POSITION TITLE: Administration Assistant

POSITION NUMBER: 2520

CLASSIFICATION/BAND: City of Greater Geelong Enterprise Agreement (as amended from time to time)

Band 3A Salary $49,937.40 (pro rata) per annum, plus superannuation

STATUS: Permanent part-time position (approximately 10 to 20 hours per fortnight)

DIVISION: Community Services

DEPARTMENT: Family Services

APPROVED BY: Aimee Butcher

DATE APPROVED: 17 June 2014

POSITION OBJECTIVE:

To provide administrative support and undertake front reception duties at the Boorai Centre Ocean Grove in an efficient and effective manner, with a strong emphasis on customer service.

THE CITY OF GREATER GEELONG:

The City of Greater Geelong is one of the largest local government areas in Victoria. The City provides more than 120 services to the municipality which has a population of more than 200,000. The City has an annual budget of $229 million and employs over 2000 staff. It also utilises a large number of volunteers.

The City of Greater Geelong has a large and increasing population of young children with over 13,000 children aged 0-4 years and over 10,000 children aged between 5-8 years. There are over 400 local services for young children and families located within the municipality.

The organisation has five divisions: Community Services; Corporate Services; Economic Development, Planning and Tourism; City Services and Projects, Recreation and Central Geelong.

Geelong:

Located 75 kilometres from Melbourne, Geelong is Victoria’s second largest city and is renowned for its stunning north facing waterfront which overlooks Corio Bay. Geelong is a vibrant cosmopolitan city with a relaxed coastal flavour. It is recognised as offering one of the best lifestyles in Australia. Geelong has all the modern amenities of larger cities, combined with a clean and healthy environment.

Just minutes away from the city centre are kilometres of pristine beaches, charming seaside townships and unspoilt rural hinterland.

Geelong is also the gateway to the famous Great Ocean Road and some of the best surf beaches in the world.

The City offers excellent educational opportunities. Geelong Grammar, Geelong College, The Gordon and Deakin University are just some of the schools and tertiary institutions in the region.

ORGANISATION ENVIRONMENT:

Geelong is among the largest of 79 Councils which collectively represent approximately 5 million Victorians. While each Council is independent, there are common rules, mainly in the form of State Legislation, which provide the framework in which Councils operate.

Our Vision:Greater Geelong: building our community through enterprise, opportunity and innovation in a quality environment.

Our Mission:We will focus on developing and maintaining effective working relationships to deliver Council’s strategic directions and high quality services that meet the changing needs of our community.

Values and Behaviours:Values form the basis of our behaviour; they add meaning to work and they provide a basis for consistent planning and decision making across the organisation. The City of Greater Geelong aims to foster a culture that embraces the organisation values being Integrity, Responsibility, Innovation and Respect. All employees should demonstrate the behaviours that come from these values when carrying out their work.

INTEGRATED CHILDREN’S CENTRES

The City of Greater Geelong has expressed its commitment to the development of ‘integrated service delivery’ for children within its Municipal Early Years Plan 2013-2017: A Place for Us. The Plan highlights the importance of integrated service delivery for improving outcomes for young children and their families through professionals and services ‘working together’ to promote more efficient, accessible and responsive service delivery for families with young children. Similarly, the Municipal Children’s Services Infrastructure Plan 2013-2030, outlines the Council’s commitment to the development of integrated early years services within community-based centres, where possible and practicable.

The Boorai Centre Ocean Grove opened in January 2014 as the first integrated children’s centre within the City of Greater Geelong. It brings together, within an integrated practice model, a range of education, health, support and community services for children, including education and care (long day care, occasional care and kindergarten services), maternal and child health, parenting support, family support, allied health, early intervention and other specialist support services.

ORGANISATION RELATIONSHIP:

This position is part of the Community Services Division which comprises the following departments:

Aged and Disability Services Arts and Culture Community Development Family Services Health and Local Laws

KEY RESPONSIBILITIES:

1. Perform centre reception duties and provide an excellent level of customer service.2. Undertake administrative tasks in line with established centre systems and processes. 3. Undertake data entry tasks as directed.4. Provide administrative support to staff at the centre, as required.5. Build relationships with families using the centre, internal staff and external agencies

using the centre.6. Under supervision, assist with the processing of invoices, purchase orders and petty cash

administration. 7. Order stationery and other supplies for the centre, as directed.8. Attend to telephone and customer service enquiries, taking messages as required.9. Contribute in a positive manner to the organisational culture of mutual respect, customer

focus, innovation and a “can do” approach within the department as outlined in Council’s Vision and Values.

10.Adherence to all Council’s policies and procedures as relevant to this position.11. Carry out other duties as deemed reasonable and appropriate to the role as directed from

time to time.

Reports To: Team Leader, Boorai Centre Ocean GroveDirectly Manages: N/AInternal Liaisons: Centre-based staff, other Council department staffExternal Liaisons: Service Users, Government Departments, Community Organisations.

KEY SELECTION CRITERIA:

Essential:

1. Experience in an administrative role. 2. Demonstrated experience in liaising with members of the public, internal staff and

external agencies.3. Ability to follow established procedures and policies.4. Intermediate level computer skills in MS Office (including Word, Excel, PowerPoint etc.),

and use of the Internet.5. Demonstrated ability in managing own workload. 6. Sound interpersonal and written communication skills.

ACCOUNTABILITY AND EXTENT OF AUTHORITY:

This position is responsible for providing efficient administrative support to the centre and undertaking reception duties at the centre, under the general supervision of the Team Leader or Administrator.

Contribute and commit to ensuring that the centre maintains a culture of service excellence, with a customer needs focus.

Accountable for ensuring the confidentiality of all related documents and information. 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:

Prioritises daily routine tasks to coordinate with specific allocated tasks. Guidance and advice is always available from other staff at the centre. Demonstrates initiative in relation to all aspects of the role.

SPECIALIST SKILLS AND KNOWLEDGE:

Intermediate level skill in Microsoft Word, Excel, Powerpoint and Access. Ability to operate office equipment such as printers, scanners, photocopiers, facsimile

machines etc. Ability to work accurately and within set timeframes. Knowledge of children’s services programs and/or the local government context would

be an advantage.

MANAGEMENT SKILLS:

Ability to plan, organise and manage own time to achieve targets within set timeframes.

Ability to work as part of a team. Ability to work under pressure. Ability to comply with the City’s personnel practices including Occupational Health and

Safety and Equal Employment Opportunity. A positive ‘can do’ attitude with a flexible approach to work.

INTERPERSONAL SKILLS:

Ability to establish rapport with families, centre staff and other professionals working at the centre

Ability to liaise with all levels of the organisation, community representativies and external stakeholders.

Ability to draft basic correspondence. Ability to respond to customer enquiries regarding centre policies, procedures and

programs. Ability to demonstrate Integrity, Responsibility, Innovation and Respect in all aspects of

the position.

QUALIFICATIONS AND EXPERIENCE:

Experience in an administrative role. Experience in using a range of computer programs and databases. Current Working With Children’s Check. Current Police Check (must be less than 6 months from date of issue). Current Victorian Drivers Licence and willingness to drive a Council vehicle if required.

SPECIFIC HEALTH AND SAFETY REQUIREMENTS:

A pre-employment medical examination may be required. Participate, where required, in the reporting of health, safety and wellbeing issues. Manual handling tasks may be involved. Demanding deadlines. Prolonged periods of in-activity i.e. sitting at the computer. Regular keyboard associated activities. Long / short distance travel between sites as necessary. Dealing with difficult clients and situations.

SPECIAL CONDITIONS:

This position will need to be flexible to meet the needs of the Centre, which may include early morning work.

Employment is subject to the presentation of documentary evidence of the right to work in Australia.

A National Police Records check may be required throughout your employment with Council.

Current Victorian Drivers Licence is essential where the need to drive a Council vehicle is required.

RISK MANAGEMENT, EQUAL OPPORTUNITY & CHARTER OF HUMAN RIGHTS:

Observe policies and procedures to minimise injury and damage to assets and property.

Adhere to Council’s OH&S, equal opportunity and risk management policies, as well as act in accordance with the Charter of Human Rights.

Ensure behaviour in the workplace does not discriminate, bully or harass others. Take reasonable care of self and others who may be affected by your actions.

OTHER RELEVANT INFORMATION:

Employment may be subject to a three-month probationary period (please note that following consultation, this period may be extended by up to a further three months).

Internal candidates may be subject to a three-month trial period. Conditions of employment are as per your contract of employment. The City of Greater Geelong is an Equal Opportunity Employer and has a no smoking in

the workplace practise and is also committed to Occupational Health and Safety (OH&S) in the workplace and therefore all employees adherence to all OH&S Policies and Procedures is mandatory.

HOW TO APPLY

Applications for this position close at 5.00pm Friday 4 July 2014 and should be submitted through the on-line facility at www.geelongaustralia.com.au (for internal candidates, please refer to CityWeb). Applicants should address the key selection criteria (outlined above) as part of their application.

Should you not have access to the on-line facility, applications may be directed to:

Recruitment Administration OfficerOrganisation Development DepartmentCity of Greater GeelongPO Box 104GEELONG VIC 3220

Phone: 5272 4273 For details on the recruitment process

Fax: 5272 4292

If you require further information regarding this position, please contact: Simone Timmins, Team Leader Child and Family – Boorai Centre on 5272 4999.

Privacy Statement

Making an application for this position requires that you consent to the collection, use, storage and destruction of personal information, including details of your referees. This information will assist us to select the best applicant for the vacant position.

At all times during the recruitment and selection process, personal data will be treated in a highly confidential manner.

Documents will only be available to members of the selection committee for the purposes of selecting the best person for the position.

All unsuccessful applicants’ documentation will be destroyed three months after the end of the recruitment process. Please do not send originals of documentation with your application, as they will be destroyed.

In addition the applicant understands that they may apply to Council for access and/or amendment of the information.

Successful applicant details become employment-related information and will be placed on the successful applicant’s Personal File. The City of Greater Geelong may release this personal information to third parties such as Vision Super Fund Pty Ltd., Victorian Workcover and Centrelink for employment related purposes.