporting relationships Reports to: Municipal Recovery Manager (Manager Health, Active Ageing and Disability Services) Internal liaisons: Municipal Emergency Resource Officer (MERO) and deputies, MRM deputies, Municipal Emergency Management Planning Committee, Emergency Relief Managers and Team, project groups, staff involved in Emergency Management across Council; Communications and other Council staff. External liaisons: Emergency Management Officers at State, Regional and local agency level, local and regional community and welfare agencies, Office of Housing, Department of Health, Department of Human Services, Emergency Management Victoria, Municipal Association of Victoria, councils participating in regional collaborative projects from time to time, local businesses, and the general public. Assessment criteria The position will be assessed against the following items: Council Plan Business Plan Performance review and enhancement program (PREP) Risk management Boroondara values statements
Duties and responsibilities Municipal Emergency Management Plan Coordination Ongoing updating and development of the Municipal Emergency Management Plan (MEMP). Develop and support strategies and systems that build the capacity of Council s Municipal Emergency Management planning function. Co-ordinate and support Municipal Emergency Coordination Centre (MECC) operations and ensure all procedures and systems are in place to activate and operate the MECC. Assist with coordination of desktop exercises to test and evaluate the MEMP. Conduct ongoing monitoring and evaluation of the MEMP. Ongoing monitoring, evaluation and improvement of the Community Emergency Risk Management (CERM) process within the MEMP (or equivalent VicSES CERA tool). Project Management Develop a work program in consultation with the MRM and provide regular project progress reports and updates. Maintain high quality documentation and records to support projects and sustainability of Council s Emergency Management planning. Undertake research and prepare reports and recommendations. Build strong relationships with key stakeholders to inform and engage their organisations in the on-going support of Council s Emergency Management planning arrangements. Represent Council at Emergency Management forums and present at Municipal Emergency Management Committee meetings. Assist with implementation of actions that arise as part of the Council Plan and specific purpose plans related to emergency management. Response Planning Provide support with procedures and systems to monitor and record requests for assistance and Council expenditure. Maintain Council s contact database so resources can be accessed on a 24 hour basis.
Prepare the MECC to ensure prompt activation if needed. In collaboration with all parties, identify measures to engage and provide appropriate support to vulnerable community in the event of an emergency. Ensure effective liaison with field staff and emergency services and other agencies within or servicing the municipal district. Provide necessary support so that Council resources are made available as requested by police or emergency services for response activities, and by the MRM for recovery activities. As required liaise with MRM and MERO regarding requirements for municipal resources during response and recovery activities. Assist with organising any response debrief if requested to brief Council senior management on Council involvement in an emergency event. Recovery & Relief Management Planning Participate in the Eastern Region Emergency Management Collaboration, representing Council on work groups and providing input into specific work plans. Assist in the translation of the outcomes of the Eastern Region Collaboration project into the local context. Continue to review Council s Relief & Recovery Plan documentation to ensure consistency with the regional guidelines and alignment with Council s MEMP. Continue to develop Council s Emergency Relief Centre structure / team and work with the team to improve processes and practices, training, including review of centres, logistic and operational support arrangements and infrastructure needs. Liaise with community partners and service providers in preparing emergency management plans that harmonise with the Boroondara MEMP. Assist with the review of current information and directories detailing key contacts, availability of resources and capacity. Identify any gaps in recovery or relief resources / services. Consult with and negotiate the level of participation and commitment of resources by community partners within the context of Council s Emergency Recovery and Relief plans. Development of intranet based project support systems to support sustainability, access to information and decision making. Liaise with Council staff and external stakeholders regarding information requirements and data gathering.
Administration & Support MEMPC and CrisisWorks Ensure the provision of administration support for the development of the MEMP including meetings, minutes and agendas. Ensure the provision of necessary support to maintain Crisis Works software and associated training for staff in relation to: o Council s core business during an emergency, rather than the needs of other agencies o incident management o relief centre registration, and o recovery, including case management. Availability for after-hours roster and, where needed, response. Document management Document management is a shared responsibility between staff, managers, corporate information and system administrators. ECM is the corporate document management system. The Council Service Charter requires a final or interim response to incoming correspondence be provided within 10 working days. If an interim response is provided, it will detail when a full response will be provided. All staff are responsible for making and keeping complete full and accurate records in the Corporate System ECM that adequately document Council business activities and support any decisions made. This further extends to making information available to other staff through ECM improving the overall service provided by Council. Risk management Follow established safe working practices, procedures and instructions Take reasonable care for their own OHS and that of their colleagues Seek assistance when unsure of practices and procedures to perform a task Report all incidents, accidents, injuries, near misses and potential risks as soon as practicable to their supervisor Actively participate and contribute to audits, team meetings and training
Accountability and extent of authority This position is a key contributor to the development and implementation of Council s Municipal Emergency Management Plan. This position provides specialist advice on emergency management and the freedom to act is subject to professional and regulatory review. The work is of an investigative, analytical or creative nature, with the freedom to act governed by direction from the MERO and MRM. The decisions and actions taken in this role may have significant effect on individuals and the broader community but is usually subject to review by more senior employees. The officer is directly accountable for the efficient and effective coordination of responsibilities and maintaining productive relations with a wide range of community partners and agencies. The incumbent has the freedom to act on all day-to-day matters. The incumbent is however required on an ongoing basis to liaise with the MERO and MRM regarding decisions that will have a major impact on emergency management. Judgment and decision making This position is engaged in problem solving and development of plans. The nature of the work is specialised with methods, procedures and processes generally developed from theory or precedent but it is expected that from time to time employees will contribute to the development and adaptation of new processes. Problem solving will typically require the identification and analysis of an unspecified range of options before a choice can be made. The incumbent is required to exercise independent professional judgement in evaluating and deciding on appropriate methods, procedures and practices for achieving objectives and in reviewing and recommending improvements. Decision making requires initiative, creativity, innovation and strong conceptual skills. Guidance is not always available within the organisation. Matters of a particularly sensitive nature should be brought to the attention of the MRM and MERO.
Specialist skills and knowledge Highly developed project management, consultation, networking and engagement skills. High quality research, analytical and investigative skills are required to enable the presentation of data and formulation of plans. An understanding is required of the long term goals of the wider organisation and of its values and aspirations and of the legal and political context in which it operates and of the emergency management sector at a local, regional and state level. Experience and knowledge of issues associated with managing, planning and delivering emergency recovery and relief plans. An excellent knowledge of the role of local government. Good working knowledge of council resources and operations and the locality s geography, infrastructure, services and community. Knowledge of Emergency Management including Relief and Recovery Management. Knowledge of and working within organisation policies and procedures including OHS, EEO and Code of Conduct Management skills Managing time, setting priorities and planning and organising one s own work and coordination of others so as to achieve specific and set objectives in the most efficient way possible within the resources available and within a set timetable despite conflicting pressures. Requires an understanding and an ability to implement organisational policies and practices related to project management, procurement, governance and risk management. Ability to manage community consultations and management of activities associated with the role. Ability to represent Council at public meetings on matters relevant to the project.
Interpersonal skills This position is required to be able to work effectively and collaboratively across the broader organisation and gain co-operation of other employees in completion of the project. The position will also liaise with counterparts in other organisations and community stakeholders to discuss and resolve specialist problems. Highly developed written and excellent verbal communication skills; highly skilled in writing and presenting clear and concise reports. Qualifications and experience A tertiary degree in emergency management/ public and environmental health/ engineering or relevant qualification is required, together with further formal qualifications and/or experience in the emergency management area Experience in managing emergencies and/or experience in relief and recovery management is highly desirable Demonstrated project management skills and experience in planning, managing and delivery of complex and diverse projects. Sound knowledge of Emergency Management principles, including role of building community resilience in supporting and sustaining communities. Current Victorian Drivers Licence Selection criteria Relevant general and specific emergency management qualifications, together with relevant work experience in this field. Highly developed skills and experience in project management, service delivery and operational management. Highly developed written and oral communication skills and the ability to network across the sector. High quality research, analytical and investigative skills. Demonstrated capacity to work effectively across organisational boundaries and with community partners to reach agreed outcomes. Knowledge and experience of local government s role in emergency management, with emphasis on understanding of the role of recovery and relief in sustaining individuals and communities.