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Human Resources Business Management Directives Volunteer Executive

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					                  Queensland State Emergency Service
                         Operations Doctrine
                                                                            Human Resources

                                                                          Volunteer Executive
                  Business Management Directives
                                                                               Appointments
                 Version: 1.0
                 Valid from: 07/11/2007                                                   BMH 14.0


1.   PURPOSE

     To outline the process for selection and appointment of State Emergency Service Volunteer
     Executive members.


2.   RATIONALE

     Given the nature of the Queensland State Emergency Service (SES), it is imperative that
     management structures are in place at the Unit and Group levels to ensure effective and
     efficient operation.   The management of the organisation at the volunteer level
     encompasses both operational and non-operational activities.


3.   APPLICATION

     Applies to all SES members.


4.   OPERATIONS DOCTRINE INFORMATION

     This document is made pursuant to section 83 of the Disaster Management Act 2003.

     This document replaces the former Administrative Instruction Number 15 dated 28 October
     1996.

     4.1       EXECUTIVE MEMBER POSITIONS

     The following positions are identified as Executive Members of the SES:

           •   Local Controller
           •   Deputy Local Controller
           •   Group Leader

     Additionally, Local Cadet Coordinators within the Emergency Services Cadet Program and
     Coordinators of Emergency Services Units are also referred to as Executive Members. There
     is separate doctrine/policy that details parameters for these positions.

     The person allocated to the executive position is to undertake the role in a volunteer capacity
     and is eligible to receive the SES Volunteer Executive Allowance. Refer to “BMF 1.0
     Volunteer Executive Allowance” for details on the yearly allowances.

     The position of Deputy Group Leader is not considered to be a formal Executive Member
     appointment.



       Page 1 of 21                       Date: 07/11/2007          BMH 14.0
The Disaster Management Act 2003 section 85(1) states that “the chief executive is to appoint
a member of an SES unit as the local controller of the unit”. The “chief executive” referred to
is the Director-General of the Department of Emergency Services.

Local Controllers of the SES are nominated by Local Government and appointed by the
Deputy Executive Director Operations, Emergency Management Queensland (EMQ), as
delegate for the Director-General, Department of Emergency Services.

Other Volunteer Executive members of the SES are also appointed by the Deputy Executive
Director Operations, EMQ.

The role of a SES Executive Member is to manage a SES Unit/Group to maintain operational
effectiveness by ensuring:

   •   The members of the Unit or Group have the necessary skills to competently perform
       their roles;
   •   The equipment of the Unit or Group is maintained in an appropriate condition; and
   •   The Unit or Group performs its functions and other activities in a way that is consistent
       with departmental or local government policies about the performance of the functions
       and activities.

       4.1.1     LOCAL CONTROLLER

       The purpose of this position is to manage the SES Unit within the frameworks of the
       Disaster Management Act 2003, the policies and procedures set out by Emergency
       Management Queensland and Local Government guidance for the performance of the
       functions and activities of the Unit.

       The roles and responsibilities of the Local Controller may vary from locality to locality.
       They should focus on the management of the SES Unit. The role will need to align
       with the Local Disaster Management Plan and link with structures identified by the
       EMQ Area Office.

       Local Controllers are also responsible for ensuring a chain of command is in place in
       their Unit and instigating a succession plan for their Unit including Executive Positions.

       It is preferable that the Local Controller resides within the Local Government area (or
       combined Local Government area).

       4.1.2     DEPUTY LOCAL CONTROLLER

       There will be only one Deputy Local Controller appointed for a SES Unit.

       The purpose of this position is to assist the Local Controller in managing the Unit and
       to assume the duties and responsibilities of the Local Controller as and when required.

       The Deputy Local Controller is to comply with the chain of command that is in place in
       their Unit.

       It is preferable that the Deputy Local Controller resides within the Local Government
       area (or combined Local Government area).




  Page 2 of 21                Date: 07/11/2007                  BMH 14.0
       4.1.3     GROUP LEADER

       A Group Leader is to be appointed for each SES Group within a SES Unit.

       The purpose of this position is to manage a SES Group within the framework of the
       Disaster Management Act 2003 and the policies and directions of EMQ, Local
       Government guidance and the Local Controller’s direction for the performance of the
       functions and activities of the Group.

       The Group Leader is to comply with the chain of command that is in place in their Unit.

       It is preferable that Group Leaders reside within the geographic area of responsibility
       allocated to the Group.

4.2    APPOINTMENT OF AN EXECUTIVE MEMBER

Recommendations for appointment to SES Executive positions must be submitted through the
Director, SES for approval by the Deputy Executive Director Operations, EMQ.

4.3    APPOINTMENT TERMS

All SES Executive Member appointments are for an initial term of 3 years.

4.4    REAPPOINTMENT

Provided satisfactory performance has been maintained, at the end of a three year period of
appointment, the Area Director, EMQ and the Local Government may recommend the
appointment be extended for a further three years subject to the approval of the Deputy
Executive Director Operations, EMQ. The “FBMH 14.0.1 Executive Member Appointment”
form is to be completed.

4.5    PERFORMANCE REVIEWS

All members appointed to Executive positions in the SES will be subject to annual
performance reviews as directed by the Deputy Executive Director Operations, EMQ.

Reviews for Local Controllers will be undertaken by the Area Director, EMQ, and a
representative of the respective Local Government. Reviews for Deputy Local Controllers and
Group Leaders will be undertaken by the Local Controller. The Local Controller and/or Deputy
Local Controller/Group Leader can request the Area Director, EMQ to attend their Review.

The Annual Performance Review form must be completed during the review. The original
form is to be stored at the Regional Office and a copy is to be provided to the Executive
member. These documents are to be retained on file for seven (7) years after last action.

4.6    CRIMINAL HISTORY CHECKS

Prior to appointment in an Executive position, SES members will need to undertake another
Criminal History Check (CHC) and obtain a result that is suitable to the organisation.

4.7    PRIVACY STATEMENT

Personal information obtained as part of the recruitment and selection process for
appointment as an Executive Member will not be divulged to third parties without the approval
of the member. This information is retained on file for a minimum of one (1) year from
appointment or the conclusion of any process of appeals, whichever is later.




  Page 3 of 21                Date: 07/11/2007                BMH 14.0
Unsuccessful applicant information obtained is retained on file for a minimum of one (1) year
from the appointment or the conclusion of any process of appeals, whichever is later.

4.8       PROBATION OF SES EXECUTIVE MEMBERS

A probationary period of six months applies to all Executive Member appointments.

At the completion of the six month probation period a report (FMBH 14.0.1) is to be completed
by the Area Director, EMQ, endorsed by the Regional Director, EMQ, and forwarded to the
Director, SES for confirmation of appointment by the Deputy Executive Director Operations,
EMQ.

4.9       EXECUTIVE MEMBER IDENTIFICATION CARDS

Executive Officers are issued with an Executive Member Identification Card and a letter of
official appointment, signed by the Deputy Executive Director Operations, EMQ.

4.10      REMOVAL OR SUSPENSION OF A SES EXECUTIVE FROM THEIR ROLE

The removal or suspension of an Executive Member from an executive position is the
responsibility of the Deputy Executive Director Operations, EMQ.

          4.10.1 APPEALS PROCESS

          A SES Executive may appeal the removal from their role. Appeals are to be lodged in
          writing within two weeks of the date of the removal or suspension notification. Appeals
          should be addressed to the Deputy Executive Director Operations, EMQ through their Area
          Office.

4.11      ROLE DESCRIPTIONS

Role descriptions for the SES Executive positions are attached — Appendix D.

4.12      TRANSITIONAL ARRANGEMENTS

The Area Director, EMQ will discuss SES Executive appointments with Local Government to
determine strategies for the implementation of the parameters of this document.

Strategies may range from re-affirming the current appointment by means of instigating a
performance review, through to a full selection process.

From the date of this document, there will be a transitional period until 30 June 2009. By this
date there is a need for either:

      •   a formal re-affirmation of the role, or
      •   undertaking a full selection process

for all SES Executive Member positions.

Regardless of the strategy chosen, the Deputy Executive Director Operations, EMQ must
approve all Executive appointments by 30 June 2009.




  Page 4 of 21                    Date: 07/11/2007             BMH 14.0
5.   PROCEDURAL INFORMATION

     5.1      RECRUITMENT AND SELECTION

     The process of identifying a suitable person to be nominated for the position may include a
     number of selection methods. These include written application, interview and/or skills
     assessment, or any combination thereof. It is the responsibility of Emergency Management
     Queensland (EMQ) to manage the selection process to be used for each vacancy.

     The Area Director, EMQ and Local Government must consult on the selection strategy prior to
     the process being commenced.

     The selection process is to include the following:

     •     Vacancy identification;
     •     Consultation with key stakeholders;
     •     Selection panel to be formed;
     •     Agreement on the selection strategy to be used;
     •     The selection process is conducted;
     •     Two referee checks conducted by the panel chair;
     •     Successful applicants identified;
     •     Selection report completed;
     •     Area Director, EMQ provides recommendation to Regional Director, EMQ;
     •     Regional Director, EMQ endorses recommendation;
     •     Selection report is forwarded to the Director, SES;
     •     Documents correct – forward to Deputy Executive Director Operations, EMQ;
     •     Documents incorrect – return to Regional Director, EMQ;
     •     Selection report is considered by the Deputy Executive Director Operations, EMQ;
     •     If approved, notification is provided to:
           − Director, SES
           − Regional Director, EMQ
           − Area Director, EMQ
           − Applicant
           − Local Government;
     •     If not approved, notification is provided to the Regional Director, EMQ who will consult with
           the Area Director, EMQ, applicant and Local Government as appropriate.

     For a flowchart depicting this process see Appendix A.

              5.1.1     SELECTION PANELS

              A Selection Panel for each SES Executive Member vacancy will be formed in
              accordance with the following:

              LOCAL CONTROLLER

              This panel will comprise the Area Director, EMQ (as chair), a representative of the
              relevant Local Government and an independent person.




         Page 5 of 21                 Date: 07/11/2007                 BMH 14.0
       DEPUTY LOCAL CONTROLLER

       This panel will comprise the Local Controller (as chair), the Area Director, EMQ and a
       representative of the relevant Local Government.

       GROUP LEADER

       This panel will comprise the Local Controller (as chair), Deputy Local Controller and a
       representative of the relevant Local Government.

       5.1.2     SELECTION REPORT

       The Selection Report must include the following:
       −   Applicant Details Form;
       −   Copy of Role Description; and
       −   Details of the panel’s assessment of applicants and/or a copy of the application
           submitted by the successful applicant.

       For a Selection Report pro-forma see Appendix B.

       5.1.3     RECRUITMENT AND SELECTION RECORDS

       The completed Selection Report, approved by the Deputy Executive Director
       Operations, EMQ, is to be filed at Regional level. This is to be retained on file for a
       minimum of one (1) year from appointment or the conclusion of any process of
       appeals, whichever is later. Recommendation for the Local Controller position must
       also include the Local Government nomination. Refer Appendix C.

       5.1.4 LETTERS TO APPLICANTS

       The letter to the successful applicant is to be signed by Deputy Executive Director
       Operations, EMQ.

       Letters to unsuccessful applicants are to be sent after the successful applicant has
       been appointed. These letters are to be signed and sent by Regional Director, EMQ
       after receiving the carbon copy appointment letter (signed by the Deputy Executive
       Director Operations, EMQ). The template for the letter to unsuccessful applicant is
       attached at Appendix E.

5.2    ACTING APPOINTMENTS BY EXECUTIVE MEMBERS

For periods of up to seven (7) consecutive days where the Executive Member is absent and
unable to fulfil their obligations, there is no requirement to appoint an acting Executive
Member.

Tabulated below is the approval requirements should a person temporarily act in an Executive
position. In all cases, the first option is to appoint the member in the position below to act up
in the higher position.

For approval of these positions, complete the “FBMH 14.0.1 Executive Member Appointment”
form.




  Page 6 of 21                 Date: 07/11/2007                 BMH 14.0
     Acting for a period of eight (8) days to eight (8) weeks inclusive
                 Acting Local              Acting Deputy Local       Acting Group Leader
                 Controller                Controller
     Member      Selection process to be RD approval required        AD approval required
                 undertaken and D ED
                 approval required
     Group       D ED approval required RD approval required         N/A
     Leader

     Deputy       D ED approval required     N/A                        N/A
     Local
     Controller


     Acting for a period exceeding eight (8) weeks
                 Acting Local             Acting Deputy Local           Acting Group Leader
                 Controller               Controller
     Member      Selection process to be D ED approval required         RD approval required
                 undertaken and D ED
                 approval required
     Group       Selection process to be RD approval required           N/A
     Leader      undertaken and D ED
                 approval required
     Deputy      D ED approval required N/A                             N/A
     Local
     Controller

     Note: D ED is Deputy Executive Director Operations, EMQ.
           AD is Area Director, EMQ.
           RD is Regional Director, EMQ


6.   ADMINISTRATIVE INFORMATION

     6.1    ALLOWANCES

     SES Executive Members receive a Volunteer Executive Allowance each year on a pro-rata
     basis. This allowance is paid retrospectively. That is, it is paid in the following financial year
     to that which it is being claimed.

     For example, if an eligible SES Executive Member has fulfilled the role for 7 months during
     the 2005-06 financial year, then that person is entitled to 7/12 of the annual allowance, to be
     paid in the 2006-07 financial year.

     6.2    ADVERTISING

     Vacancies are to be advertised for a period of four (4) weeks. Where there is a local
     newspaper, at least one advertisement for a Local Controller role is to be placed in this
     newspaper by the Area Office. Other forms of advertising can be through EMQ, Volunteer
     Portal, meetings, notices and through the chain of command. Deputy Local Controller and
     Group Leader can be advertised externally if necessary. This process is to ensure that SES
     members are aware of the vacancies.




        Page 7 of 21                Date: 07/11/2007                  BMH 14.0
      6.3      VACANCY APPLICATION PACKS

      When a vacancy occurs for a SES Executive Member position, vacancy application packs
      may be obtained from the EMQ Area Office.

      These packs will contain:

      •     Role description
      •     Applicant Information Kit
      •     Application Cover Sheet


7.    FORMS AND TEMPLATES

      •     FBMH 14.0.1        Executive Member Appointment
      •     FBMH 14.0.2        Annual Performance Review
      •     FBMH 14.0.3        Executive Member Vacancy Application Cover Sheet
      •     Letter template to unsuccessful applicants


8.    APPENDICES

      A        Flowchart – Executive Member Selection Process
      B        Executive Member Selection Report Proforma
      C        Local Government Local Controller Nomination Example
      D        Role Descriptions for Executive Members
      E        Unsuccessful Application Letter Template


9.    RELEVANT LEGISLATION, POLICY AND GUIDELINES

      Disaster Management Act 2003
      DES Information Privacy Standard
      SES Code of Conduct
      DES Code of Conduct
      QSES - BMA 8.0 Organisational Structure
      QSES - BMF 1.0 Volunteer Executive Allowances
      QSES - BMH 26.0 Membership


10.   DOCUMENT REVIEW

      This document will be reviewed every 18 months or as otherwise required as a result of
      identified legislative, policy and/or procedural changes.




Original Signed
Frank Pagano AFSM
Executive Director
State Emergency Service




          Page 8 of 21                  Date: 07/11/2007            BMH 14.0
                                                         Appendix A
                    STATE EMERGENCY SERVICE
               EXECUTIVE MEMBER SELECTION PROCESS




Page 9 of 21           Date: 07/11/2007       BMH 14.0
                                                                                    Appendix B
                         QUEENSLAND STATE EMERGENCY SERVICE
                     EXECUTIVE MEMBER SELECTION REPORT PROFORMA



                   SES EXECUTIVE MEMBER SELECTION
                               REPORT


     FOR APPROVAL BY:             DEPUTY EXECUTIVE DIRECTOR OPERATIONS, EMQ




1.     POSITION INFORMATION

       Position Title:     ______________________________________

       SES Unit:           ______________________________________

       SES Group:          ______________________________________

       EMQ Area:           ______________________________________

       EMQ Region:         ______________________________________


2.     SELECTION PANEL COMPOSITION

                                  Name                        Position                  Phone

           Chairperson

           Member

           Member


3.     VACANCY ADVERTISING INFORMATION

        Advertised in:                                                        Closing Date:
        Newspaper/Journal

       Reason for Vacancy:       Provide a brief statement for example, job vacant due to promotion
                                 of previous applicant <name> to <job title> <classification>
                                 <department/division>.




           Page 10 of 21            Date: 07/11/2007               BMH 14.0
                                                                                              B-2


4.   APPLICANT ANALYSIS

        Applications received
        Applicants shortlisted
        Applicants meeting criteria

      A list of applicants is included as an attachment.


5.   SELECTION STRATEGIES

                                Selection Techniques (list those used)
       1.    Application
       2.    Interview
       3.


6.   RECOMMENDED APPOINTMENT

     The Selection Panel recommends the following:

     Recommended appointee is:
                         Surname                                    Given Names



     Merit Statement:


      A brief statement about the person recommended for the job. For example, the panel
      unanimously agreed that the most outstanding applicant was <name>. <name> was
      assessed as the best overall performer against all selection techniques and proved clear
      evidence of their capability of meeting the job requirements or expectations.



     Referee reports:

      Referee reports strongly supported <name>’s claims, validating the panel’s assessment
      and, accordingly, <name> is nominated to fill the vacancy.




         Page 11 of 21               Date: 07/11/2007              BMH 14.0
                                                                                               B-3


7.    CRIMINAL HISTORY CHECK

      If the successful applicant is an existing Queensland SES member who has already had a
      Criminal History Check (CHC), there is no requirement to undertake a further CHC.

      If the successful applicant is not already a Queensland SES member or has not had a CHC and
      is being appointed as a Executive Member under Section 85(3) of the Disaster Management
      Act 2003, a CHC will be conducted as part of the application process and the result notified
      prior to formal appointment.


8.    PROBATION

      State Emergency Service Volunteer Executive Members are subject to a probationary period of
      6 months.


9.    ORDER OF MERIT RECOMMENDED

       An order of merit as follows is recommended should the above nominee decline or subsequent
       vacancies arise within [PERIOD] months of approval date. All interviewees are listed.

       1.    Name                                  Suitable/Not Suitable
       2.    Name                                  Suitable/Not Suitable
       3.    Name                                  Suitable/Not Suitable


10.    ATTACHMENTS

       The following documents (as ticked) are attached:


                            Role Description

                            Advertisement

                            Applicant list

                            Selection and Assessment Grids (if used)

                            Interview Questions

                            Any tests or exercises used

                            Referee Reports

                            Application from recommended applicant




            Page 12 of 21                    Date: 07/11/2007              BMH 14.0
                                                                                              B-4


11.   SELECTION PANEL'S ENDORSEMENT

      The Selection Panel confirms the recommendation that [NAME] be appointed to the position of
      [POSITION], [UNIT] effective from [DATE].

              Previous position:    Position:
                                    Unit:
                                    Area/Region:


      Chairperson: ______________________________

      Signature:        ______________________________         Date:         /       /


      Member:           ______________________________         Local Government

      Signature:        ______________________________         Date:         /       /


      Member:           ______________________________

      Signature:        ______________________________         Date:         /       /



12.   RECOMMENDATIONS

      REGIONAL DIRECTOR                                DIRECTOR SES

      SUPPORTED / NOT SUPPORTED                        SUPPORTED / NOT SUPPORTED

      ________________________________                 ________________________________
      Signature of Regional Director                   Signature of Director SES
      ________________________________                 ________________________________
      Name of Regional Director                        Name of Director SES

      Date:        /      /                            Date:     /       /


13.   DEPUTY EXECUTIVE DIRECTOR OPERATIONS APPROVAL

      I endorse the above-mentioned selection process and approve the appointment of [NAME] to the
      position of [POSITION], effective from [DATE].

      APPROVED / NOT APPROVED


      ________________________________________                   Date:           /       /
      Deputy Executive Director Operations Signature

      ________________________________________
      Deputy Executive Director Operations Name




          Page 13 of 21             Date: 07/11/2007                   BMH 14.0
                                                                                  Appendix C
                                  LOCAL GOVERNMENT
                             LOCAL CONTROLLER NOMINATION



                                < Local Government Letterhead >



<DATE>


Deputy Executive Director Operations
Emergency Management Queensland
PO Box 1425
Brisbane QLD 4001


Dear Deputy Executive Director Operations, EMQ

In accordance with Section 85(1) of the Disaster Management Act 2003, I nominate <NAME> for
appointment to the position of Local Controller of the <NAME OF UNIT> Unit of the State Emergency
Service.

I acknowledge that Council supported the recruitment and selection process conducted by the Area
Director, EMQ and have endorsed the recommendation of the selection panel as contained in the
selection report.

If you have any enquiries regarding Council’s role in this nomination please do not hesitate to
contact<COUNCIL CONTACT NAME> on <COUNCIL CONTACT PHONE NUMBER>.


Yours sincerely




________________________________
CEO (or delegate) Signature


________________________________
CEO (or delegate) Name




         Page 14 of 21             Date: 07/11/2007               BMH 14.0
                                                                                                  Appendix D


role DESCRIPTION
Role Title:             Local Controller

Classification:         Honorary Position

Date of Review:         December 2009

EMQ Region/Area:        [                                  ]

SES Unit:               [                                  ]

SES Group:              [                                  ]

Contact Officer:        [Name, Position                    ]
                        [Phone / Email:                    ]

Special Conditions:     [                                  ]

Vacancy Reference Number: [                                ]

Closing Date:           [                                  ]




YOUR OPPORTUNITY
To lead and manage a volunteer Unit of the State Emergency Service within the framework of the Disaster
Management Act 2003 and the policies and procedures of Emergency Management Queensland for the
performance of the functions and activities of the Unit.



WE ARE SEEKING APPLICANTS:
•    Who are community minded,
•    Who achieve results,
•    Who cultivate productive working relationships and communicate with influence,
•    Who are prepared to contribute to the ongoing development of a professional volunteer emergency service
     organisation, and
•    Who exemplify personal drive and integrity.




ARE YOU THE RIGHT PERSON FOR THE JOB?


Highly Desirable Requirements
•    At least three (3) years experience as a member of a State or Territory Emergency Service.
•    Competencies required for this position are contained in the Training Requirements for SES Volunteers.
•    Applicants should possess or have the ability to rapidly acquire these competencies.
                                                                                                                           D-2


YOUR DUTIES/RESPONSIBILITIES:
•       Manage the local State Emergency Service Unit response to disaster and emergency operations.
•       Maintain the operational effectiveness of the Unit by ensuring –
        −    The Unit’s members have the necessary skills to competently perform their roles within the Unit
        −    The Unit’s equipment is maintained in appropriate condition and
        −    The Unit performs its functions and other activities in a way that is consistent with Department of Emergency
             Services (DES), Emergency Management Queensland (EMQ) and Local Government policies and procedures
             about the performance of the functions and activities.
•       Manage and administer the Unit of the State Emergency Service in compliance with approved instructions, directives
        and policies issued by the Director-General, DES, the Executive Director, EMQ and/or Local Government.
•       Sound financial management of the Unit.
•       Managing the selection process, in conjunction with the EMQ Area Director and Local Government, for key executive
        positions within the Unit and Groups.
•       Provide for the training of volunteer State Emergency Service members, and other volunteers in counter disaster and
        incident related roles in accordance with current training policies, procedures and requirements.
•       Develop public relations and education programs at local community level.
•       Where applicable support Emergency Services Cadet Groups and participate as a member of the Local Cadet Advisory
        Committee.
•       Maintenance and security of equipment on issue or loan to the Unit.
•       Ensure the effective management and maintenance of allocated communications systems to meet operational
        requirements.
•       Perform other duties as directed by the Executive Director, EMQ or their delegate.


ASSESSMENT CRITERIA:

You will be assessed on the basis of experience and capability in the following:


    1         Demonstrated knowledge of or the ability to rapidly acquire a knowledge of the Queensland Disaster
              Management System

    2         Demonstrated ability to lead and manage a team in high pressure situations involving quality decisions,
              working under operational conditions, requiring accuracy and judgement

    3         Demonstrated ability in the application of planning, resource management, budgeting and time management
              skills applicable to a volunteer organisation.

    4         Highly developed written and oral communication skills, including the ability to develop and maintain
              effective relationships and networks involving volunteer, Local Government and community groups

    5         Knowledge of, and demonstrated commitment to, the principles and practices of employment equity, ethical
              behaviour and conduct, workplace health and safety issues, and ethos of volunteers and voluntary
              organisations



ADDITIONAL INFORMATION:
•       Reporting Relationships – this position reports to the Area Director, EMQ.
•       This position is an honorary position for an initial appointment term of 3 years and is subject to periodic performance
        reviews.
•       On appointment to this position a probationary period of 6 months will apply.
•       Applicants must be prepared to undertake appropriate SES training modules identified within the SES Training
        Framework for this position.
•       Want to know more? Contact the EMQ Area Office for an Applicant Information Kit (Ph: 07 xxxx xxxx)
                                                                                                              D-3




role DESCRIPTION
Role Title:            Deputy Local Controller

Classification:        Honorary Position

Date of Review:        December 2009

EMQ Region/Area:       [                                 ]

SES Unit:              [                                 ]

SES Group:             [                                 ]

Contact Officer:       [Name, Position                   ]
                       [Phone / Email:                   ]

Special Conditions:    [                                 ]

Vacancy Reference Number: [                              ]

Closing Date:          [                                 ]




YOUR OPPORTUNITY
Assist a State Emergency Service (SES) Local Controller in leading and managing a volunteer Unit of the SES
within the framework of the Disaster Management Act 2003 and the policies and procedures of Emergency
Management Queensland for the performance of the functions and activities of the Unit.



WE ARE SEEKING APPLICANTS:
•    Who are community minded,
•    Who achieve results,
•    Who cultivate productive working relationships and communicate with influence,
•    Who are prepared to contribute to the ongoing development of a professional volunteer emergency
     service organisation, and
•    Who exemplify personal drive and integrity.



ARE YOU THE RIGHT PERSON FOR THE JOB?

Highly Desirable Requirements
•    At least two (2) years experience as a member of a State or Territory Emergency Service.
•    Competencies required for this position are contained in the Training Requirements for SES
     Volunteers.
•    Applicants should possess or have the ability to rapidly acquire these competencies.
                                                                                                                            D-4


YOUR DUTIES/RESPONSIBILITIES:
•       Assist to manage the local State Emergency Service Unit response to disaster and emergency operations.
•       Assist in maintaining the operational effectiveness of the Unit by ensuring –
        −    The Unit’s members have the necessary skills to competently perform their roles within the Unit
        −    The Unit’s equipment is maintained in appropriate condition and
        −    The Unit performs its functions and other activities in a way that is consistent with Department of Emergency
             Services (DES), Emergency Management Queensland (EMQ) and Local Government policies and procedures
             about the performance of the functions and activities.
•       Assist to manage and administer the Unit of the State Emergency Service in compliance with approved instructions,
        directives and policies issued by the Director-General, DES, the Executive Director, EMQ and/or Local Government.
•       Assist in the sound financial management of the Unit.
•       Assist in managing the selection process, in conjunction with the Local Controller and Local Government, for Group
        Leader positions within the Unit.
•       Assist in the provision of training for volunteer State Emergency Service members, and other volunteers in counter
        disaster and incident related roles in accordance with current training policies, procedures and requirements.
•       Assist to develop public relations and education programs at local community level.
•       Where applicable support Emergency Services Cadet Groups and participate as a member of the Local Cadet Advisory
        Committee.
•       Assist in the maintenance and security of equipment on issue or loan to the Unit.
•       Assist in ensuring the effective management and maintenance of allocated communications systems to meet
        operational requirements.
•       Perform other duties as directed by the Executive Director, EMQ or their delegate.


ASSESSMENT CRITERIA:

You will be assessed on the basis of experience and capability in the following:


    1         Demonstrated knowledge of or the ability to rapidly acquire a knowledge of the Queensland Disaster
              Management System

    2         Demonstrated ability to lead and manage a team in high pressure situations involving quality decisions,
              working under operational conditions, requiring accuracy and judgement

    3         Demonstrated ability in the application of planning, resource management, budgeting and time management
              skills applicable to a volunteer organisation.

    4         Highly developed written and oral communication skills, including the ability to develop and maintain effective
              relationships and networks involving volunteer, Local Government and community groups

    5         Knowledge of, and demonstrated commitment to, the principles and practices of employment equity, ethical
              behaviour and conduct, workplace health and safety issues, and ethos of volunteers and voluntary
              organisations



ADDITIONAL INFORMATION:
•       Reporting Relationships – this position reports to the Local Controller of the SES Unit.
•       This position is an honorary position for an initial appointment term of 3 years and is subject to periodic performance
        reviews.
•       On appointment to this position a probationary period of 6 months will apply.
•       Applicants must be prepared to undertake appropriate SES training modules identified within the SES Training
        Framework for this position.
•       Want to know more? Contact the EMQ Area Office for an Applicant Information Kit (Ph: 07 xxxx xxxx)
                                                                                                                  D-5




role DESCRIPTION
Role Title:              Group Leader

Classification:          Honorary Position

Date of Review:          December 2008

EMQ Region/Area:         [                                ]

SES Unit:                [                                ]

SES Group:               [                                ]

Contact Officer:         [Name, Position                  ]
                         [Phone / Email:                  ]

Special Conditions:      [                                ]

Vacancy Reference Number: [                               ]

Closing Date:            [                                ]




YOUR OPPORTUNITY
Assist a State Emergency Service (SES) Local Controller in leading and managing a volunteer Unit by leading and
managing a Group of the SES within the framework of the Disaster Management Act 2003 and the policies and
procedures of Emergency Management Queensland for the performance of the functions and activities of the Unit
and Group.



WE ARE SEEKING APPLICANTS:
     •      Who are community minded,
     •      Who achieve results,
     •      Who cultivate productive working relationships and communicate with influence,
     •      Who are prepared to contribute to the ongoing development of a professional volunteer
            emergency service organisation, and
     •      Who exemplify personal drive and integrity.




ARE YOU THE RIGHT PERSON FOR THE JOB?

Highly Desirable Requirements
•    At least one (1) years experience as a member of a State or Territory Emergency Service.
•    Competencies required for this position are contained in the Training Requirements for SES Volunteers.
•    Applicants should possess or have the ability to rapidly acquire these competencies.
                                                                                                                              D-6


YOUR DUTIES/RESPONSIBILITIES:
•       Manage the local State Emergency Service Group response to disaster and emergency operations.
•       Maintain the operational effectiveness of the Group by ensuring –
        −    The Group’s members have the necessary skills to competently perform their roles within the Unit
        −    The Group’s equipment is maintained in appropriate condition and
        −    The Group performs its functions and other activities in a way that is consistent with Department of Emergency
             Services (DES), Emergency Management Queensland (EMQ) and Local Government policies and procedures
             about the performance of the functions and activities.
•       Manage and administer the Group of the State Emergency Service in compliance with approved instructions, directives
        and policies issued by the Director-General, DES, the Executive Director, EMQ and/or Local Government.
•       Coordinate the financial management of the Group.
•       Assist in the selection process for general members of the Group.
•       In conjunction with the Local Controller, coordinate the training for volunteer SES members to enable them to
        competently perform their allocated roles.
•       In conjunction with the Local Controller, develop public relations and education programs at local community level.
•       Where applicable support Emergency Services Cadet Groups.
•       Assist in the maintenance and security of equipment on issue or loan to the Unit.
•       Assist in ensuring the effective management and maintenance of allocated communications systems to meet
        operational requirements.
•       Perform other duties as directed by the Executive Director, EMQ or their delegate, the Local Controller or Deputy Local
        Controller.


ASSESSMENT CRITERIA:

You will be assessed on the basis of experience and capability in the following:


    1         Demonstrated knowledge of or the ability to rapidly acquire a knowledge of the Queensland Disaster
              Management System

    2         Demonstrated ability to lead and manage a team in high pressure situations involving quality decisions, working
              under operational conditions, requiring accuracy and judgement

    3         Demonstrated ability in the application of planning, resource management, budgeting and time management
              skills applicable to a volunteer organisation.

    4         Highly developed written and oral communication skills, including the ability to develop and maintain effective
              relationships and networks involving volunteer, Local Government and community groups

    5         Knowledge of, and demonstrated commitment to, the principles and practices of employment equity, ethical
              behaviour and conduct, workplace health and safety issues, and ethos of volunteers and voluntary
              organisations



ADDITIONAL INFORMATION:
•       Reporting Relationships – this position reports to the Deputy Local Controller of the SES Unit.
•       This position is an honorary position for an initial appointment term of 3 years and is subject to periodic performance
        reviews.
•       On appointment to this position a probationary period of 6 months will apply.
•       Applicants must be prepared to undertake appropriate SES training modules identified within the SES Training
        Framework for this position.
•       Want to know more? Contact the EMQ Area Office for an Applicant Information Kit (Ph: 07 xxxx xxxx)
                                                                                Appendix E




<REGIONAL DIRECTOR>
Ph: 07 <xxxx xxxx>
Our Ref: <xxxxxxx>


<DATE>


<Unsuccessful applicant name>
<Address>
<Address>


Dear <Mr/Ms Surname>

VRN                      <xxxxxxx>
Role Title               <Local Controller/Deputy Local Controller/Group Leader>
                         <Region/Area>
                         <SES Unit>, <SES Group>


I am writing to you from Emergency Management Queensland, <Region name> region, to
thank you for your application for the above mentioned position.

The selection process has now been completed and I regret to advise that on this occasion
you were not successful. Your application will be held on file for twelve months should this
position become vacant.

Should you require feedback on your non-selection, please contact <Regional Director> on
telephone (07) <xxxx xxxx>.

Thank you for your interest in the position and we appreciate your continued support with the
SES.


Yours sincerely




                                                                          Update Regional Detail
<Regional Director Name>
Regional Director, <Region name> region
Emergency Management Queensland

				
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