Facilities Liaison Officer

Assist the Customer Bookings Team in the day-to-day management and operation of identified
Council Community Facilities.

Assist the Customer Bookings Team in the co-ordination and administration of bookings and
maintenance of systems associated with identified Council Community Facilities.

Provide effective communication and liaison with Community Facility Users.

**RELATIONSHIPS
**Reports to**:(Position Title)**:Customer Services Coordinator

**Report to: (Position Number) **P00719

**Staff Responsibility**:Nil

**Key Internal Relationships**:Managers and staff within the group; Other
employees within the organisation

**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 and updating
which includes but not limited to:

- Responsible for the day-to day management, operation and administration of bookings for

Council community facilities including the community access bus (hereinafter referred to
as “community facilities”).
- Organise and co-ordinate bookings for the identified community facilities.

Date last reviewed: Page 1
- 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 to hirers, maintain and monitor a key security register for all hire areas.
- Arrange with contractors additional cleaning, set up for functions and other special

requirements of the hirers.
- Arrange on site pre-production meetings as required.
- Ensure customers 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.
- 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.

**COMMUNICATION**

This job requires communication skills which enable the incumbent to write correspondence
or reports and to convey information and ideas clearly and confidently.

Date last reviewed: Page 2

The incumbent will have:

- Attention to detail
- Ability to clearly communicate with customers at all levels
- Exemplary customer service skills
- Conflict resolution and negotiation skills

**JUDGEMENT & PROBLEM SOLVING
operating instructions.
- Judgments and interpretations based on analysis of information and straight
- forward

situations. The incumbent will improve and develop work methods and techniques.
- Planning is required to assure the appropriate sequence of activities and co-ordination of

resources.

**AUTHORITY
- Policy and procedures are readily avai