CASEY.VIC.GOV.AU
Position Description
Last updated: 19-05-2017
Title:
Executive Assistant to Mayor
Classification:
Band 6
Department:
Governance
Division:
Corporate Services
Reports to:
Manager Governance
1. Position Purpose
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Undertake research and provide advice and support to the Mayor, in line with
governance policies.
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Undertake activities to address the communication and information needs of the Mayor in
a professional and innovative manner.
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Coordinate operational and administration activities within the Office of the Mayor, in
consultation with the Executive Office team.
2. Key Responsibility Areas
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Build and maintain stakeholder relationships internally with Councillors and the
management team, and externally with community leaders and local MPs.
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Manage phone calls, enquiries and requests, emails, diary and travel arrangements for
the Mayor and brief the Mayor in advance of meetings.
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Coordinate Mayoral Requests across the organisation to ensure prompt and consistent
responses.
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Prepare and coordinate speeches for the Mayor in consultation with Communications.
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Lead/coach digital change and improvements for the Mayor and actively seek more
efficient ways of doing things.
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Act as Event Sponsor for Civic Events, working in consultation with the Mayor and
Events team to regarding the organisation and coordination of Mayoral and Civic
Functions.
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Monitor the external environment as it relates to Council and keep the Mayor and Chief
Executive Officer informed of matters of strategic and political importance.
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Monitor and ensure the Office of the Mayor meets corporate policy requirements.
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Monitor performance against objectives and manage project risks and issues.
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Consistently deliver projects on time, on budget and to the agreed standard.
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Through leadership and example promote Casey’s trademark behaviours: show respect,
take responsibility, listen and respond, be positive, think things through.
3. Occupational Health & Safety Responsibilities
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Take reasonable care for the health and safety of yourself and others in the workplace.
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Ensure hazards, incidents, near misses and injuries are reported immediately.
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Support activities taken by the organisation to comply with OH&S legislation.
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Ensure only authorised, adequately trained staff undertake assigned tasks.
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Develop new work procedures, as required, in consultation with relevant persons.
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Provide appropriate facilities for safe storage, handling and transport of work-related
materials and equipment.
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Actively participate in the planning and execution of Return to Work plans for employees.
4. Accountability and Extent of Authority
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The quality of work can have a significant effect on the public perception of the
organisation. The employee is accountable for ensuring that the information provided to
Mayor is complete, accurate and in the best interests of Council and Mayor.
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The employee:
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may have formal input into policy development within their area of expertise and/or
management
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is committed to delivering high quality outcomes for customers and stakeholders
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monitors customer and stakeholder satisfaction.
5. Judgement and Decision Making
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The primary challenge will be intellectual and will typically require the identification and
analysis of an unspecified range of options before a recommendation can be made.
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The position is essentially problem solving in nature. The nature of the work is
specialised with methods, procedures and processes generally developed from theory or
precedent. The problem solving process comes from the application of these established
techniques to new situations and the need to recognise when these established
techniques are not appropriate.
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The work will involve improving and/or developing methods and techniques generally
based on previous experience.
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Problem solving involves implementing solutions, evaluating effectiveness and adjusting
actions as required.
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Guidance and advice is not always available within the organisation.
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The employee:
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Maintains positive behaviour amongst uncertainty and stress; and
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Embraces variety, change and challenges.
6. Management Skills
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Manage time, set priorities and plan and organise work to achieve objectives in the most
efficient way possible, within the resources available and within a set timetable despite
conflicting pressures.
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Utilise stakeholder management skills to achieve the best and most efficient outcome for
the organisation.
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Adapt behaviour to new situations, be resilient and maintain stable performance when
under pressure or opposition.
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Improve processes and systems using digital tools to influence positive outcomes.
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Where the job involves management of employees, understand and be able to
implement personnel practices including those related to equal employment opportunity,
occupational health and safety and training and development.
7. Interpersonal Skills
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Requires diplomacy, ability to project a professional image, maintenance of
confidentiality and use of discretion.
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Gain co-operation and assistance from clients, the public and other employees and,
where appropriate, supervise other employees.
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Communicate effectively with stakeholders when implementing new ideas.
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Liaise with counterparts in other organisations to discuss specialist matters and with
other employees to resolve intra-organisational problems.
8. Specialist Skills and Knowledge
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Awareness of economic and political trends that may affect Council and understanding of
advocacy and processes for communication at all levels (local, state & federal).
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Ability to write speeches and prepare publications.
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Understanding of the long term goals of the department and of the relevant policies of
both the department and the wider organisation.
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Ability to use the available digital tools to an excellent level.
9. Inherent Physical Requirements
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Use a computer.
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Communicate clearly.
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Drive a vehicle.
10. Qualifications and Experience
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Completion of tertiary qualification in communication/journalism or a related discipline or
significant relevant experience.
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Proven experience in a political environment.
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Driver's Licence which is valid to drive within Victoria.
11. Conditions of Employment
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Conditions of employment are as per the City of Casey Enterprise Agreement, Casey’s
policies and procedures and the letter of offer.
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Hours - The position is full-time worked on a 19-day/4-weeks arrangement. The
demands of this position, however, will no doubt require some flexibility regarding
working hours.
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Health Declaration - The preferred applicant is required to complete a Health Declaration
form and return it to the Occupational Health and Safety Co-ordinator prior to
commencement.
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Criminal Records Check - This position is subject to the successful applicant having a
satisfactory Police Check prior to commencement at Council’s expense and then as
regularly as the position requires as per Council Policy.
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Transport – Employees must use Council vehicles for work-related travel whenever
practical to do so. If employees use privately-owned vehicles for work-related travel
Council recommends the vehicle be comprehensively insured and the insurance
company notified that the vehicle is being used for work-related travel. If an employee
using a privately owned, comprehensively insured vehicle for work-related travel is
involved in an accident they may be eligible for reimbursement of the insurance excess.
Vehicles not comprehensively insured will not be eligible for reimbursement.
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Sick Leave - A medical certificate may be required for any absence and must be
provided for sick leave exceeding three working days or absence on the working day
before or after a rostered day off, annual leave or public holiday.
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Multiskilling - Employees may be directed to carry out any duties consistent with their
skills, competence and training provided the duties do not result in de-skilling them.
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Risk Management – Employees must comply with risk management policy and
procedures.
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Employment Status - The successful applicant must provide proof of permission to work
in Australia prior to commencement.
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Probation Period - In accordance with Federal Government legislation, a six month
Probation Period applies.
12. How to Apply
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Applications to be submitted through the Casey website at www.casey.vic.gov.au
(preferred), or email to [email protected] in Word format.
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Applications are dealt with in the strictest confidence. Details contained in your
application will not be conveyed to any person not directly connected with processing
your application without your express permission.
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Following the nominated close date, short-listed candidates will be contacted by
telephone. The remaining candidates will be notified via email if their application has
been unsuccessful.