CASEY.VIC.GOV.AU

Title: Business Support and Operations Officer

Classification: Band 4

Department: Active Communities

Division: Community Life

Location: Old Cheese Factory, 34 Homestead Road, Berwick

Reports to: Senior Support Officer Old Cheese Factory

Supervises: Casual Administration and Operations Staff, Volunteers and Department of Justice Community Workers

Enquiries: Kristy Pole, Senior Support Officer Old Cheese Factory

Ph: 03 9702 1919

1. Position Purpose » Perform administration requirements at Old Cheese Factory including high level

customer service support and assist with operational requirements including the set up and cleaning of rooms, grounds, equipment and office space.

» Provide weekend Supervision to manage the sites operational requirements taking responsibility as the primary supervisor.

2. Key Responsibility Areas » Assist with processing all documentation related to the booking process for both internal

and external hirers, including design and set up support. Assist with general office duties including generating reports and maintaining office filing systems.

» Assist in the planning and delivery of a safe, clean and well maintained site, including the preparation of key areas for weddings, community programs, bookings and events. This includes hands on support within the gardens and grounds.

» Take lead on the weekend as primary supervisor, in regards to all functions / bookings, staff supervision for casuals, volunteers and Community Correctional Services program and grounds requirements.

» Assist with the function support staff of the Homestead Café with food preparation, customer service, catering, cleaning and service delivery.

» Plan and organise resources to deliver projects including maintenance of accurate records and, if necessary, organising meetings.

» Draw on a range of information sources to identify new ways of doing things and building continuous improvement.

» Through leadership and example promote Casey’s trademark behaviours: show respect,

Position Description

Last updated: 24 March 2017

take responsibility, listen and respond, be positive, think things through

3. Occupational Health & Safety Responsibilities » Take reasonable care for the health and safety of yourself and others in the workplace.

» Ensure hazards, incidents, near misses and injuries are reported immediately.

» Support activities taken by the organisation to comply with OH&S legislation.

» Ensure only authorised, adequately trained staff undertake assigned tasks.

4. Accountability and Extent of Authority » Essentially a “doing” job and often the provider of information to clients and/or information

and support to more senior employees. This position may also supervise resources including other employees and/or regulate clients and Community Correctional Workers.

» Freedom to act is limited by standards and procedures encompassed by the nature of the work. The work generally falls within specific guidelines, with scope to exercise discretion in the application of established standards and procedures.

» The employee has sufficient freedom to plan work at least a week in advance.

» The effect of decisions and actions are usually limited to a localised work group or function, individual jobs or clients, or to internal procedures and processes.

5. Judgement and Decision making » The objectives of the work are well defined but the particular method or process to be

used must be selected from a range of available alternatives.

» Guidance and advice are always available within the time available to make a choice.

» The incumbent is expected to exercise discretion, judgement and decision making within standard practices, training and processes of the site.

6. Management Skills » Has basic knowledge of personnel practices and is able to provide employees under their

supervision with on-the-job training and guidance.

» Demonstrates skills in managing time and planning and organising own work. Promptly follows through on inquiries, requests and complaints.

» Maintains stable performance when under pressure or opposition.

7. Interpersonal Skills » Cooperates and works well with others in the pursuit of team goals.

» Is always polite and professional when representing the organisation.

» Requires ability to prepare routine correspondence and reports, if required.

8. Specialist Skills and Knowledge » Experience required in a very busy front of desk or hands on customer service role.

» Experience required in delivery of programs, activities, events or weddings.

» Ability to proficiently operate a personal computer, word processing, publisher and use excel spread sheets.

» Ability to supervise casuals or volunteers and plan prioritise of work load.

» Experience in Food and Health regulations, food preparation, barista experience and catering preparation would be an advantage, but not essential.

» Experience in reconciliation of accounts.

9. Inherent Physical Requirements » Move on foot around the Old Cheese Factory including climbing steep outside steps,

moving over rough ground, hillsides and gravel paths.

» Manual lifting of heavy items (set up / pack up of equipment / moving of hospitality equipment / serving food / drink, lawnmower and other gardening equipment) is required.

» Ability to communicate clearly by telephone and face to face.

» Ability to actively participate in physical activities.

» The incumbent must be able to drive a vehicle in order to travel to Council buildings throughout the municipality, including areas where access to public transport is difficult or non-existent.

10. Qualifications and Experience » Completion of secondary education plus:

o completion of a post-trade certificate or other post-secondary qualification below diploma or degree; or

o knowledge and skills gained through on-the-job training commensurate with the requirements of the work.

» Driver's Licence which is valid to drive within Victoria.

» Level 2 First Aid Certificate.

11. Conditions of Employment » Conditions of employment are as per the City of Casey Enterprise Agreement, Casey’s

policies and procedures and the letter of offer.

» The position is part-time worked 27 hours per week. The hours of duty will be subject to a rotating fortnightly roster, worked between 8.00am and 8.00pm Monday to Sunday. The demands of this position will require some flexibility regarding working hours. This position will involve a regular day on a Saturday or Sunday and public holiday work.

» Health Declaration - The preferred applicant is required to complete a Health Declaration form and return it to the Occupational Health and Safety Co-ordinator prior to commencement.

» Physio/Medical Examination - The preferred applicant is required to have a pre-employment physio/medical examination (at Council’s expense). Accounts for broken appointments are the responsibility of the applicant.

» Criminal Records Check - This position is subject to the successful applicant having a satisfactory Police Check prior to commencement at Council’s expense and then as

regularly as the position requires as per Council Policy.

» Working with Children Check – This position is subject to the successful applicant having a satisfactory Working with Children Check prior to commencement, and then as regularly as per legislative requirements.

» Transport – Employees must use Council vehicles for work-related travel whenever practical to do so. If employees use privately-owned vehicles for work-related travel Council recommends the vehicle be comprehensively insured and the insurance company notified that the vehicle is being used for work-related travel. If an employee using a privately owned, comprehensively insured vehicle for work-related travel is involved in an accident they may be eligible for reimbursement of the insurance excess. Vehicles not comprehensively insured will not be eligible for reimbursement.

» Sick Leave - A medical certificate may be required for any absence and must be provided for sick leave exceeding three working days or absence on the working day before or after a rostered day off, annual leave or public holiday.

» Multiskilling - Employees may be directed to carry out any duties consistent with their skills, competence and training provided the duties do not result in de-skilling them.

» Risk Management – Employees must comply with risk management policy and procedures.

» Employment Status - The successful applicant must provide proof of permission to work in Australia prior to commencement.

» Probation Period - A six month Probation Period applies to this position. This period will be extended in line with any period of unpaid or unauthorised leave.

12. How to Apply » Applications to be submitted through the Casey website at www.casey.vic.gov.au (preferred), or

email to applications@casey.vic.gov.au in Word format.

» Applications are dealt with in the strictest confidence. Details contained in your application will not be conveyed to any person not directly connected with processing your application without your express permission.

» Following the nominated close date, short-listed candidates will be contacted by telephone. The remaining candidates will be notified via email if their application has been unsuccessful.