1. TITLE: Senior Administration Officer

2. LEVEL: Local Government Officer’s Award Level 6

3. DEPARTMENT/SECTION: Corporate Services

4. POSITION OBJECTIVES:

1. Objective of Position:

To provide administrative support to the Chief Executive Officer and the Manager Corporate Services.

To administer the functions and co-ordinate the services of the corporate services division as directed.

To co-ordinate the proper provision of Council’s public relations activities.

To ensure the provision and maintenance of sound records management practices.

To co-ordinate the Council’s external marketing initiatives;

To provide the Council’s executive with high quality administrative support.

2. Within Section:

To direct, control and advise allocated administrative staff.

3. Within Organisation:

To provide Council, Senior Staff and clients with efficient and effective administrative support.

 

5. REQUIREMENTS OF THE JOB:

1. Skills:

• Sound communication and organisation skills;
• Developed negotiation skills;
• Developed report writing skills;
• Developing computer literacy skills;
• Developed time management skills;
• Sound minute taking skills;
• Developed budget/financial management skills;
• Sound analytical and public relations skills;
• Developed ability to read and interpret legislation, regulations, local laws, contracts and leases.

2. Knowledge:

• Sound knowledge of various relevant State Acts, regulations and Council local laws;
• Knowledge of Local Government and Council Policies and operations.

3. Experience:

• Substantial administrative experience within the Local Government Sector.

4. Qualifications and/or Training:

• A degree or diploma in Business Administration, Management, Commerce, Law or similar discipline.

6. KEY DUTIES / RESPONSIBILITIES:

• Provide executive support and guidance to the Chief Executive Officer and Manager Corporate Services;

• Represent council, Chief Executive Officer and Manager Corporate Services on various external committees and groups as required and report thereon;

• Arrange meetings, functions and celebrations;

• Liaise between Council and other organisations to assist such organisations as much as possible in dealing with Council;

• Follow up enquiries directed to Council;

• Assist with the co-ordination of Council elections;

• Implement initiatives arising out of Council’s Marketing and Community Consultation Plan and other marketing issues as determined;

• Maintain Council’s Web Site and intranet service;

• Assist with IT systems administration;

• Research, report and undertake projects as directed;

• Maintain Council’s Lease, Property and Agreements Register;

• Compile and review office procedures manuals as directed in cluding records management procedures;

• Take minutes or notes of meetings as required;

• Administer FOI applications;

• Responsible for general retention and disposal schedules for Local Government - records disposal;

• Provide administrative and secretarial support for the Management Group;

• Co-ordinate the establishment and maintenance of an office library including publications, resource and reference material and Acts of Parliament including their regular update;

• Oversee and accept responsibility for the preparation of agendas and minutes of Council and Committee meetings;

• Assist the Chief Executive Officer with implementation of the Council’s Economic Development initiatives as directed;

• Maintain the Tender Register and oversee the tender procedures.

7. ORGANISATIONAL RELATIONSHIPS:

1. Responsible to: Manager Corporate Services

7.2 Supervisor of: Records Officer

3. Internal and External Liaisons:

Internal: President

Councillors

Chief Executive Officer

Divisional Managers

Other Staff

External: Other Councils

Government Departments

Ratepayers

Residents

Suppliers

Organisations as required

8. EXTENT OF AUTHORITY:

• Works under limited direction within Council Policies and procedures and relevant Legislation;

• Authority to make recommendations to Council in consultation with Chief Executive Officer and Manager Corporate Services;

• Authority to determine work schedules and priorities within guidelines;

• Authority to delegate duties to subordinate Staff;

• Initiate and sign correspondence.

9. SELECTION CRITERIA:

Essential:

• Appropriate tertiary qualification;
• Minimum three years Local Government administrative or financial experience;
• Sound written and verbal communications skills;
• Sound analytical skills;
• Previous supervisory experience;
• Developed time management skills;
• Developed ability to read and interpret the law, regulations and legal documents;
• Developed public relations skills;
• Developed report writing skills;
• Developed knowledge of Local Government;
• Developed minute taking ability;
• Developed negotiation skills;
• Developed computer literacy skills;
• "A" Class Licence.

Desirable:

• Knowledge of Freedom of Information Act and all associated requirements;
• Developed budget and financial management skills.

16 February, 2000

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