Facilities Liaison Officer

(Community Facility Bookings)

**Position Number: P00725**

**Directorate**:Cultural & Community Services

**Service**:Community & Library

**Location**:
Katoomba and Springwood
Community Services

**Date**
**Created/Updated**

20 November 2023

**Position**
**Classification**:
Band: 4

**POSITION PURPOSE/OBJECTIVE**

Assist the Community Development team in the administration of bookings, keeping user
information up to date and coordination of maintenance and repairs of the identified
community facilities and equipment.

Provide effective communication and liaison with Community Facility users and internal
Council staff.

**RELATIONSHIPS**

**Reports to**:(Position Title): Community Facility Liaison Team
Leader,

**Report to: (Position Number)**P00104

**Staff Responsibility**:Nil

**Key Internal Relationships**:Program Leader Community & Social Planning,
Community Development Service staff,
Managers and staff within the group; Other
employees within the organisation including
Customer Service and Trades and Property
teams.

**Key External Relationships**:General Public, Regular Hirers, Casual
Hirers, Instructors, Special Interest Groups,
Performing Arts Groups, Registered
Charities & Not For Profits, Neighbourhood
Centres

**KEY RESPONSIBILITIES**
- Council hall & community access bus booking administration, maintenance coordination
- and updating which includes but not limited to:

- Day-to day operation and administration of bookings for Council community

facilities including the community access bus (hereinafter referred to as
“community facilities”).
- Assist to keep information for users up to date including website information,

signage and within the online booking system.
- Organise and co-ordinate bookings for the relevant Council community facilities.
- Ensure that details and associated paperwork are correctly handled

and followed through.
- Maintain a computerised booking system to reflect facilities, bookings & fees.
- Administer accounts, arrange invoicing & ensure payment for hire of facilities
- Issue keys and codes to hirers, maintain and monitor a key security register for all hire
- areas.
- Make requests through appropriate internal channels for repairs and maintenances as
- required.
- Arrange with contractors additional cleaning, set up for functions and
- other special requirements of the hirers.
- Arrange and deliver on-site inspections and site inductions.
- Conduct regular audits, maintain register of equipment and furniture and purchase
- new items when approved.
- Assist customers to meet their legal responsibilities, insurance requirements,
- and licences required, prior to functions.
- Resolve conflicts with hirers on current and future conflicts of bookings.
- Maintain awareness of the facilities by conducting inspections of centres.
- Maintain bookings & income statistics for individual facilities for reporting.
- Contribute to regular internal reporting.
- Provide support & back up for the booking of other community facilities.

**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**

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.

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