PROJECT ADMINISTRATION OFFICER (Property Management) Three Month

PROJECT & ADMINISTRATION OFFICER (Property Management) Three Month Contract – 2009 With the possibility of a contract extension PRA-09/25 Career Like being an integral part of a busy, productive team, but also like to work independently? Pride yourself on your project management and administrative skills? Then this role was designed for you. Expand your skills by providing project development and administrative support in the property and lease management and governance areas of the Shire. Delivering a high level of customer service to internal and external customers, you are focused on ensuring the Shire meets all legislative and procedural obligations regarding lease and property management. The successful applicant will have strong stakeholder liaison and influencing skills with a proven ability to maintain and develop relationships, excellent verbal and written communication skills and sound project management skills. Prior lease and property management experience is preferred. Previous Local Government experience is highly desirable. As this is a short term role, the position will be reviewed by the end of the calendar year, in view of possible extension. What we offer? A cash component ranging from $59,886 to $63,508 per annum is offered, these figures include the Broome Allowance. Benefits include generous superannuation options, 5 weeks annual leave with leave loading of 17.5% on 4 weeks, a 19-day month and study assistance where appropriate. Interested Further information can be down loaded from the Shire’s web site on www.broome.wa.gov.au or by telephoning Justine Watt, Human Resource Officer on 9191 3496. Applications for this position are to quote PRA-09/25 and are to be received no later than 4:00pm Thursday 1st October, PO Box 44, Broome 6725, fax: 08 9191 3455 or email shire@broome.wa.gov.au JOB APPLICATION INFORMATION Applying for this Position PROJECT & ADMINISTRATION OFFICER (Property Management) Thank you for your enquiry regarding our position advertised. If you decide to apply for this position, please include a covering letter outlining your relevant skills and experience, a copy of your CV and copies of your relevant qualifications and certificates. You will be required to provide a statement addressing the Selection Criteria (See below for further details). The Shire is an equal opportunity employer and applies merit-based selection techniques. Please read these notes carefully as they are designed to help you understand the Shire of Broome’s selection process. The basis for selection is the merit of each application in relation to the selection criteria identified in the Position Description. Position Description Before a position is advertised, the requirements of that position are analysed and a list of duties and the selection criteria (qualities required to perform the job) are developed. If you require further information on the position, a contact is listed in the advertisement. Our selection process is based on an assessment of merit i.e. how well your knowledge, skills and abilities meet each selection criteria in the Position Description. Your Application Your application should include 1. a covering letter introducing yourself and explaining why you are applying for this position. 2. an address to the selection criteria (see below for hints) and 3. a current resume with the details of your past employment experience including names and contact details of at least 2 employment references. To be eligible for consideration a person must meet all essential selection criteria. Although there is no right or wrong way to format your written application, you must address each selection criteria. 3 Short listing (or selection for interview) is based on how well your knowledge, skills and abilities meet the selection criteria. Write your application so that the selection panel can fully appreciate your capabilities against each selection criteria. As an applicant it is your responsibility to demonstrate to the panel how you meet the selection criteria. The following information is a guideline to the type of information required in your address to the Selection Criteria:   statements which concisely describe how you meet each of the selection criteria, starting with the “essential” criteria. the statements, in paragraph form, may include examples of the type of work, be it paid or unpaid work that you have completed. In other cases details of your qualifications may be applicable. other information about you as an applicant eg. address contact numbers etc. names and contact numbers of at least 2 referees who can be contacted to provide information about how you would meet the selection criteria. Please provide written permission in your application for the Shire to contact your nominated referees as required by the Federal Privacy Act 2000. any other information eg. skills, experience etc. which you feel are relevant to the position . eg. involvement in community activities. Do not include:   Original documents e.g. reference, certificates etc. Irrelevant information or “padding” – be clear and concise. The Recruitment/Selection process  Once the position has been advertised, applications are accepted for a period of approximately 10 days. Closing date will be nominated in the advertisement. Applicants are acknowledged by letter during this time. Late applications may be accepted but only in exceptional circumstances. If accepted, a late application will only be considered up to the close of short listing and in all cases the selection panel will assess each late application on its merits. Applicants selected for interview will be contacted usually by phone. Each application is treated confidentially, but if you do not wish to be contacted at work, please make alternative arrangements eg. alternate contact number during working hours, home answering machine.     4    At the time of contact for interview please advise section of any special needs eg. building access or communication assistance. The interview panel will have a structured set of questions to ask each applicant which are relevant to the position. In some cases a test (eg. typing) may be given as part of the selection process. Notice of this technique will be given at the time applicants are invited for interview. These types of test will only be undertaken if the skill being assessed is a major part of the position. Reference checks will be undertaken following interviews and when applicants are being seriously considered a contact will only be made with your nominated referees. The position is offered to the successful applicant as soon as possible after interview. This may be within 5 days of the interview. Contact with Human Resources during then maybe make to check on the progress of the recruitment process. All unsuccessful applicants will be addressed by letter following the offer being made. In some positions where levels of fitness are required to adequately perform the position applicants will be required to complete a pre-employment medical. In other positions a medical questionnaire is completed on commencement only to provide a background to ensure that the job does not aggravate a pre-existing illness, condition or injury.     Address applications to: Human Resources Officer Shire of Broome PO Box 44 BROOME WA 6725 Applications may be sent electronically to hr@broome.wa.gov.au or by fax 9191 3455 or by post to PO Box 44, Broome. POSITION DESCRIPTION AND DETAILS A Copy of the Position Description is enclosed. For any further details contact Justine Watt, Human Resource Officer on 9191 3496 5 1. Title: Shire of Broome POSITION DESCRIPTION POSITION IDENTIFICATION Project and Administration Officer (Property Management) Level: 4.1 – 4.4 Directorate: Corporate Services Section: Location: 2. 3. Administration Administration Centre Agreement/Award: Inside Staff Union Collective Workplace Agreement 2007 Date Effective: September 2008 Supervision Nil REPORTING RELATIONSHIP – ref. Last page DIRECTORATE SECTIONS Finance           Information Technology     Budgeting, Reporting, Taxation compliance, Auditing Accounts payable/receivable, Rating Asset management, financial planning, Customer Service Administrative Coordination Council Secretariat Governance & Statutory Compliance Contract, Insurance, Lease and Property Management HR Planning, Job Design, Recruitment, Induction, Payroll Training and Performance Management, Workers Compensation and Injury Management EBA Negotiation, Dispute Resolution Planning, implementation and maintenance of IT and related equipment. PC Support, Website Development, IT Security Records Management Administration Human Resources 6 4. ACCOUNTABILITY OBJECTIVES KEY FOCUS OF THIS POSITION Objectives  To ensure the Shire of Broome’s legislative and procedural obligations regarding lease and property management are met.  To provide project development and administrative support as required.  To work with the Administration Officer and to a lesser degree with the Council Secretary in the delivery of a high level of customer service.  To contribute effectively as a team member towards the delivery of quality customer-focused services in a productive, participative and continuous improvement environment. Outcomes  Efficiently and effectively administered information and projects.  Well established and documented processes and procedures for lease and property management. 5. KEY ACCOUNTABILITIES - (PERFORMANCE EVALUATION) CORPORATE / ORGANISATIONAL   Participate in the collaboration within Corporate Services Directorate to identify, plan and to assist to develop services and initiatives. Ensure that Lease and Property Management policies and procedures conform to the statutory requirements within which it operates (Local Government Act, Privacy Act, Anti-discrimination Act, etc). Undertake special projects within skill base and qualifications.  OCCUPATIONAL HEALTH AND SAFETY There is an obligation on all staff, including contractors and volunteer workers,:    to ensure that they take reasonable care to ensure their own Safety and Healt at work and that of others. to consult and cooperate on matters of Occupational Safety and Health responsible for reporting all hazards and accidents arising in the course of the duties. to observe all safe working practices as directed by the supervisor and to us personal protective equipment as required. FUNCTIONAL    Provide project development and administrative support on property management, lease and insurance matters. Prepare reports to Council on property management, lease and insurance related matters. Provide project and administrative support on Council Secretariat matters. 7    6. Undertake research and compile information for projects in collaboration with Administration Services team members. Act in other team roles in periods of leave where required and where skills permit. Other duties as required. ORGANISATIONAL VALUES CORE VALUES Communication Consult, collaborate and communicate with the community, internal/external customers and stakeholders. Respect Always recognise and respect the individual and unique requirements of all people cultures and groups. Integrity To be honest, equitable and ethical in all business dealings and the way in which we work with residents, staff and all stakeholders PRINCIPAL CONTACTS WHO Internal        Administration Officer Council Secretary Manager Administration Services Director Corporate Services Chief Executive Officer Corporate Services staff All Staff as required External     Councillors Ratepayers Government and non-government agencies Transparency Members of the Public To ensure a high level of openness and accountability in all activities Courtesy To provide courteous service and helpful solutions to customer enquiries. 7. EXTENT OF AUTHORITY This position operates under the broad direction of the Manager Administration Services within established guidelines, procedures and policies of Council as follows:  The limits of authority within which this position operates are confined to the authority to make decision on Administration Services in accordance with Council decisions, Council policy and delegated authority. 8. ANNUAL REVIEW At least once in each calendar year the Manager Administration Services will conduct an evaluation of the Officers’ performance. The annual review will include an assessment of achievement against performance objectives which are predetermined and agreed at each performance review. 8 9 SELECTION CRITERIA Skills, Knowledge & Experience: The functions and activities of this role are diverse. Below are possible areas of expertise required. Some criteria may be weighted more heavily than others. Skills         Well developed written and oral communication skills Well developed research, analytical and problem solving skills Well developed time management and organisational skills Well developed project management and administration skills Well developed interpersonal, customer services and negotiation skills Ability to work with limited supervision and with a high degree of initiative Ability to maintain stable performance under pressure Discretion, integrity and the ability to maintain confidentiality when necessary. Knowledge and Experience (Desirable)    Property and Lease Management experience Previous experience in similar roles, preferably in local government Knowledge of strategic requirements relevant to the Local Government Act and Land Administration Act. Qualifications and/or Training  Relevant qualifications or previous experience in project development, corporate governance or property management (not essential). 9 10. POSITION AND INCUMBENT DETAILS Note: All parties are to sign and date the areas provided to indicate their mutual agreement of the requirements of the position. The original of all updated Position Descriptions must be returned to Human Resources. Current Incumbent: Signed: Incumbent: __________________________ Supervisor: __________________________ Date: ……………………… ___________________________ Prepared by: Human Resources Supervisor: Director Corporate Services Approved by: CHIEF EXECUTIVE OFFICER Number of Pages: …………. Date PD first issued: ……………………… 2008 Date Employee Appointed to Council: __________________________ Date Employee Position: Appointed to this 10 SUMMARY OF CONDITIONS OF EMPLOYMENT AND ENTITLEMENTS SALARY PACKAGE DETAILS (PER ANNUM FIGURES) Salary Level : 4.1 Broome Allowance: Cash component: Super: 12% (assuming a 5% contribution by employee) Total Package Value: $ 50,737 $ 9,149 $59,886.23 $7,186 Salary Level : 4.4 Broome Allowance: Cash component: Super: 12% (assuming a 5% contribution by employee) $7,620 $ 54359 $ 9,149 $63,508.32 $67,072.23 Total Package Value: $71,128.32 1. AWARD: Employment conditions are in accordance with the Shire of Broome Inside Staff Union Collective Workplace Agreement 2007. 2. HOURS OF WORK: This position is required to work 38 hours per week, working on average 7.6 hours per day. The current operating hours are 7.45 am to 4.30 pm, ordinary hours do not exceed 38 hours per week Monday to Friday inclusive of a break of 45 minute for lunch. Note: Currently Administration staff work a 19 day month comprising of the above times, with one Rostered Day Off accrued each month. 3. ANNUAL LEAVE: Employees will be entitled to 27 DAYS annual leave after twelve months continuous service. In addition a 17.5% loading is paid after twelve months service on four (4) weeks both in proportion to the hours worked. 4. PERSONAL LEAVE: You will be entitled to (15) fifteen days per year for the first three years and each year after you will be entitled to (12) twelve days. This is accumulative and does not exceed 260 days. Sick leave up to eight (8) weeks is transferable between WA Local Govt. authorities. 11 5. LONG SERVICE LEAVE: Thirteen (13) weeks after ten (10) years continuous Local Government service, transferable between Local Authorities in Western Australia. 6. UNIFORM POLICY: Employees are currently provided with 3 shorts/skirts and 5 shirts. 7. OVERTIME: No overtime is payable unless it has had prior approval from your Manager. Maximum hours on any one shift shall be 10 hours before overtime is incurred. Overtime shall be paid at the rate of time and a half for the first two hours and double time thereafter. 8. SUPERANNUATION: a) Superannuation Guarantee Council currently contributes 9% of fortnightly salary. b) Additional contributions (optional): Council currently contributes an additional 3% (to a total of 12%) of fortnightly salary when an employee contributes a minimum of 5% of their fortnightly salary. If this option is taken, there is 17% contributed to the employee’s Superannuation account; 12% from the Employer and 5% from the employee. 9. PROBATIONARY PERIOD: A three-month probationary period is applicable to this position. At the successful completion of this period your position of permanency will be recommended to the Chief Executive Officer. 10. MEDICAL EXAMINATION: All new appointees to Council staff are required to complete a medical questionnaire on commencement. If necessary a Medical examination will be required. Full documentation for the requirements of the position will be given to the Medical Practitioner prior to the examination and costs are paid for by the Shire of Broome. Existing illness will not preclude an appointment. 12 CORPORATE SERVICES Summary Director: 1 Managers: 4 Max Staff: 15 + 2 PT DIRECTOR CORPORATE SERVICES Ingrid Bishop Manager Finance Services Manager Human Resources Manager Admin Services Manager Information Technology Asset Coordinator Accountant Payroll Officer IT Assistant Council Secretary Finance Officer Human Resources Officer Records Co-ordinator Admin Officer Senior Rates Officer Senior Customer Service Officer Finance and Rates Officer Customer Service Officers Records Officer Creditors Officer Finance Support Officer (.5 FTE) Project & Admin Officers (Contract) 13