Governance Officer

About Us :
Yarriambiack Shire Council has a population of 6,645 people and covers an area of 7,158sq km.

Yarriambiack Shire Council stretches from the Wimmera River just north of the Grampians in the south, to the centre of the Mallee in the north.

The Yarriambiack Creek is the main natural feature traversing the Shire.
The area is also linked by road and rail systems that run in a north-south direction.
The area has an almost ideal climate with a short winter and delightful autumn and spring.
Warracknabeal is the major service centre in the region and provides a wide range of services.

It is complemented by Hopetoun in the north and Minyip, Murtoa and Rupanyup in the south, with another 13 small towns spread throughout the Municipality.

Council offers an abundance of services to the region such as home care, home maintenance services, meals on wheels, maternal and child health, enhanced maternal child health, library services, tourism and area promotion, parks and gardens, kindergarten services, supported playgroup, housing support, environmental health services, food inspections, immunisation, youth support, planning and building services, waste services, law, order and public safety, public recreation spaces including swimming pools and sporting stadiums, emergency management, roads, footpaths, bridges, buildings, aerodromes, public halls and saleyards.

Council is also engages technical specialisists to provide effective governance, accounting and finance, customer service, administration, engineering and asset management and information management services.

About You :

QUALIFICATIONS AND EXPERIENCE
Developed verbal and written communication skills are essential.
Word processing and computer experience is essential.
Demonstrated experience in working in an office team environment is desirable.
Knowledge of Local Government services and procedures will be highly regarded.
Relevant Degree or Diploma and some relevant experience or lesser formal qualifications with extensive experience.
Knowledge and/or understanding of local government practices and procedures.
Demonstrated ability to interpret and apply relevant legislation including the Public Records Act 1973 and Local Government Act.

Awareness of the Freedom of Information Act 1982 and Privacy and Data Protection Act 2014.

KEY SELECTION CRITERIA
Ability to draft and prepare internal and external correspondence.
Experienced in administrative tasks associated with accurate completion of specialist forms and documentation.
Experience in the preparation of Agenda's and Minutes for meetings.
Developed verbal and written communication skills are essential.
Word processing and computer experience is essential.
Relevant Degree or Diploma and some relevant experience or lesser formal qualifications with extensive experience.

Position Summary :

POSITION OBJECTIVE:

To provide confidential, professional, personal assistance to the Chief Executive Officer and Council including word processing, advertising, arranging meetings, preparing correspondence, reports and other administrative support as required.

Maintain and ensure compliance of Governance related documents and records in accordance with the Local Government Act, associated Regulations and Council's Policies and Procedures.

Key Requirements :

ACCOUNTABILITY AND EXTENT OF AUTHORITY

Providing support to the CEO & Manage People & Culture in responding in the delivery of good Governance and its compliance.

Has a freedom to act which is set by clear objectives with frequent consultation and regular reporting to ensure adherence to plans.

Accountable for the accuracy of information given to internal & external customers as a response to inquiries.

Able to use guidelines, professional/technical knowledge or experience to solve problems, whilst having access to guidance and advice that is usually available within time to make a decision.

Providing accurate advice and making informed decisions based on up to date knowledge and information.
Have a formal input into policy development within their area of expertise.

JUDGEMENT AND DECISION MAKING
Guidance and advice is usually available within time to make a choice.
May involve problem solving using guidelines, professional / technical knowledge or experience.

SPECIALIST SKILLS AND KNOWLEDGE
Understanding of the Public Records Act 1973 and Local Government Actand relevant legislative requirements.
Understanding of long term unit goals and policies of the organisation.
Understanding of Yarriambiack Shire Council services and general Shire information to enable accurate, professional response to external customer inquiries.
Understanding of Council's computer system.
Experienced in administrative tasks associated with accurate completion of specialist forms and documentation.
Have an understanding of Council policies, regulations related to the role and long term goals of the council.

MANAGEMENT SKILLS
Ability to work effectively in a supervisory capacity to achieve the objectives determined by the Manager People & Culture.
Excellent time management, setting priorities and planning and organising own work.
Excellent computer skills and ability (Microsoft Office suite).
Ability to maintain a high level of confidentiality.
Able to implement EEO, OH&S and development.

INTERPERSONAL SKILLS

Ability to gain cooperation and assistance with from clients, other employee and member of the public in the administration of well-defined activities.

Ability to work under pressure, when necessary, to meet a deadline.
Confident to deal with a variety of people inquiring about different issues.
Ability to relieve staff in other positions in Administration, in their absence, in a competent manner.

Developed oral communication skills in order to deal professionally and in a customer focused manner with internal and external inquiries.

Write report in field of expertise and / or prepare external correspondence.

Ability to gain cooperation and assistance from clients, other employees and members of the public in the administration of defined activities.

Job Responsibility :

KEY RESPONSIBILITIES AND DUTIES
Executive Assistant / Councillor Support Officer

Responsible for compilation of Council Agendas and Minutes in a timely manner.
Coordinate correspondence to Councillors and Mayor.
Maintain diary of Chief Executive Officer's appointments, meetings and conferences.
Attend to acceptances/inabilities of invitations for the Mayor, Councillors and Chief Executive Officer.

Take incoming telephone calls for Chief Executive Officer and Mayor in their absence and record messages promptly and professionally.

Ability to draft and prepare internal and external correspondence.
Understanding of the corporate goals of Council.

A comprehensive understanding of the organisational function to enable efficient and effective referral of information to various employees and departments within the organisation.

Co-ordinate and facilitate the Yarriambiack Shire Council Citizenship Ceremonies.

Governance

Provide advice, assistance and guidance to Councillors and staff on compliance in governance within areas of expertise.

Assist the CEO and Manager People & Culture in implementation of any changes to the Local Government Act or relevant regulations.

Assist in finalisation and record management of relevant policies and procedures.

Assist in the continuous improve of Council's overall governance frameworks to ensure that a culture of good governance is embedded in all Council's functions.

Ensure that an appropriate suite of policies, strategies and plans are available to enable Council to meet its legislative and corporate requirements and objectives.

Yearly update of Part II, Freedom of Information Statement.
Processing FOI Requests under Managers Supervision.
Administer and complete Leases and Licences as required for Council property.

Customer Service / Administration

Co-operate with all staff to ensure the highest standard of service is offered at all times to both internal and external customers.

OTHER DUTIES AS REQUIRED
Ensure public holiday information is gazetted and information forwarded to banks/governments departments and private businesses on request.
Advertise cancellation / change of Council meeting dates and also Special Council meeting dates as required.
Amend and forward information required for Local Government directories on request.
Organise official Council photos, honour boards and historical records.
Corporate Gifts - source goods, maintain supplies, investigate suitable alternative gifts.
Maintain and ensure relevant register information is available and up-to-date on Council's website.
Coordinate and maintain register for Ordinary and Primary Returns.

RISK AND OHS MANAGEMENT / STAFF AUTHORITY AND RESPONSIBILITIES

The following authorities and responsibilities are assigned to the levels of management and staff as shown and are based on those in the Occupational Health & Safety Act 2004.

Work safely and not place at risk the health and safety of other employees, contractors, volunteers or the general public.

Visually monitor and report risk and safety management issues to your relevant Supervisor or Manager.
Assist your Supervisor or Manager to rectify risk and safety issues to make the workplace/worksite safe.
Ensure asset related damage, hazards or potential hazards are reported to your manager, supervisor or OHS representative.
Encourage other employees to consider safety factors within the working environment.
Attend Risk and OHS compliance training as directed.
Be an active member of your OHS designated working group.
Show commitment to risk and safety through participation in formal and informal discussions/ meetings on risk and OHS issues.

Cooperate with your employer and fellow employees with respect to any action taken by the employer to comply with the OHS Act.

Comply with all Risk and OHS Management procedures and requirements.
Attend safety meetings, tool box meetings and safety training as directed by your Supervisor of Manager.

Council Assets Responsibilities

Take reasonable care of any council property or assets that you may use, have access to, or have overall responsibility for.

Record and report to your Supervisor/Manager, any damage or potential for damage, to property or assets that you may use, have access to, or overall responsibility for.

This may include risks such as accidental fire, arson, storm, flood or security.

ORGANISATIONAL RESPONSIBILITIES:

At all times, behave in a manner consistent with Council's Code of Conduct and human resource policies and guidelines (including Bullying / Equal Opportunity / Discrimination / Sexual Harassment policy).

Ensure compliance to relevant OHS regulatory requirements and implement, promote and maintain Council's OHS and Return to Work policies, procedures, training programs and initiatives.

Ensure compliance to relevant regulatory or legislative requirements; including but not limited to Information Privacy and Freedom of Information.

ORGANISATION ENVIRONMENT:

Reports to:
Manager People & Culture

KEY COMMUNICATIONS:

Internal:
Councillors, Chief Executive Officer, Leadership Team and Staff of other Council Departments, Senior Management Group, All Staff.

External:
Government Bodies / Members of Parliament, Local Government supporting bodies (e.g.
Municipal Association Victoria, LGPro, Victorian Electoral Commission), Solicitors, Auditors.

CHILD SAFE STANDARDS:

Yarriambiack Shire Council is committed to creating a child safe and child friendly environment where children and young people are respected, valued and encouraged to reach their full potential.

All staff must adhere to Council's Child Safe Policy and procedures and ensure that any reasonable suspicion of abuse to children or young people is reported.

EQUAL OPPORTUNITY:
Yarriambiack Shire Council offers a work environment free from discrimination, sexual or other harassment, victimisation, vilification and bullying.
Employees are expected to contribute to the maintenance of such a work environment.

PRIVACY AND CONFIDENTIALITY:

Employees must respect and protect the privacy and confidentiality of information gained or accessed during the course of their employment.

Employees are required to comply with the Information Privacy Act, the Health Records Act and Council's Confidentiality policies.
Both during and after employment with Council, employees must not:

Communicate confidential or private information to third parties.

Make use of any information gained through employment at the Shire for any purpose other than the discharge of official duties.

PERSONAL HEALTH INFORMATION:

Personal and Health Information collected by Council is used for recruitment and if the applicant is successful will be used for Human Resources.

The Personal and Health Information will be used solely by Council for this purpose and/or directly related purposes.
Council may disclose this information to other organisations if required by legislation.

The applicant understands that the Personal and Health Information provided is for the above purpose and that he or she may apply to Council for access to and/or amendment of the information after finalisation of the appeals process.

Information relating to unsuccessful applicants may be destroyed by Council after 12 months from this time.
Requests for access and/or correction should be made to Council's Privacy Officer.

RECORD KEEPING:

Record keeping responsibilities for all staff members:
Creating and capturing full and accurate records of Council business.
Adhering to Council's Records Management Policies and Procedures.

ANNUAL PERFORMANCE REVIEW:
Every staff member is required to actively participate in the annual performance review/appraisal process with his or her supervisor.

VARIATIONS TO

CONDITIONS OF EMPLOYMENT:

This position description is subject to change from time to time as Yarriambiack Shire Council's organisation may be developed or restructured.

Any such reorganisation of duties shall be the subject of discussion with the position incumbent.

CONDITIONS OF EMPLOYMENT:

As part of Yarriambiack Shire Council's recruitment and selection process, a Pre-employment medical assessment, satisfactory Police Check and Working with Children's Check (Vic) is required for this position.

Current Victorian Drivers Licence.

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