GREATER GEELONG: BUILDING OUR COMMUNITY THROUGH ENTERPRISE, OPPORTUNITY AND INNOVATION IN A QUALITY ENVIRONMENT
POSITION TITLE:
Administration Officer
POSITION NUMBER:
2093
DIVISION:
Planning and Development
DEPARTMENT:
Planning Strategy & Urban Growth
CLASSIFICATION:
Band 4
REPORTS TO:
Coordinator Planning Strategy
DIRECTLY MANAGES:
N/A
INTERNAL LIAISONS:
Planning Strategy, Urban Growth, Strategic
Implementation, City Development
EXTERNAL LIAISONS:
Members of the public, consultants, developers,
businesses, community groups and government
agencies
DATE:
February 2016
POSITION OBJECTIVES:
This position provides administrative and support services to the Planning Strategy Unit to ensure
compliance with all corporate procedures. It also acts as the first point of contact for customers.
POSITION RESPONSIBILITIES:
Key Responsibilities:
1. Provide administration services to the department including screening calls, diary meetings,
coordination of records management systems, creation and maintenance of databases, mail
merges and provide administration support to the department as required.
2. Be the initial contact person for the department and direct enquiries as appropriate, including
phone, email and counter enquiries.
3. Create and manage internal systems so as to ensure that the department’s corporate
operational requirements are met.
4. Prepare reports, correspondence, and presentations.
5. Take minutes of meetings, forums and other community consultation sessions.
6. Build relationships with key internal and external stakeholders of the department.
7. Generally contribute in a positive manner to the culture of mutual respect and customer focus
within the department as outlined in the Council’s Values and Behaviours.
8. Adhere to all Council’s policies and procedures relevant to this position.
9. Carry out other duties as deemed reasonable and appropriate to the role as directed from time
to time.
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Values and Behaviours:
Our aim is to foster a culture that embraces the values that reflect what we believe will deliver the
best outcomes for our community.
Our values form the basis of our behaviour. It is our expectation that employees will demonstrate
our values when carrying out their work.
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Integrity
Responsibility
Innovation
Respect
Risk Management and Occupational Health & Safety Responsibilities:
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Understand and comply with Council OHS policies, procedures and legislative requirements
relevant to the position.
Perform work in a safe and appropriate manner.
Ensure behaviour does not discriminate, bully or harass others.
Take responsibility for own safety and that of others.
Proactively report any incidents, injuries, hazards or unsafe work practices.
The following general physical and functional requirements may apply to this position. Specific
physical requirements will be attached if applicable.
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Manual handling tasks.
Prolonged periods of inactivity eg. sitting at the computer.
Regular keyboarding associated activities.
Long / short distance travel between sites.
Dealing with difficult clients and situations.
Demanding deadlines.
KEY SELECTION CRITERIA:
Essential:
1. Well developed research, analytical, interpretive and problem solving skills.
2. Highly development computer skills with experience using MS Office, Outlook and document
management systems such as Dataworks or Trim (Records Manager).
3. Ability to effectively plan, organise and manage own time to achieve targets within a set
timetable.
4. Ability to mange change and be innovative.
5. Well developed written and oral communication skills.
6. All candidates should display integrity, responsibility, respect for others and the ability to be
innovative.
Desirable:
7. Some administration experience with the town planning or development industry.
8. Proficiency or skills in document management systems such as Dataworks or Trim (Records
Manager).
9. Experience with the Adobe suite including In Design.
10. Experience with GIS.
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ACCOUNTABILITY AND EXTENT OF AUTHORITY:
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This position will be principally responsible for the administrative/information systems
operation within the department.
The position operates according to the policies and procedures of the City, the business and
marketing plans of the Department, the budget of the team and any relevant legislation.
Accountable for creating and capturing accurate and complete records of the business
activities related to this position, in accordance with approved policy and procedures. This is
applicable to both hardcopy and electronic information, including email.
JUDGEMENT AND DECISION MAKING:
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This position operates under the general guidance of the Manager of Planning Strategy &
Urban Growth in accordance with Council’s policies and corporate objectives.
As a member of a professional specialist team, the judgements and decisions made have a
potential to influence overall performance of the department and to impact on the wider
community.
Guidance and advice is always available within the necessary time frame.
SPECIALIST SKILLS AND KNOWLEDGE:
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Highly developed PC and office administration skills.
Ability to develop effective formal and informal public presentations.
Ability to draft correspondence on all matters relevant to the position.
Well developed research, analytical, interpretative and problem solving skills.
MANAGEMENT SKILLS:
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Ability to effectively plan, organise and manage own time to achieve targets within a set
timetable.
Ability to manage change and be innovative.
INTERPERSONAL SKILLS:
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Ability to liaise and negotiate with business and community representatives and clients.
Ability to liaise with counterparts within the industry and all levels of City staff to exchange
views and resolve problems.
Ability to demonstrate integrity, responsibility, respect, and innovation in all aspects of the
position.
QUALIFICATIONS AND EXPERIENCE:
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Office administration experience, including organising meetings and seminars.
Certificate IV Business Administration is highly desirable.
Some town planning administration experience is highly desirable.
A Current Victorian Drivers Licence.
ADDITIONAL INFORMATION:
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This role will require occasional out of hours work from different locations related to community
engagement activities.
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HOW TO APPLY
Applications close:
5:00pm Friday 11 March 2016
Contact Person:
Sarah Storen, Coordinator Planning Strategy, 5272 4814
Submit your online application at https://www.geelongaustralia.com.au/employment
If you are unable to submit an online application please send your application to:
Recruitment Administration Officer
Organisation Development
City of Greater Geelong
PO Box 104
GEELONG VIC 3220
Privacy Statement
The collection and handling of personal information is carried out in accordance with Council’s Privacy Policy, which is
displayed on Council’s website and which is available for inspection at, or collection from, Council’s Customer Service
Centres.
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