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Administration Officer (V26/10101)

Blue Mountains City Council -
Katoomba NSW

Apply Now

Job Details

1 day ago

Qualifications

Microsoft Powerpoint
Microsoft Word
Microsoft Excel
Management
BMC Remedy
Administrative experience
Driver Licence
Communication skills

Full Job Description

Position Number: P00488

Directorate: IPDS

Service: Civil Infrastructure Planning & Delivery

Location:
Katoomba Headquarters / Katoomba
South St Depot / Springwood Depot

Date
Created/Updated

2024

Position
Classification:

Band 5

POSITION PURPOSE/OBJECTIVE

This position is responsible for undertaking duties that provide business support to the Civil
Infrastructure Planning & Delivery Service. The role will assist in the day-to-day operation and
administration of various functional activities within the service, delivering outcomes that meet
the objectives of the Directorate.

This position will provide innovative solutions and support a continuous improvement
environment in administrative practices as well as support the aims and objectives of the
Integrated Business Systems for Quality, WH&S and the Environment.

RELATIONSHIPS

Reports to: (Position Title): Program Leader, Business & Systems

Report to: (Position Number) P01139

Staff Responsibility: Nil

Key Internal Relationships: Director Infrastructure & Project Delivery
Services
Manager – Civil Infrastructure Planning &
Delivery
Program Leaders - Civil Infrastructure Planning &
Delivery
Coordinators
Staff within Civil Infrastructure Planning &
Delivery Service
Other Council staff

Key External Relationships: Various Contractors, Customers & Residents,
External Agencies

KEY RESPONSIBILITIES

Update the relevant data systems with operational information including new works

requests, to ensure the integrity of the information and the availability to key users.

Assist the Branch in the preparation of corporate templates and forms and ensure they

are submitted in an accurate and timely manner.

Purchase materials and goods as required for branch operations.

Undertake reconciliations to ensure systems reflect accurate transactions and

completion of reports as required.

Review and respond in a timely and courteous manner to customer telephone and face

to face enquiries, complaints, non-conformances, incident reports and requests relating
to the area of your responsibility.

Act as an advocate for Council’s Corporate Records Management System (HPE) and

provide localised support to the Civil Infrastructure Planning & Delivery Service,
including the follow up of outstanding items.

Promote the image of the Civil Infrastructure Planning & Delivery Service and Council in

all matters pertaining to the Council when carrying out your duties.

Allocation, management and follow up with relevant staff on outstanding Customers

Service Requests.

Prepare written responses to a wide range of enquiries, memos and business reports

relevant to the area of your functional responsibility.

Assist in the preparation and processing of invoices requisitions, quotations and

estimates, and progress payments in accordance with nominated branch procedures for
all internal and external works / expenditure where relevant.

Assist with other administrative duties and undertake ongoing development and training

considered by the Program Leader/Manager to be appropriate and necessary for the
position.

Ensure that all dealings with the public are consistent with Council’s commitment and

policies to providing a high level of customer service and satisfaction.

Ensure compliance with all Council, Civil Infrastructure and Branch business policies

and procedures.

Guiding Principles

We act as one organisation responding to the changing needs of our LGA and community

We are strategy led, driven by our Community Strategic Plan with clear priorities and focus

We are service focused & we continuously improve service provision and provide

excellent customer service

We collaborate and work together to achieve our outcomes

We ensure safety and well-being is at the centre of our organisation, operations and

culture

We are a financially sustainable organisation, living within our means, ensuring best value

resource allocation

These Guidelines complement the Council’s adopted Values of: Work Together; Work Safe
Home safe; Service Excellence; Value for Money; Trust and Respect; and, Supporting
Community.

Workplace Health & Safety (mandatory section do not delete)

Ensure compliance with WHS obligations and responsibilities as outlined in Councils policies
and procedures and under the relevant WHS legislation. These include but are not limited to:
identifying potentially unsafe situations or work practices and notifying your Supervisor or
Manager (or the Health, Safety Manager/Area Safety Representative); never performing a
task that you believe is dangerous or for which you do not have the experience, or have not
received appropriate instructions and training or where the correct equipment to carry out the
task safely is not available; always work in a safe manner and in accordance with safety
instructions, where applicable; use the work equipment supplied for the job, in accordance
with the manufacturer's instructions), and any personal protective equipment, which the
Council deems necessary and has provided; be safety aware and report any actions to your
line manager which will assist the Council to meet its legal workplace health and safety
obligations.

You have the right to cease or direct cessation of unsafe work. In addition, you are required
at all times to comply with Councils Asbestos Management Plan and Policy.

COMMUNICATION

This position is to effectively communicate within the business & systems team, Civil
Infrastructure and externally to provide administration to the Directorate, relevant functional
supervisors and Branch Managers. The position communicates across all levels within the
Group and across Council and external customers. This includes both verbal and written
reports together with preparation of draft correspondence. The position may liaise with
external agencies and customers on specific issues

JUDGEMENT & PROBLEM SOLVING

This position carries out the day-to-day administration of the Civil Infrastructure Planning &
Delivery Service and is required to:

Remedy the day-to-day problems that arise in relation to the administration requirements

of the relevant function and ensure timely completion of quality work.

In partnership with the Program Leader, investigate and solve, where possible, problems

associated with the users of the One Council, WRR and AMAX systems.

Work in accordance with various Service Delivery and Council’s policies and procedures;

Identify problems and non-conformances in the delivery of work and legal requirements

and ensure all problems and conflicts are resolved in a timely manner;

Be able to organize and plan workflow, set priorities, and achieve deadlines with minimal

supervision.

AUTHORITY

This position makes decisions day-to-day on administration issues within their level of
responsibility. Paramount importance is placed on the local user support responsibility for the
One Council, WRR and AMAX and decisions concerning these systems should be made in
consultation with the Program Leader.

Administrative decisions on workloads and equity across the administration team should be
referred to the Program Leader Business & Systems.

SKILL, EXPERIENCE, QUALIFICATIONS & BEHAVIOURAL COMPETENCIES

ESSENTIAL SKILLS

Have an extensive range of experience (typically gained over a period of five years) in an

administrative role or equivalent demonstrated competencies.

Relevant tertiary qualifications related to Business Administration, or equivalent

demonstrated competencies gained through on-the-job learning.

Advanced use of a range of computer applications including Word, Excel, Power Point,

Desktop Publishing, Internet and Access, with particular reference to graphical reporting.

Proven commitment to serving all customers, including those internal to the Group, other

Council Groups and those external to Council.

Ability to work under pressure, handle multiple tasks and demonstrate initiative within a

team environment.

Experience in an environment where teamwork and flexibility are paramount in an

environment of ongoing change.

A demonstrated commitment to providing professional customer service to Council

standards.

Excellent written and oral communication skills and interpersonal skills with an ability to

deal with people on all levels.

Demonstrated experience in meeting set objectives.

Current NSW Class C Driver’s Licence.

DESIRABLE

Knowledge of Maintenances Management, Works Requests, Customer Service and

Records Management Systems, One Council Systems

Training qualifications or skills

A knowledge of Local Government processes

Please note: This page outlines what is required of the position and forms part of the position
description. It is used for pre-employment medical examination purposes.

APPLICANTS NEED NOT COMPLETE

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Administration Officer (V26/10101)

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