AddressWe are seeking an exceptional individual to join our Office of the Chief Executive Officer as Administration Officer Governance in a Temporary Part-Time, 6 Month Fixed Term capacity.
Located within two hours south-west of Melbourne, Colac Otway is renowned for its magnificent southern coastline, the Otway rainforests and the northern lakes and offers an attractive lifestyle with diverse employment opportunities. Backed by a thriving economy in primary industries, tourism, commercial and community services this is an exceptional career opportunity.
This position is based in Colac.
This is an administration position that will ensure that Council:
- Has an executive function that is professionally supported with high level administration and secretarial tasks.
- Complies with relevant legislation, guidelines and objectives through the delivery of efficient and effective executive support.
Key responsibilities include:
- Assist with meeting appointments, arranging catering and booking accommodation where appropriate.
- Process Councillor expenses including travel claims.
- Coordinate the requirements of Councillors and CEO attending events.
- Action Councillor requests using Council’s Customer Request Management system under the guidance of the Executive Assistant.
- Management of CRM’s allocated to the Office of the Chief Executive Officer, Mayor and Councillors.
- Monitor incoming and outgoing correspondence for CEO, Mayor and Councillors, ensuring all correspondence is captured in Content Manager in a timely manner.
- Draft routine correspondence as directed by the Executive Assistant.
- Undertake purchase order requisitioning and account processing.
- Exercise good judgement and discretion regarding confidential issues.
- Assist with Executive Management Team meeting agenda and invitations.
- Prepare weekly CEO Staff Update information, ensuring all information is timely and accurate.
- Liaise with Human Resources to ensure the new staff EMT introduction is arranged monthly.
- Arrange travel, accommodation, catering and hospitality requirements for the Office of the CEO, Mayor and Councillors.
- Ensure all files relating to the Office of the CEO, Mayor and Councillors are maintained according to relevant Council and government record keeping policies and legislation.
- Under direction from the Executive Assistant, assist with organising functions on behalf of the Mayor and Chief Executive Officer.
- Other administrative duties as required by the supervisor suitable for the role.
- Provide back-up support to Executive Assistant during periods of leave as required.
- Provide administrative assistance to the Governance Team as directed by Executive Assistant or Executive Officer Governance and Business Improvement.
About You:
To support your success in this role you will have:
- Previous experience working in a busy and service focused office environment, is essential.
- Demonstrated ability in using judgement and discretion regarding confidential issues.
- Demonstrated advanced computer skills including Microsoft Teams, Microsoft Office (Word, Excel, Access and Outlook) and Internet.
- Excellent planning and organising skills in order to meet deadlines.
- High level of accuracy, attention to detail and meticulous record keeping skills.
- Highly developed customer service skills.
- Well-developed interpersonal, oral and written communication skills.
- Ability to work additional hours and cover leave which may include school holiday periods.
- Current Drivers Licence.
For further information regarding the duties and requirements of the role, please refer to the position description.
Salary information: $33.02 to $34.81 per hour plus superannuation.
For further information and how to apply:
- Information to be included with your application:
- Letter of application
- Current resume
- Key Selection Criteria Responses
- Submit your application
- Information to be included with your application:
Anne Howard
Chief Executive Officer
Colac Otway Shire Council is a child safe organisation and is committed to creating a diverse environment and is proud to be an equal opportunity employer.
