POSITION DESCRIPTION - Monash Councilservices.monash.vic.gov.au/jobadverts/documents/TeamLeader... · Team Leader Statutory Planning - May 2017 (2).docx . POSITION DESCRIPTION . TITLE:

Team Leader Statutory Planning - May 2017 (2).docx

POSITION DESCRIPTION TITLE: Team Leader Statutory Planning POSITION NUMBER: P083019 DIVISION: City Development DEPT/UNIT: City Planning Department/Statutory Planning Unit

DATE APPROVED: May 2017 APPROVED BY: Manager City Planning 1. POSITION OBJECTIVES

• To manage and provide leadership, advice and support to the Coordinator Statutory Planning and team members and ensure the delivery of excellent statutory planning services, within budget and key performance indicators (KPIs)

• To manage and provide advice and support to stakeholders within the statutory planning process

• To develop team members and supervise and review the decision making process

• Identify areas of continuous and/or business improvement and work with the team and/or lead on the implementation of such improvements

• To exercise a level of independence in carrying out duties

• To represent Council in forums and planning appeals

• To process and decide complex planning applications as and when required


2. KEY RESPONSIBILITY AREAS

Deliver a full range of quality town planning services, with an emphasis on leadership, guidance and mentoring, encompassing:

2.1 Execute delegated authority in accordance with Council guidelines

• To ensure that decisions are made within statutory time frames and in accordance with clearly defined KPIs.

• To ensure that decisions are arrived at in accordance with established Council procedure.

• Administering delegations in accordance with the powers conferred in the instrument of delegations.

• Providing representation of Council’s interests in regard to planning appeals.

2.2 Provide leadership and support

• Providing advice, leadership, coaching, mentoring and support to motivate and develop other members of the Statutory Planning Unit.

• To review and analyse data to assist in the leadership and management of the statutory planning workload and assist with conversations with team members about their workload – individually and as a team.

• To manage the decision making process in accordance with the relevant legislation and Council’s policy and procedure

• Assist in the development and implementation of appropriate strategies, to review processes, monitor outcomes and ensure a positive image of the team across the organisation and the community, including involvement in process improvement initiatives.

• Identify and contribute to the development of initiatives including support to motivate and develop members of the City Planning Department Leadership Group and the Statutory Planning Unit.

• Assisting the Coordinator Statutory Planning in the distribution and monitoring of workloads within the Statutory Planning Team.

2.3 To effectively communicate Council’s policies and guidelines in the use and development

process and manage conflict resolution

• To provide expert advice and guidance as required

• To achieve a timely decision


2.4 Supervise quality of reports and general output of team members

• Provide guidance and assistance to planners on appropriate statutory processes

• Assess and decide on officer recommendations, other correspondence and documentation

• Ensure consistency of decision making.

• Advocate Council’s position at VCAT and other forums

• Provide advice and assistance to planners for appeal preparation

• Brief consultant’s and legal representatives, appearing on Council’s behalf

• Provide advice to members of the community as requested

• To verify that the planning services provided are timely, accurate and relevant

• To undertake performance conversations with each team member as part of Council’s learning and development programme (currently a requirement for two formal conversations per year)

2.5 To provide a high quality standard of advice and service to customers based on high

standard of liaison

• Co-ordinate and undertake pre-application meetings and on-site inspections, including attending with team members

• To implement in practical form the results of pre-application and on-site meetings

• Providing representation of Council’s interests in regard to planning appeals.

• Dealing with complex planning permit applications.

• Administration and enforcement of the Monash Planning Scheme, and associated legislation.

• Providing high level expert advice and direction to clients about the development and use of sites within the municipality.

• Provide advice to Managers, Councillors and staff across the organisation on statutory planning issues.

2.6 To assess and decide on complex applications as and when required

2.7 Any other tasks as and when required and/or when directed to undertake such tasks.


3. ORGANISATIONAL RELATIONSHIP

Reports to: Coordinator, Statutory Planning Manages: One of two Team Leaders managing a team of 16.4 EFT

(From 1 July 2017, this may increase by 2 EFT). Internal Liaisons: Statutory planning team members, any temporary/contractor/

casual team members, other units/departments within Council, Councillors

External Liaisons: Residents, ratepayers, general public, applicants, consultants, VCAT, referral authorities, other municipalities, state government departments and industry bodies.

4. ORGANISATIONAL CONTEXT In 2015 Monash had an estimated population of 185,037 residents. Forty five percent (45%) of its population were born overseas, making Monash one of the most cosmopolitan municipalities in Victoria. Monash is close to the demographic centre of Melbourne. The municipality has a highly skilled and well-educated workforce, with 13% having a degree or higher education. Monash residents also enjoy a high level of home ownership that is considerably higher than the Melbourne average. Council’s vision for Monash is for “an inviting city diverse and alive with activity, designed for a bright future.” Our mission is to: “make a difference through commitment, leadership and expertise.” The Monash values support the vision and mission by defining the principles and behaviours that shape the organisations culture. Our values are:

• Accountability - We are responsible for our actions and behaviours every day. • Respect - We value diversity and appreciate others. • Teamwork - We work collaboratively to achieve shared goals.

These are complimented by our Code of Conduct. Five Divisions deliver the Council’s programs and services. They are:

• City Development • Community Development & Services • Corporate Services • Executive Division • Infrastructure

The City Development Division further develops the City’s environment through effective strategic and statutory planning, building control, and municipal regulation. Key functions for which the Division is responsible include:


• Urban Design • Public and open space planning and design • Strategic Planning • Sustainability • Property Management & Development • Traffic and Community Laws • Statutory Planning • Building approvals • Health and food registration

The incumbent of this position is required to contribute to the achievement of the Council’s mission through effective teamwork with colleagues, including those in other Divisions and in developing sound working relationships with a range of internal and external parties. 5. ACCOUNTABILITY AND EXTENT OF AUTHORITY

• Assists the Coordinator Statutory Planning in the day-to-day activities of the Statutory Planning team and skill development

• To ensure decisions are made within the statutory time frames within budget and KPIs

• To provide accurate and timely advice to team members, the public, applicants and Council

• To provide leadership and support to the Coordinator Statutory Planning, the City Planning Department Leadership Group and the Statutory Planning Unit

• Exercise authority in accordance with Deed of Delegation

• Undertake duties with limited supervision and management

• Identify and contribute to the adoption of continuous and/or business improvements

6. JUDGEMENT AND DECISION MAKING

• Able to set own work priorities and those of others within your team to ensure that tasks are completed within required timeframe and to required standard despite conflicting pressures.

• Exercise discretion in all areas of statutory planning, except matters deemed by the Manager or Co-ordinator to require Council decision making

• Apply sound judgement to planning applications by considering the merits of the proposal and ensure consistent decision making

• Analyse and assess permit applications, permit and plans amendments, degree of public notification


• High degree of problem solving skills

• Undertake duties with limited guidance and assistance and within tight timeframes

7. SPECIALIST KNOWLEDGE AND SKILLS

• Extensive knowledge of provisions of planning and related acts and regulations

• Sound knowledge of Council policy, guidelines and procedures

• Knowledge of planning theory to aid decision making

• Substantial practical statutory planning experience

• Well developed conceptual and analytical skills, including the ability to identify the need for change to policies, procedures and processes and to develop and recommend changes in response

8. MANAGEMENT SKILLS

• Excellent time management skills

• Skills in prioritising the workload – own tasks and tasks of others

• Mediation and conflict resolution skills

• Ability to balance competing objectives

• Ability to work in a high volume environment

• Ability to recognise strengths and opportunities of the team and taking appropriate action to achieve desired outcomes by taking initiative

• Coaching and mentoring skills

9. INTER-PERSONAL SKILLS

• Excellent verbal communication skills, including the ability to liaise and negotiate with a wide range of individuals on complex and/or sensitive matters

• Clear and concise writing skills

• Mediation/conflict resolution skills

• Strong customer service orientation


10. QUALIFICATIONS AND EXPERIENCE

• Relevant tertiary qualification to degree level in planning or similar

• Extensive experience in local government statutory planning

• Experience in leading and managing a team (of direct reports)

11. KEY SELECTION CRITERIA

• Relevant tertiary qualification to degree level in planning or similar

• Extensive experience in local government statutory planning

• Experience in leading and managing a team (of direct reports)

• Excellent verbal communication skills, including the ability to liaise and negotiate with a wide range of individuals on complex and/or sensitive matters

• Clear and concise writing skills especially in Council reports and business cases

• Well developed conceptual and analytical skills, including the ability to identify the need for change to policies, procedures and processes and to develop and recommend changes in response

• Sound staff management skills, including the ability to recognise strengths and opportunities of the team and take appropriate action to achieve desired outcomes by using initiative

12. OTHER RELEVANT INFORMATION

• Risk Management The effective management of risk is critical to ensuring Council achieves and sustains its Corporate and Business Planning objectives. Risk is inherent in all business functions (there is no risk free environment); therefore, it is managed in a consistent and structured method in accordance with the City of Monash Risk Management Framework and Australian Standards for Risk Management. All Council employees are committed to ensure that Organisational objectives are met whilst the welfare of the staff, community, visitors and contractors is protected and property (real and intellectual), equipment, information and financial assets are preserved. Every staff member of the City of Monash is responsible for identification of potential risks and opportunities related to their areas of responsibility, while management (at all levels) is responsible for the development of risk mitigation plans and the implementation of risk reduction strategies. Managing risks and opportunities forms an active part of day-to-day business activities and planning processes.


• Occupational Health and Safety

Under Council’s Occupational Health and Safety Strategy all employees are required amongst other things, to act responsibly and in a manner which does not put the health and safety of themselves or others in the workplace at risk, diligently observe and maintain a duty of care to themselves and all others within the work environment and to perform duties in accordance with accepted work practices and procedures. Employees in a supervisory role must ensure that safe work practices are observed and issue instructions in relation to or cease unsafe work practices in the workplace.

• Equal Opportunity and Harassment

All employees of the City of Monash have a legal and moral responsibility to treat each other fairly and are expected to fulfil these responsibilities as a condition of employment. As an employer the City of Monash will not defend or support discriminatory actions of staff that are unlawful. Employees are encouraged to support each other in creating and maintaining an environment that is free of harassment.

• Privacy

The City of Monash is committed to complying with the Information Privacy Act 2000. The City of Monash recognises the importance of the privacy of personal information collected by the Council and is committed to ensuring that personal information is appropriately stored and managed. All staff must therefore, at all times, ensure that the personal information collected and held by the Council is protected from misuse, loss, unauthorised access, modification or disclosure. Council employees will only collect information directly relating to the services being provided to clients. Council employees will not disclose personal information to any person or organisation without written consent or unless prescribed by a lawful instruction.

• Code of Conduct

The Code of Conduct provides a framework for ethical professional behaviours that must be observed in the range of interactions between Council employees and with the public. It covers various areas of professional conduct and details the minimum standards of behaviour expected of employees The Code applies to all employees of the City of Monash and all employees are expected to familiarise themselves with the Code and ensure compliance with its principles.


PERSONAL CAPABILITY REQUIREMENTS

Team Leader Statutory Planning

Requirements Frequency Unlikely Possible Occasionally Regularly

Passive Sitting – desk Sitting – counter Sitting – vehicle Standing Telephone Computer – desktop Computer – laptop Observations: customer and/or client safety Writing Reading Manual Handling Bending spine forwards Twisting spine to side Bending Spin Backward e.g. A small degree of back bending may be required when filing in the confined space of the compactus

Working with one or both hands above shoulder height

Lifting floor-waist (No more than 5kg per item)

Lifting at waist height (No more than 5kg per item)

Lifting waist-overhead (No more than 5kg per item)

Pushing (trolley weighing up to 50kg) Pulling (trolley weighing up to 50kg) Moving equipment and/or furniture Lifting/holding children Exerting force with one hand or one side of body

Exerting force in an awkward posture Holding, supporting or straining Agility Squatting Kneeling Looking up Looking down Reaching forwards or sideways >30cm from the body


Gripping or grabbing Unlikely Possible Occasionally Regularly

Mobility Walking Walking whilst carrying weight<5Kgs Walking on uneven ground Climb Steps/Stairs Climb ladder Driving – passenger vehicle Driving – light commercial (normal licence) Driving – bus (endorsed licence) Driving – machinery/heavy commercial

(endorsed licence)

Sensory Fine hand coordination Hearing – hold direct conversation, telephone, noise, alarm

Hearing - telephone Hearing – alarm/disturbance Visual – computer screens, electronic signs Visual – read printed material, signage Visual – driving Emotional Dealing with customers Dealing with aggressive customers Supporting age dependent persons Managing conflict Managing complex personal counselling Providing empathy Work Environment Indoor air conditioned Outdoor – exposed to elements Outdoor – plant and equipment Confined spaces Working at height Dust Pollen (or other allergens) Cleaning agents Foul smells Personal waste

Note: This template does not represent an exhaustive account of all job factors however it forms a basis to guide staff and medical professionals as to the activities for which a personal capability must be sustained. Applicant acknowledgement I have read and understood the personal capability requirements that are attached to this position and declare that I am capable of meeting the requirements as indicated and acknowledge the requirement to maintain such capability whilst performing the position.


Name________________________________________ Signed ___________________________ Date ___/___/201_

Documents

POSITION DESCRIPTION - Monash Councilservices.monash.vic.gov.au/jobadverts/documents/TeamLeader... · Team Leader Statutory Planning - May 2017 (2).docx . POSITION DESCRIPTION . TITLE: