SENIOR ADMINISTRATION OFFICER
POSITION DESCRIPTION
- TITLE: Senior Administration Officer
- LEVEL : Local Government Officer’s Award Level 6
- DEPARTMENT/SECTION : Corporate Services
- POSITION OBJECTIVES :
- 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.
- Within Section:
To direct, control and advise allocated administrative staff.
- Within Organisation :
To provide Council, Senior Staff and clients with efficient and effective administrative support.
5. REQUIREMENTS OF THE JOB:
- 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. |
- Knowledge:
 | Sound knowledge of various relevant State Acts, regulations and Council local laws; |
| Knowledge of Local Government and Council Policies and operations. |
- Experience:
| Substantial administrative experience within the Local Government Sector. |
- Qualifications and/or Training:
| A degree or diploma in Business Administration, Management, Commerce, Law or similar discipline. |
- 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 including 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. |
- ORGANISATIONAL RELATIONSHIPS :
- Responsible to : Manager Corporate Services
7.2 Supervisor of: Records Officer
- 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
- 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. |
- 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. |
Previous Occupant:
Present Occupant: Date Appointed:
Prepared by: Date Issued:
Supervisor:
Approved by: No of Sheets:
Reviewed:
Accepted: ______________________ Dated: ___________________
