POSITION DESCRIPTION
Position Title:
Electorate Officer
Grade:
Employment Type: Ongoing, full time
Reports to:
Elected Member of Parliament
PD registered and endorsed by Organisation Development on: July 2013
OVERALL PURPOSE OF THE POSITION
Electorate Officers are employees of the Victorian Parliament, directly accountable to the Member in whose electorate office they are
employed. Electorate Officers have a main role in supporting the Member, which requires a high degree of loyalty and ability to
maintain confidentiality on behalf of the Member and those who contact the office.
Electorate Officers should possess knowledge of the Victorian Parliament’s process and procedures, understand the role of State and
Federal governments as well as knowledge of the electorate in which they are employed, and have an understanding of the electoral
procedures.
The scope of duties is dependent on the Electorate Officer’s skills and experience and the needs of the Member.
KEY OBJECTIVES
Shall include some or all of the following, depending on the particular needs of the Member and the capabilities of the Electorate
Officer:
 Provide personal assistance, secretarial and administrative support to the Member.
 Manage the day to day operation of the electorate office.
 Liaise with organisations, groups and individuals in the public and private sectors on behalf of the Member and constituents.
 Provide appropriate financial controls to ensure expenditure is appropriate to and within the parameters of the Electorate Office
Budget, as directed by the Member.
 Supervise other electorate office staff, volunteers and interns in regard to allocation of work tasks; setting work priorities, giving
support, guidance and feedback on performance.
 Develop, establish and maintain appropriate office and communication systems including management of online communications
and keeping abreast of developments in this area.
 Identify opportunities to improve the efficient operation of the Electorate Office and, where appropriate, implementing agreed
change.
 Provide assistance to constituents who contact the office (whether face to face, by mail or electronic means) with a range of
enquiries, problems and requests for information by undertaking any necessary research; issues generally solved without
reference to the Member.
 Maintain a professional image of the Parliament and the Member via efficient, courteous service to constituents and
organisations within the electorate.
 Research issues of interest to the constituency and the Member, and brief the Member about appropriate action and response.
 Undertake investigations and research and preparing letters, research papers, speeches, press releases, newsletter, brochures
etc on behalf of the Member.
 Represent and/or accompany the Member at community meetings and other events as directed by the Member.
 Respond to priorities as determined by the Member.
RELATIONSHIPS
In supporting the Member, Electorate Officers will need to liaise with Ministers and Ministerial staff at both State and Federal
government levels, party administration, government departments and instrumentalities, local government councillors and staff,
constituents, community organisations and lobby groups.
Electorate Officers are also required to liaise directly with and establish good relationships with the three Parliamentary departments Department of Parliamentary Services, Department of Legislative Council and Department of Legislative Assembly in servicing the
needs of the Member and the electorate office.
DUTIES
Shall include some or all of the following, depending on the particular needs of the Member and the capabilities of the Electorate
Officer. Electorate Officers are required to be familiar with the Member’s Guide which details policy and procedural rules for a range
of administrative processes.
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General Administration
 Manage, monitor and reconcile expenditure against the Electorate Office Budget, ensuring compliance with guidelines.
 Maintain archives and filing systems both hard copy and electronic.
 Manage correspondence including sorting and recording of incoming/outgoing mail and coordinating bulk mail outs.
 Provide standard and detailed responses/ acknowledgments to correspondence received (can be via mail, email or other social
networking mediums) for or on behalf of the Member including letters to new constituents and community organisations.
 Maintain Members appointment diary including responding to invitations and coordinating travel arrangements for the Member.
 Word processing as required including the development and maintenance of spreadsheets.
Constituent Service
 Ensure a high level of customer service is provided and that constituent enquiries are managed in a courteous, sensitive and
prompt matter.
 Follow-up on constituent enquiries through research information, establishing contact with relevant government agencies,
authorities or relevant state or federal Member; making appointments with relevant bodies as required, drafting correspondence
and generally act as advocate on behalf of constituents.
 Develop, maintain and utilise networks to assist constituents with a range of social and material issues.
 Research constituent needs and enquiries accessing departmental and Ministerial staff and provide appropriate responses.
 Refer enquiries from constituents to the Member, as required.
 Accurately communicate the Member’s attitudes and policies to constituents.
 As required, attend community meetings and workshops and organise meetings for the Member to meet with constituents when
required. Where appropriate suggest strategies for dealing with the constituent or community issue to the Member.
 Report to the Member on items of interest from press, constituent or community contact.
Office Management
 Ensure office security protocols are adhered to.
 Maintain equipment and systems, including office equipment – copiers, fax and printers as required.
 Develop/establish office and communication systems, including maintenance of information databases.
 Arrange for the purchase of office and general supplies with approval of or delegation by the Member
 Ensure tidy and professional presentation of the office at all times.
 Arrange for minor office maintenance repairs, as required, by dealing directly with tradespersons or the landlord.
 Manage the administrative functions and day to day operation of the electorate office including as required, facilitating
cooperative team work; setting priorities for work allocation for staff, develop staff multi-skilling and providing feedback to staff in
relation to work performance.
 Assist the Member in work and schedule planning.
Communications & Information Management
 Establish and maintain electorate databases of required information.
 Maintain and update online communications (including permissions for images and other copyright materials for website) for
Member including website or other social networking sites (twitter, facebook, blog etc).
 Management of electronic communications can be wide ranging and includes activities such as:

Following Member’s online communications and ensure Member is kept appraised of other Member’s online
communications that may be of interest;

Follow new media online communications and keep Member informed as required;

Administer online databases for mass electronic communications through online facilities;

Respond live online to media online communications on behalf of member;

Track new media and community online responses to Member’s direct online communications;

Track constituent responses to Member’s online communications and respond on behalf of the Member; and

Advise Member on best electronic media for targeting communications and campaigns.
 Draft, design and arrange printing and distribution of printed material on behalf of the Member such as newsletters, brochures
etc.
 Monitor daily and local newspapers, radio and television for relevant and topical issues and as required, collect and store press
or electronic material.
 As directed, on behalf of the Member, as directed research and draft media releases, speeches, newsletters, flyers and online
communications.
 As directed, on behalf of the Member liaise with the local press and electronic media to develop mutually beneficial working
relationships.
 Liaise with Ministerial offices at both State and Federal Government levels, government departments and instrumentalities, local
government, community organizations and lobby groups.
 Organise large public events, functions, briefings and meetings on behalf of the Member.
 Participate in information collection of community views and attitudes of interest to the Member.
 Facilitate group discussions.
 Undertake research as required by the Member.
 Manage large email and online campaigns.
 Represent the Member as requested by the Member.
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Parliamentary Duties

Provide support to the Member to prepare for Parliamentary sittings

As required analyse bills and legislation and brief the Member.

Preparation of speaking notes and speeches for the Member

Coordinate parliamentary tours on behalf of the Member

Monitor the media during Parliamentary sittings and keep the Member informed.

Undertake or arrange research as required by the Member in a timely manner.
General
Other duties as directed by the Member
KEY SELECTION CRITERIA
For each of the Grades shall include some or all of the following
1.
2.
3.
4.
5.
6.
7.
Grade 1
Demonstrate initiative and
organisational ability, particularly in
determining priorities, maintaining
databases and monitoring work
flows and experience in performing
a broad range of office support
duties, often to tight and demanding
deadlines.
Good written and oral
communication skills with a proven
ability to liaise with and provide
sound advice to staff and
constituents and undertake
research, investigations and prepare
reports, submissions and a range of
correspondence.
Sound keyboard/PC skills with
experience in MS suite of software
and use of online communications
(website management, twitter,
facebook, blogs etc).
Demonstrate commitment and
ability to provide the highest level of
client service in a challenging
environment.
Ability to work independently and
with minimal supervision and
effectively in a team environment.
Ability to evaluate work procedures,
practices and systems and to
implement change.
Ability to maintain the strictest
confidence on all issues, exposed
(either directly or indirectly) to during
the course of normal duties, and
respect the needs of others
PROFESSIONAL DEVELOPMENT
1.
2.
3.
4.
5.
6.
7.
8.
Grade 2
Proven initiative and organisational
ability, particularly in determining
priorities, maintaining databases
and monitoring work flows and
experience in performing a broad
range of office support duties, often
to tight and demanding deadlines.
Sound written and oral
communication skills with a proven
ability to liaise with and provide
sound advice to staff and
constituents and proven ability to
undertake research, investigations
and draft reports, submissions and a
range of correspondence.
Excellent knowledge of
keyboard/PC skills with experience
in MS suite of software and use and
maintenance of online
communications (website
management, twitter, facebook,
blogs etc).
Demonstrated commitment and
ability to provide the highest level of
client service in a challenging
environment.
Proven ability to work independently
and with minimal supervision and
effectively in a team environment.
Proven ability to evaluate work
procedures, practices and systems
and to implement change.
Ability to supervise and direct staff.
Proven ability to maintain the
strictest confidence on all issues,
either directly or indirectly exposed
to during the course of normal
duties, and respect the needs of
others.
1.
2.
3.
4.
5.
6.
7.
8.
Grade 3
High level initiative and
organisational ability, particularly in
determining priorities, maintaining
databases and monitoring work
flows and experience in performing
a broad range of office support
duties, often to tight and demanding
deadlines.
High level written and oral
communication skills with proven
experience to liaise with and provide
sound advice to staff and
constituents and undertake complex
research, investigations and draft
reports, submissions and a range of
correspondence.
High level experience with
development and maintenance of
online communications (website
management, twitter, facebook,
blogs etc).
High level commitment and ability to
provide the highest level of client
service in a challenging
environment.
High level ability to work
independently and with minimal
supervision and contribute
effectively in a team environment.
High level ability to evaluate work
procedures, practices and systems
and to implement change.
Proven ability to supervise and
direct staff.
High level ability to maintain the
strictest confidence on all issues,
either directly or indirectly exposed
to during the course of normal
duties, and respect the needs of
others.
In supporting the professional growth of staff, Electorate Officers are encouraged to:
 Identify individual opportunities for professional development in conjunction with the Member
 Assist the Member and other electorate office staff to identify opportunities for professional development
 Participate in multi-skilling opportunities, where appropriate
 Undertake responsibility for personal and professional development
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KEY POINTS TO NOTE


In order to meet deadlines, some work will be required under a degree of pressure
Due to the nature of the business conducted within the Electorate Office, a high level of confidentiality must be maintained. It is
the duty of the employee to ensure that this is strictly adhered to at all times.
OTHER RELEVANT INFORMATION
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Conditions of employment are pursuant to the Parliamentary Administration Act 2005 and the Electorate Officers’ (Victoria)
Single Enterprise Agreement.
Employees are expected model the Parliamentary Officer values and comply with the Parliamentary Officers Code of Conduct.
The position is subject to a 6 month probationary period which may be extended for a further 3 months.
The position is located within the Parliamentary precinct.
The position description is indicative of the position. The job comprises other duties as directed.
The Parliament of Victoria is an EEO employer and supports a smoke free environment.
The position is located within the Parliamentary precinct.
Candidates who do not have Australian residential status must have an appropriate Australian work visa.
Some positions may require security clearances.
Some positions may require a current Victorian driver’s licence.
Additional information can be obtained by accessing the Parliament’s website on www.parliament.vic.gov.au
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