Coordinator Secretariat Services

4 weeks ago

Parramatta, Australia City of Parramatta Full time

The City of Parramatta is evolving rapidly, and we need an experienced leader to join us as the Coordinator, Council Secretariat. In this pivotal role, you'll ensure the smooth and efficient operation of all secretariat functions for Council meetings, contributing to our city’s dynamic governance and success. 

About the Role 

As the Coordinator, Council Secretariat, you will lead the team responsible for providing comprehensive secretariat support for all Council meetings. Your role will involve coordinating agendas, minutes, business papers, and ensuring that all secretariat functions are executed accurately and timely. You will be a key player in liaising with Group Managers and the Executive Team to ensure effective resolution of Council items and foster a high standard of administrative excellence.  

Key Responsibilities: 

  • Lead and manage a team to deliver high-quality business support services for Council meetings, including the preparation of agendas, minutes, and business papers, ensuring compliance with Council policies and procedures. 
  • Attend and support Council meetings, Committee meetings, and Councillor workshops/briefings, ensuring all are conducted smoothly and professionally. 
  • Oversee the maintenance of the Council Resolution Register and Councillor Workshop/Briefing Actions Register, including tracking implementation and preparing status reports. 
  • Provide expert advice and support on Council’s business paper process and system, including drafting motions and reports. 
  • Develop and deliver training for Council staff on secretariat functions and business paper processes. 
  • Ensure all practices are up to date with current legislation and best practices, promoting continuous improvement and innovation in secretariat services. 
  • Build and maintain effective relationships with external partners, including community organisations, contractors, and governmental authorities. 
  • Manage the Office’s budget and contribute to financial sustainability through effective forecasting and planning. 
  • Promote a culture of diversity, inclusion, and ethical behaviour, ensuring compliance with all relevant policies and legislation. 
  • Lead and support a team of professionals, fostering a collaborative environment and setting clear goals aligned with organisational outcomes. 

About You: We are seeking an experienced leader with: 

  • A degree in business administration or a related field, or extensive equivalent experience. 
  • At least 10 years of experience in a high-pressure, sensitive environment with demonstrated expertise in secretariat functions and Council meeting support. 
  • A strong understanding of local government operations, Council meeting practices, and political processes. 
  • Proven experience in managing and developing teams, including performance management and staff training. 
  • Exceptional communication skills, with the ability to handle sensitive and confidential matters with discretion and tact. 
  • Advanced problem-solving and decision-making abilities, with experience balancing competing priorities and managing complex issues. 
  • A commitment to promoting continuous improvement, innovation, and excellent customer service. 

This role offers an opportunity to lead within a growing and transformative city. You will play a crucial part in ensuring the efficient functioning of Council’s meetings and governance processes. If you are a strategic leader with a passion for public administration and a commitment to excellence, we encourage you to apply. Flexibility is required as you will need to attend meetings outside standard working hours and provide high-level support to the Group Manager, Office of the Lord Mayor and CEO. 

What’s on offer  

We are offering an attractive remuneration from $142,245 to $156,619 plus 11.5% superannuation.  

In addition, City of Parramatta also offer excellent employee benefits which include:   

  • A range of flexible work arrangements including hybrid WFH arrangements. 
  • 14 weeks paid parental leave  
  • Access to Long Service Leave after 5 years  
  • Central Parramatta location (Public transport at our door, discounted parking)  
  • Significant leave benefits (up to 12 days flexi-time, 3 additional leave days at Christmas, 15 days sick/personal leave, 2 days health and wellbeing leave per year)  
  • Learning and development opportunities  
  • Health and Wellbeing programs (Fitness Passport, flu shots, etc.)   
      

 Want to know more?   

Further information regarding the requirements of this role can be found in the attached Position Description.   

This role requires a strong onsite presence to ensure operational excellence and high-quality service delivery. 

How to apply   

Candidates must apply online by uploading a resume and brief cover letter.  

Applications close 4pm, Monday 26th August 2024 and will not be accepted through any other medium.    

This position requires the preferred candidate to undergo a Criminal History Records check. A criminal history does not necessarily disqualify a prospective candidate from selection.     

The successful candidate is required to be vaccinated (at least 2 doses of a TGA approved COVID-19 vaccine) in accordance with Council's vaccination policy. Candidates may submit a medical contraindication for Council's consideration.   

The City of Parramatta supports a Drug and Alcohol-free working environment and employees may be subject to random testing as a result.   

 Inclusion, Diversity and belonging lies at the heart of how we recruit at the City of Parramatta. We continue to commit to creating a diverse and inclusive workplace and hire great people with a wide variety of skills, experiences, and backgrounds. We invite candidates of all ages, people with disability, Aboriginal and Torres Strait Islander Peoples, women, veterans, LGBTIQA+ and other culturally diverse groups.  We are committed to making reasonable adjustments to provide a positive, barrier-free recruitment process and supportive workplace.  

Please note you must be an Australian or New Zealand citizen or a permanent resident or have unlimited working rights in Australia to apply for this position.  

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