AHC Positions
Purpose
Judgement and Decision
Making
Number of employees
supervising
Authority and Budget
Customers
Indicate the people (internal
and external) this job
provides a service to
Suppliers
Indicate the people (internal
and external) that provide
input to this job
Position Description
Position Title:
Administrative Officer (Works and Services)
Position code:
216
Reports to:
Manager Works and Services
Section:
Works and Services
Salary level:
Level 3 (South Australian Municipal Salaried Officers Award)
Special conditions: 0.8 FTE
Employees of Adelaide Hills Council are working together to build the community through leadership, community involvement and
commitment to service and continuous improvement. In performing their daily tasks, Council employees will be community focused and
committed to high quality customer service as measured by appropriate data.
This position provides administration support within the Works and Services Department to ensure processes are managed effectively and
within required timeframes.
This position works within a rapidly changing environment where incoming requests and work requirements can result in constantly changing
priorities. Decisions are made on routine and non-routine situations using council policy, guidelines and precedents. More complex
situations are not the sole responsibility of this position and assistance and guidance is available from People Leaders.
Nil
This position has the authority to:
 Undertake tasks as governed by clear objectives and/or budget constraints
 Act in relation to WHS/risk management matters within area of responsibility
 Discretion to act on customer enquiries and requests of a general nature and direct to other officers where necessary.
 Compile orders as required within delegated authority.
Internal
 Relate with other staff at all levels of the organisation, including People Leaders, Team Leaders and Storesperson.
External
 Relate with customers, ratepayers and residents, contractors, consultants, members of the public, sporting bodies, community groups,
other government agencies and other Councils.
Internal
 All sections of Council
External
 Contractors, Consultants, Authorities (State and Federal), other Councils, Sporting Groups
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Discussions on Professional
and Personal Development;
and Goal Setting and
Monitoring
Continuous Improvement
Professional and personal development is encouraged and supported through a performance and development planning process.
Records Management
The incumbent is responsible and accountable for adequately managing the corporate records they create and receive according to relevant
policies, procedures and legislation.
Services Values
Five values underpin our customer service approach. They guide our behaviours, service standards and competencies and form the basis of
our commitment to the community. They include:
Available
we make it easy for our customers and colleagues to reach us.
Helpful
we are approachable and always willing to assist our customers and each other. We share our knowledge and commit to
dealing with our customer queries responsibly.
Empathetic
we listen to the needs of our customers and colleagues and appreciate each other’s point of view.
Responsive
we are responsive to the needs and requests of our colleagues and customers. We keep them informed at all times so they
know what to expect from us.
Reliable
we are honest, accurate and consistent in all that we do.
Work Health and Safety
The Employee has a responsibility, under the Work Health and Safety Act 2012 SA Section 28 Duties of Workers, to ensure their own health
and safety, and that of their fellow employees, at work.
This includes participating in discussions to plan work priorities and also to monitor progress against those goals.
Adelaide Hills Council has a culture of continuous improvement in service provision and business operations. All employees participate in
formal and informal improvement initiatives as part of their day to day role and are encouraged to be innovative and creative.
This includes but is not limited to:
1. referring to further ‘operational’ information contained in Council’s WH&S and Injury Management (IM) Roles and Responsibility Policy.
2. taking reasonable care for their own health and safety and that of others whilst at work, including ensuring that no alcohol or drugs are
consumed so as to endanger the employee’s own safety at work or the safety of any other person at work.
3. obeying reasonable instructions of the employer in relation to health and safety at work.
4. actively implementing and working within Council’s WH&S policies and safe working procedures.
5. actively contributing to consultative and participative arrangements for the management of OHS&W and injury management.
6. using personal protective equipment provided for health and safety purposes and reporting malfunctioning or faulty equipment.
7. not interfering with or misusing items or facilities provided in the interest of health, safety and welfare.
8. reporting to their manager in accordance with agreed Council procedures for accidents, incidents, near misses, hazards or potential
hazards.
9. discussing and reporting hazards or potential hazards with their immediate supervisor.
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Selection Criteria
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
Demonstrated understanding of, commitment to and alignment with our service values.
A demonstrated commitment to customer service.
A positive can-do attitude and the ability to speak with people respectfully.
A current Drivers Licence – Class C.
Ability to undertake administrative tasks to completion with little direction.
Demonstrated knowledge of business, financial and office administration systems.
Proven proofreading and editing skills shown through attention to detail.
Experience in Works or Operational areas of Local Government or similar environment.
Consistently approach workload in a proactive fashion to ensure priorities and deadlines are met.
Experience in computer systems, including word processing, spread sheets, data bases, and Outlook.
Experience in preparing agendas and minutes.
(Note: Under Education and Experience and Skills and Knowledge, a requirement will only be listed once although it may apply to more than one KRA)
Key Result Area (KRA)
Outcomes
Education and Experience
Skills and Knowledge
The most important parts of this job
The things to be achieved in each KRA
Qualifications and experience
Skills, knowledge and abilities required to do
required to do this job
this job.
1. Attend to customers queries.
1. Customers kept informed on progress
1. Previous experience in
1. Sound interpersonal skills.
and treated with respect.
dealing with customers
2. Sound communication skills.
2. Employees are provided with
(internal and external).
3. Proven time management skills.
information within agreed standards.
2. Experience in operational
4. Ability to plan and coordinate activities to
works environment.
meet deadlines.
2. Provide works employees with
3. Keep works employees informed of
3. A certificate in
5. Active listening skills.
information used in their day to day
system changes and council
business/office or public
6. Ability to work with others to meet goals.
planning and work management
information updates.
administration is desirable,
7. Working as part of a team.
including work order assessment,
4. Assist with close out of works orders
with relevant experience.
8. Effective use of Outlook and its functions.
allocation and close out.
within set timeframes for accurate
9. Proven ability to work autonomously.
reporting.
5. Provide work order statistical analysis
updates as required
6. Other duties as required.
3. Provide administrative support
7. Records within the Works and Services
4. Experience in record
10. Well-developed skills in word processing,
including the preparation of agendas
Department are organised and stored
keeping.
spread sheets and databases.
and minutes, the preparation of
electronically on a weekly basis.
11. Ability to develop knowledge of the
flowcharts and similar reports.
8. Flowcharts are updated and stored for
organisations corporate system.
corporate access on a weekly basis.
12. Sound knowledge of procedures and
methods used in works.
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Key Result Area (KRA)
The most important parts of this job
4. Undertake delivery and pickup to
other Council offices of internal mail
items.
5. Work at expanding and developing
the role and tasks undertaken to
improve the service provided to
internal and external customers.
POSITION DESCRIPTION AGREED
Manager:
Outcomes
The things to be achieved in each KRA
9. Correspondence is transferred every
day.
10. Undertake more complex
operational work as required.
11. Further develop work processes /
procedures to improve efficiency.
12. Implement new processes /
procedures as identified.
Sign:
Education and Experience
Qualifications and experience required to
do this job
5. A current Driver’s Licence, Class C, is
required.
6. Experience in service improvement.
Print Name:
Skills and Knowledge
Skills, knowledge and abilities required to
do this job.
13. Use initiative and judgement.
Date:
Employee:
Organisational Development:
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