CASEY.VIC.GOV.AU

Title: Project Management Office Coordinator

Classification: Band 7 – 4th Level

Department: Service & Asset Planning

Division: Customer Focus & Innovation

Reports To: Manager Service & Asset Planning

Supervises: Project Management Officers, Consultants

Enquiries: Wayne Mack, Manager Service and Asset Planning

Ph: 9705 5200

1. Position Purpose » To champion a Project Management culture within the organisation.

» To ensure that projects are approached using disciplined and proven Project Management techniques.

» To ensure that all projects have a clear and logical need and are delivered including the capturing of benefits.

2. Key Responsibility Areas » To champion and lead a project management approach across the organisation through

the implementation of a Project Management Office and use of a Project Management Framework.

» To support the organisation in the delivery of projects, including planning, progress reporting and capturing of benefits.

» To implement and support the use of a Project Management software system to manage and track the organisations projects.

» Identify opportunities to use technology that improves the effectiveness of the team.

» Anticipate potential problems and pre-empt required actions to identify risks and overcome obstacles.

» Before planning new projects identify tasks, resources, constraints, issues and risks.

» Actively advocate for and seek out opportunities to achieve shared outcomes.

» Build partnerships that transcend traditional and community boundaries.

Position Description

Last updated: 05-12-2016

Last Updated: 5-12-16

» Clearly define role expectations, monitor performance, provide timely and constructive

feedback and facilitate employee development.

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

» Develop new work procedures in consultation with affected employees.

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

» Actively participate in the planning and execution of Return to Work plans for employees.

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

» Provide appropriate facilities for safe storage, handling and transport of materials and equipment.

4. Accountability and Extent of Authority » Has input into policy development within area of expertise and/or management.

» If prime responsibility is resource management, freedom to act is governed by policies, objectives and/or budgets, with regular reporting to ensure achievement of goals. Decisions and actions may have a significant effect on the projects being managed or on the public perception of the organisation.

» If prime responsibility is to provide specialist advice or regulate clients, freedom to act is subject to professional and regulatory review. Impact of decisions or advice may have a substantial impact on clients.

» If prime responsibility is policy development, work may be investigative, analytical or creative, with freedom to act generally prescribed by a more senior position. Quality of the work can have a significant effect on the policies which are developed.

» Is accountable for reflecting on experience and being open to continuous improvement.

5. Judgement and Decision Making » The work is essentially specialised and problem solving in nature, using methods,

procedures and processes generally developed from theory or precedent.

» Judgement is required to recognise when established methods are not appropriate and guidance is not always available within the organisation.

» If prime responsibility is policy formulation, the main challenge will be intellectual, typically requiring identification and analysis of a range of options before a recommendation can be made.

» Implemented courses of action must be evaluated in a timely manner and decisions made about required adjustments in order to achieve the best outcomes.

» Judgement is needed to recognise the complex causes of others’ long-term behaviour patterns and to plan responses and reactions accordingly.

» Relationships must be built with stakeholders, recognising their varying input, interest levels and decision-making status.

6. Management Skills » Skills in time management, setting priorities and planning and organising work to achieve

objectives in the most efficient way possible, within the resources available and within a set timetable despite conflicting pressures.

» Actively seeks to improve others’ skills and talents by providing feedback, coaching and training opportunities.

» Ability to identify and manage a range of complex and often competing needs, quickly summing up options and recommending a clear way forward.

» Understanding and ability to implement human resources policies and practices.

» Commitment to delivering high quality outcomes for customers and stakeholders.

7. Interpersonal Skills » Gaining co-operation and assistance from clients, members of the public and other

employees to communicate a vision that generates enthusiasm and commitment to new ways and innovation.

» Liaising with others to discuss and resolve problems by building trust through stakeholder engagement and demonstrating consistent actions, values and communication.

» Approaching challenges with a calm and positive attitude that supports and informs teams.

8. Specialist Skills and Knowledge » Proficiency in applying a theoretical or scientific discipline to search for solutions to new

problems and opportunities.

» If prime responsibility is policy formulation, analytical and investigative skills to formulate policy options from within a broad organisation-wide framework.

» Understanding of the economic, political and social issues relating to the Local Government environment.

» Knowledge of and familiarity with the principles and practices of budgeting and relevant accounting and financial procedures (for positions with budget responsibility).

» Ability to use available digital tools to an excellent level.

9. Inherent Physical Requirements » Use a computer.

» Communicate clearly.

» Drive a vehicle.

10. Qualifications and Experience

» Degree or diploma with several years of relevant experience; or higher formal qualifications with a shorter period of experience; or lesser formal qualifications supported by extensive relevant experience.

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

11.Conditions of Employment » Conditions of employment are as per the City if Casey Enterprise Agreement and

Casey’s policies and procedures.

» Hours - The position is full-time worked on a 19-day/4-weeks arrangement

» Tenure – This is a limited tenure role until 30 June 2018. The position is not permanent and there is no guarantee of ongoing employment.

» 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.

» 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.

» 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 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.