Please follow instructions on the Winton Shire Council website: https://www.winton.qld.gov.au/council/employment

Position Title

Office Administrator

Position Number

CS10244

Department

Corporate Services

Classification

Level 4 Qld Local Government Industry (Stream A) Award – State 2017 and Councils EBA 2023 $84,141.20 to $88,670.92

Terms of employment

Permanent Full time

Supporting documents

Employee Code of Conduct

Workplace Health & Safety Responsibilities

Winton Shire Council Drug and Alcohol Policy

Winton Shire Council’s Corporate Values are:

Accountability:

The ethical concept associated with responsibility, enforcement, blameworthiness, transparent process, liability, and other terms associated with being answerable for the trust that is bestowed by those whom we serve.

Effectiveness:

The idea of carrying out a program or process that is entirely adequate to accomplish the purpose that has been identified as a goal or aspiration.

Efficiency:

The concept that in the process of pursuing or effecting any program, procedures, or task where all wastage is minimised.

Sustainability:

Is the capacity to maintain a certain process or state indefinitely? When applied in an economic context, a business is sustainable if it has accepted its practices for the use of renewable resources and is accountable for the environmental impact of its activities.

Meaningful Community Engagement:

Encompasses the principle of seeking the views and opinions of the Community. This is to be through an effective committee system and public consultation process as part of Council’s decision making methodology.

Good Governance:

This describes the process of decision-making and the process by which decisions are implemented (or not implemented), hereby, public institutions conduct public affairs, manage public resources, and guarantee the realisation of human rights. Good governance accomplishes this in a manner essentially free of abuse and corruption and with due regard for the rule of law.

Ethical and Legal Behaviour:

Ethical behaviour is characterised by honesty, fairness, and equity in all interpersonal relationships. Ethical behaviour respects the dignity, diversity and rights of individuals and groups of people. When coupled with legal behaviours there is an expectation that there will be a penalty for conduct that breaches any law statute or regulation.

Organisational relationships

Reports to:

Directly: Executive Manager – Corporate Services

Indirectly: Chief Executive Officer

Supervision of:

No supervision applicable

Internal Liaisons

Management, Council Staff and Council Departments as required.

External liaisons

Clients, Customers, Winton Shire Community at large and visitors to Winton as required

Position objectives

This position is the first point of contact for clients and customers of the Winton Shire Council.

To provide effective and efficient reception and frontline customer service.

To work as an integral member of the council corporate services administration team.

To ensure current up to date practices and accurate records management, of all Council records and provide document control across Council.

To provide training for staff members in records management, process, practices and legislative requirements.

To ensure current archiving practices are continued across Council.

Provide support services to the Executive Manager Corporate Services and the Office of the CEO.

Qualifications/Licences/Tickets required

The following qualifications and licences are desired:

Mandatory

Hold and maintain a “C” Class Manual driver’s Licence.

Business qualifications or substantial previous experience working in a busy office environment.

Criminal History Check

Qld Working with Children Blue Card

Desirable

Skills in general computing concepts, including the use of emails, internet, and experience with Microsoft Office Programs.

Previous experience in records management/document control.

Knowledge of policies, by-laws and regulations relating to the work area; and

Experience with the use of computer data bases.

Additional requirements and working conditions

The following requirements and working conditions will be necessary in this role:

The Council Employee Code of Conduct applies to this position.

Work duties outside normal business hours may be required from time-to-time of this position.

Training opportunities relative to this role will be provided and may require time away from home.

Statement of key responsibilities and duties

The key responsibilities of the position are:

Reception and office administration, customer service, records management, document control, archiving in a busy office environment, including but not limited to:

General Office Administration and Customer Service

Provide a friendly welcoming first point of contact for council clients, customers, staff, and members of the public.

First point of contact for incoming telephone calls and transferring to the appropriate department if required.

Mail processing, including pick up and drop off, accurate recording and internal scanning processes.

Perform tasks of a sensitive nature including the provision of confidential information, the receiving and accounting for monies and assistance to clients/ratepayers.

Organising and ordering office consumables for the corporate services team.

In conjunction with the front office team organise the usual day to day opening procedures for the office, such as ensuring the photocopiers are refilled, putting up of the flags, assisting with the accounting for the daily cash flow float and other commencement processes.

In conjunction with the front office team ensure security measures are in place at the end of the day accounting for all areas of the Council administration offices and Chambers including gates are closed and locked and flags are taken down and stored appropriately.

Records Management and Archiving

In consultation with the Executive Manager Corporate Services ensure accurate provision of records management, document control, filing, recording, and archiving processes involving:

In consultation with the IT Administrator and Governance Officer develop and maintain a records management system that ensures the integrity, accuracy, and protection of essential records.

Ensure compliance with legal and regulatory requirements related to records management, safeguarding sensitive information and minimizing risks.

Provide training and support to staff on records management procedures and policies to promote best practices within the organisation.

Conduct regular audits to ensure adherence to records management procedures and identify areas for improvement.

Manage and preserve records in various formats, including digital, photographic, and if required, paper-based, ensuring they are accessible when needed.

Operate Council computer software system and be conversant with the functions of the system and be proficient in their use.

Any other duties as directed appropriate to the level.

Key selection criteria

The applicant’s suitability for this role will be assessed against the following competencies:

Selection Criteria 1

Demonstrated ability to work in systems and provide inservice training to other members of staff in accuracy of council processes and procedures.

Selection Criteria 2

Outstanding written and verbal communication skills with the ability to communicate effectively with council’s diverse customer base.

Selection Criteria 3

Demonstrated ability in providing effective, courteous, and professional customer service.

Selection Criteria 4

Effective and efficient general computing skills including the use of MS Office programs, emails, internet, and experience in data base/document control use.

Selection Criteria 5

Demonstrated ability in working within an administration team and autonomously across a broad range of areas including general admin and cash handling.

Other relevant information

The selected applicant will be required to supply a Criminal History Check with reimbursement costs to be provided by Council.

This position will be subject to a minimum probationary period of three (3) months. The applicant’s employment will undergo a review at the end of the probationary period and a recommendation will be made to the Chief Executive Officer regarding permanent employment in the position.

The selected applicant may be required to provide Winton Shire Council with a recent photograph of the person, at the time of the person’s induction, for the purpose of creating a Winton Shire Council Employee Identity Card. Under [s 138A] of the Queensland Local Government Act 2009 the employee has a legal obligation to hand any such identity card/s back to the employer within twenty-one days of termination of employment unless the employee has a reasonable excuse.

In the event of organisational change or restructure, Council may require employees to undertake other roles for which they are qualified and capable of performing.