Position Title: Project Support Officer Position Number: Classification: Band 5 Tenure: Permanent Full time Directorate: Business and Strategy Department: Integrated Strategy Reports To: Coordinator Major Projects Approved: November

NILLUMBIK SHIRE COUNCIL OVERVIEW

The Shire of Nillumbik is located 25 kilometres from Melbourne’s CBD. The Shire covers an area of 430 square kilometres with the southern boundary of the Shire being the Yarra River, and the north- eastern boundary extending to the Kinglake Ranges. The visual beauty of our rural open spaces, together with the friendliness of our villages, including Eltham, Diamond Creek, Hurstbridge and St Andrews, adds to the relaxed open lifestyle of the Shire.

Nillumbik Shire Council offers its community a wide range of services from all of life stage care and development programs, environmental, leisure and recreational opportunities, through to vibrant tourism, cultural and artistic programs and events, and includes a state-of-the-art waste management system and infrastructure. Every area within these broad themes has speciality officers dedicated to creating Nillumbik as the best place to live and work, delivering services in accordance with the Council Plan.

Organisational vision, values and behaviours:

The way we work together and provide services to the Nillumbik community is guided by a culture reflected in Nillumbik’s vision and values.

Our vision is to Listen, Adapt, Deliver… Relentless in the pursuit of excellence; where our customers come first, we are one and we are smart, efficient and agile.

All employees are expected to embrace our vision and make a genuine commitment and contribution to the organisation’s values and behaviours.

Our vision is underpinned by our values of:  Do our best  Support and cooperate  Take responsibility  Respect each other  Foster energy and camaraderie.

Project Support Officer Page 1 Core attributes we seek from all employees at Nillumbik are outlined below:

Personal Qualities  Bringing our best selves to work: be the best we can be.  Maintains a positive attitude: Maintains a resilient, constructive and optimistic outlook  Demonstrates self-awareness and management: Demonstrates emotional intelligence and is actively improving these skills  Acts ethically and with integrity: Acts fairly and honestly, practicing good governance principles while modelling Council’s values and behaviours, treats others with respect  Demonstrates initiative: See something, do something. Proactively takes action; seek to understand new thinking and new approaches.  Recognises and rewards: recognise and acknowledge the work of others, celebrates successes

Working with others  Communicates effectively: Communicates clearly and seeks to understand unclear messages. Checks to see that their message has been understood as intended  Builds collaborative relationships with others: Builds and manages positive relationships; share knowledge

Delivering Outcomes  Takes responsibility for the allocated work.  Seeks clarification if unclear about expectations and timeframes.  Tracks progress and takes appropriate action: plans out their own work, monitors and reviews plans and performance, and adjusts accordingly; raising any issues/concerns with potential solutions where matters need to be escalated.  Identify opportunities for continuous improvement in own work  Demonstrates political acumen: Understands the political environment and context of Council as it applies to their work and takes appropriate action to address any concerns.  Customers come first: responsive, respectful, empathetic and fair; and put the customer centre of everything we do

1. Position Purpose and Objectives

The Project Support Officer reports to the Coordinator Major Projects and sits within the Business and Strategy Directorate.

Nillumbik Shire Council undertakes numerous projects both infrastructure and planning in delivering and enhancing its services to the community.

The Project Support Officer is responsible for providing effective and efficient project and administration support across the Major Projects team, to support the successful delivery of major infrastructure and service planning projects that align to the strategic objectives of the Council Plan.

2 2. Organisational relationships and decision making

Direct Reports Nil Scope of : In consultation with the Coordinator Major Projects, this role is accountable for: Accountability  The completion of work tasks and project/program and extent of requirements. authority  The prime responsibility is to provide direct administration, project support and assistance to the Major Projects Team.  Freedom to act is limited by standards, policies, procedures and agreed objectives.  Prioritise workloads for completion within agreed time objectives based on degree of urgency and complexity of issue

 This position has authority to make decisions consistent with policy and guidelines and regular supervision from the Judgement and Coordinator Major Projects, with regards to risks and issues Decision Making associated with Council’s projects.  Make decisions regarding time management, administrative, and promotional aspects of allocated projects tasks and programs, including liaising with external contractors and suppliers as required.  Use creativity in delivery of certain project outcomes and tasks  Provision of general information to internal and external contacts on projects.  Select appropriate methods, processes or equipment from available alternatives to complete given tasks.  Use initiative to solve routine issues and assess what action needs to be taken on more complex issues.  Assess situations to decide if referral to another party is required prior to dealing with them in a timely manner.  Guidance and advice usually available.

Internal Chief Executive Officer Relationships Directors Managers Coordinators and staff

External Liaisons Residents and rate payers Community Groups Contractors and Suppliers

3. Key result areas

3.1. Administration Support  Provide efficient administrative and project support and assistance to the Major Projects team.

Project Support Officer Page 3  Organise bookings and arrangements for meetings, functions and confirm engagement activities, including arranging notification, registrations, equipment and catering.  Working in consultation with the Coordinator, Major projects, the Project Support Officer will support the Major Projects team in the following activities: o Preparation of correspondence, reports and other documents o Maintenance of Sonic, SharePoint and other corporate management systems o Preparation and processing of public advertisements, purchase orders, invoices, surveys, mail-outs and notices o Photocopying of documents o undertaking set projects and research tasks 3.2. Customer Service and relationships  Provide effective customer service to residents, customers, clients, and other Sections of Council in a professional manner.  Ensure that Council’s objective of customer service excellence is reflected in day to day operations by providing responsive, timely and high quality follow-up to enquiries, service requests and complaints from all customers.  Establish working relationships that support a collaborative working environment.  Fosters and builds relationships at all levels throughout the organisation.

3.3. People, culture, safety, health and wellbeing  Demonstrate organisational values and actions that align with the organisation’s expectations and vision.  Ensure compliance with Council policies, procedures and legislative requirements in the areas of human resources, occupational health and safety, equal opportunity, anti- discrimination and other industrial instruments.  Create, maintain and foster a safe work environment at all times and perform all duties in a manner that ensures personal health and safety, and that of others in the workplace and the general public.  Respond in the event of a disaster as per assigned key duties and responsibilities documented in Council’s Emergency Management arrangements and Business Continuity Plan.

3.4. Project planning, management and delivery  Support the Major Projects team with the preparation and delivery of projects through the planning, design and delivery phases of all projects.  Support the Major Projects team in the development of projects in accordance with Council’s Project Management Framework including project briefs, business cases, project management plans, community engagement plans, risk management plans and working with community groups and other departments within Council to enable the effective delivery of projects.  Research grant funding from State and Federal external agencies to assist in funding the delivery of major projects.

3.5. Financial administration  Provide effective financial administration and compliance to Council’s Procurement Policy and Procedural Guidelines, undertaking preparation, management and reporting of any allocated budget and maximising the financial benefit of all allocations.

4 4. Skills, Qualifications and Experience

Qualifications  Qualifications in office administration, project management or similar Experience  Demonstrated experience in providing administration and project management support.  Experience in an evolving service environment and working in a community-based environment.  Demonstrated ability to effectively support projects and the ability to achieve specific and set objectives in the most efficient way possible within the resources available and agreed timeframes.  Experience in supporting community and stakeholder engagement, customer service excellence and continuous improvement in service delivery. Specialist Skills  Good understanding of project management. and Knowledge  Research and analysis skills.  Ability to retrieve and monitor statistical information relating to the Major Projects team’s program delivery and to be able to prepare regular status reports which can readily identify areas requiring extra attention.  Ability to compile reports and respond to correspondence.  Ability to work with people of various disciplines and to learn and adapt to different procedures and processes  Sound knowledge of administrative procedures.  Excellent communication skills to assist in discussions and issue resolution.  Highly developed computer and data base skills including the use of Microsoft Office and Microsoft Project.  Understanding of departmental goals and their relevance to the broader organisation. Management  Ability to manage work requirements with direction. Skills  Ability to prioritise work and manage time to achieve agreed objectives  Ability to cope with interruptions and completing multiple tasks at once.  Skills in providing financial administration support Interpersonal  A high level of administrative, planning and organisational skills. Skills  Ability to work with minimal supervision, and to show initiative and effectiveness.  Demonstrated oral and written communication skills, (including the preparation of non-routine correspondence and reports)  Proven ability to gain cooperation and work with individuals and teams in a busy work environment.  Self-motivation and initiative.  Demonstrated understanding of effective customer service principles and practices.

Project Support Officer Page 5 5. Physical requirements  Sitting at desk, work station or in meeting rooms Posture  Driving up to 30 minutes at a time between workplaces, or different parts of the Shire.  Some standing  Some walking  Some handwriting Upper Limb /  Some reaching above shoulder and bending below the knee to Body access files and books  Some sustained neck flexion may be required when reading documents. Trunk  Some twisting in a seated position to access drawers at the desk  Bending below the knee Other  Simultaneous talking on the telephone and writing down of notes  Climbing of stairs between levels (shire office also has a lift available) or to get in/ out of some workplaces. Work  Indoor air conditioned offices with carpeted floors Environment Work Station  Adjustable Work station  Adjustable chair provided Weights  Lifting weights up to approximately two reams of A4 paper

OTHER RELEVANT INFORMATION

 This position requires a pre-employment police check. This check will be organised by Nillumbik Shire Council as part of the recruitment process. Permission will be sought prior to this check being undertaken.

 The incumbent may be required to work on weekends and evenings dependant on the requirements of programs, projects and community consultations.

RECRUITMENT INFORMATION

Nillumbik Shire Council is committed to equal employment opportunity. All individuals who apply for employment will be considered based on merit according to the skills, qualifications, and experience outlined in their application relevant to the work to be performed.

To be employed by Nillumbik Shire Council you must have, and provide proof of, the legal right to work in Australia.

SELECTION CRITERIA (Applications should address the following essential priority attributes, listed in priority order, which will be assessed in selecting the successful candidate.)

 Qualifications in office administration, project management or similar  Demonstrated experience in providing administration and project management support.

6  Demonstrated ability to effectively support projects and the ability to achieve specific and set objectives in the most efficient way possible within the resources available and agreed timeframes.  Well-developed organisational and time management skills, with the ability to prioritise work to achieve agreed objectives  Excellent communication skills both verbal and written communication.  Proficiency in the use of a broad knowledge of computer applications in a Microsoft Office and other systems.  Demonstrated ability to work independently, with initiative and effectively as part of a team.  Demonstrated understanding of effective customer service principles and practices.  Current driver’s licence.

Note: In order to remain flexible and respond to change, work may be required in other sections of the organisation to address fluctuations in workloads and/or take advantage of the experience and expertise of individual staff e.g. – Support the Director when his/her PA is absent.

Further information To obtain any additional information regarding this position, please contact Nichole Johnson, Coordinator Strategic Projects on (03) 9433 3134.

Application information Applications addressing the key selection criteria for this position should be addressed to Nichole Johnson and can be submitted online at www.nillumbik.vic.gov.au until 11.59pm Sunday, 17 December 2017.

If you have any questions when submitting your application, please contact Organisational Development on (03) 9433 3253.

The successful applicant will be required to sign a copy of the Position Description to state that they have read and understood and agree to all requirements.

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