Information Package

FOR

EXECUTIVE ASSISTANT

This Information Package contains:

General information to assist applicants;

An Application Form (please fill in and submit with your application); and

A copy of the Position Description (please address the Selection Criteria

contained therein when submitting your application).

Written applications marked “Confidential Application” to be submitted: Via general post to the ‘Chief Executive Officer, Shire of Kojonup,

PO Box 163, KOJONUP WA 6395’; or Emailed to council@kojonup.wa.gov.au

Applications must be received no later than 12:00pm, Thursday, 14 December 2017

“Canvassing of Councillors will disqualify”

INFORMATION FOR APPLICANT

Thank you for your enquiry regarding the advertised position. These notes are provided to assist you in preparing your application. Further information regarding the Shire of Kojonup can be obtained from Council’s website www.kojonup.wa.gov.au.

ADDRESSING THE SELECTION CRITERIA

The best way to address the selection criteria is by including a separate claim for the position in addition to your application form, cover letter and resume. You should do this by listing each criterion and then clearly explain under each one how you meet it. For each criterion, describe your skills, knowledge and experience and show how they could be used in the job you are applying for.

The selection criteria describes the skills, knowledge, qualifications and experience required to do the job. Written answers to selection criteria are used to select the best applicants on merit. The essential and desirable selection criteria are listed in the Position Description.

To address each criterion, provide an example to demonstrate how you have previously applied (or would apply) the selection criteria.

You may wish to use the STAR method to assist in addressing the selection criteria appropriately.

Situation, Task, Action, Result

Situation Where and when did you carry out the task or solve the problem or handle the issue in the workplace?

Task What was the specific task, problem or issue you were faced with? Who was involved? What was the nature and complexity of the task? What were the consequences if the task or issue was not handled effectively?

Action What positive action did you take that displayed one of more of the core values? This is the section in which you need to be particularly concise, ensuring you describe all the actions you took that led to the success in a particular situation.

Result What was the result or achievement reached from the situation described?

Remember that you may be competing with many other applicants for this position. It is up to you to demonstrate to the panel that you understand the requirements of the position and that you have the necessary knowledge, experience and qualifications to successfully carry out the duties of the position. Here it must be noted that it is impossible to interview all applicants and therefore only those who best meet the criteria will be shortlisted for an interview.

CURRICULUM VITAE / RÉSUMÉ A brief summary of your relevant personal particulars, education (and qualifications) as well as your employment history should be attached to your application. Information provided should preferably relate to the position.

REFEREES AND REFERENCES

At least two referees should be provided on your application. Referees should be people you know on a professional basis and preferably, a recent or current supervisor/manager. You should advise your referees that you have nominated them as the Shire may wish to contact them at a later date. We will not contact referees until after interviews. The referees you nominate should be able to comment on your recent work experience, skills and abilities.

OTHER DOCUMENTS

It is recommended that only copies of supporting documents be enclosed with your application so as to avoid loss or damage to originals. Nonetheless, the Chief Executive Officer may ask to sight the originals at a later time.

APPLICATION FORM

Attached to this information package is an application form. This form assists in the processing of your application. Please return with your completed application.

WRITTEN APPLICATIONS

The Shire is pleased to accept all applications for the position and does not favour hand written applications over typed applications, or vice versa. However, all applications should be neat and legible for ease of reading by the selection panel.

LATE APPLICATIONS

In fairness to all applicants, late applications cannot be received but the Shire may accept late applications when consent to such a request has been given by the Chief Executive Officer. However, such permission must be sought by the closing date for applications.

SELECTION PROCESS

In preference, all applications will be acknowledged on receipt by email.

All applications received by the nominated closing date and time will be assessed against the selection criteria by the appointed selection panel. If your application is nominated on the shortlist you will be contacted by telephone to make arrangements for an interview.

Unsuccessful applications will be notified at the end of the selection process.

INTERVIEWS

The interview panel usually consists of three individuals. Whilst the Shire of Kojonup encourages diversity on selection panels, this does not necessarily mean that both genders will be represented on a panel.

All interview questions will be job related, that is - they relate to the selection criteria and competencies for the position you are applying for. If there are no selection criteria for the position you are applying for then the questions will be based on the knowledge, skills, experience and qualifications required for the position. The same questions will be asked of every candidate interviewed.

To prepare yourself for the interview you should:

Re-read your application, the position description and the selection criteria (if applicable). Focus on the selection criteria and think of examples of work situations where you applied the

relevant skills and abilities, how you assessed the situation/s, what action you took and what outcomes you achieved.

Think about the duties of the position and how you would carry them out. Consider any problems you might encounter and how you would resolve them.

APPLICATION FOR ADVERTISED VACANCY

Position: EXECUTIVE ASSISTANT Applications Close: 12:00pm, Thurs, 14/12/17

Family name:

Given name (s): Title: (Mr, Mrs, etc.)

Contact address: (include postcode)

Phone number: (home) (work)

Mobile: Email:

PLEASE TICK

Do you have Permanent Resident Status? YES NO

If NO, do you have a current Work Visa? YES NO

Do you have a current valid Driver’s Licence YES NO

If YES – Licence Number: Expiry Date: Class(es):

Where did you view our job advertisement?

Kojonup News Great Southern Herald Seek online

GS Weekender Other (please list) _________________________________________

Professional Referees

Referee Name Position Company Contact Number

CONVICTIONS

Do you have any current convictions for any offence from any court; or are you currently the subject of any charge pending before any court? If yes, please give details;

YES NO

Please note: The successful applicant must be able to provide a police clearance and medical check prior to appointment

and any position that is carrying out “child-related work” will be required to have a Working with Children check.

DECLARATION

I declare the above statements to be true in all aspects. I acknowledge that any statement, which is found to be false or deliberately misleading, may result in liability for dismissal.

/ /

Signature Date

SHIRE OF KOJONUP – Page 1

SHIRE OF KOJONUP

POSITION DESCRIPTION

Position Title: Executive Assistant Level: 5.1 Department: Executive & Governance Section: Executive Responsible to: Chief Executive Officer (Immediate Supervisor) Position(s) Under Direct Supervision Nil. Position(s) Under Indirect Supervision Nil.

SHIRE OF KOJONUP – Page 2

VISION Kojonup is a smart region featuring a technologically advanced agricultural community, an

educational and historical destination and a healthy and enviable lifestyle.

OUR CORE VALUES Integrity

We will act in an honest, professional and accountable manner that maintains the community trust.

Care and Respect for People

We will treat people with respect in all of our interactions. We are committed to the safety and wellbeing of our community and employees and will show care and empathy when

addressing issues.

Responsible We are mindful of our role as custodian of the community’s assets, and will make decisions in a responsible manner. We will consider value for money in decision making and ensure

that our operations and systems promote efficiency and good governance.

Open and Reliable We will carry out our business in a transparent and approachable way, respecting diverse

views and valuing the input and contributions from the community. We will act consistently and communicate clearly.

SHIRE OF KOJONUP – Page 3

POSITION OBJECTIVES

Provide confidential administrative and secretarial support to the Chief Executive Officer, Executive Managers and Shire President;

Undertake Record keeping practices;

Preparation of Council Agenda and Minutes;

Coordinate advertising/media requirements; and

Provide support for other staff where required. KEY RESPONSIBILITIES Executive Support

Provide confidential administrative and secretarial support to the CEO and Shire President including management of diaries, appointments and engagements;

Liaise with Senior Managers, Town Planner and Councillors on behalf of CEO;

Provide relief support for the Records Officer during times of leave by undertaking day to day record keeping practices and during extended periods of leave, the monitoring of the council@kojonup.wa.gov.au email address;

Maintain Delegation Register and Common Seal Register;

Attend Senior Management Meetings in a minute taker capacity;

Support the CEO to perform governance and human resource management tasks for the organisation including the drafting of correspondence, preparation of templates/schedules, etc. as mutually agreed;

Preparation of Council Agenda, Minutes and Action Plan;

Preparation of Council Briefing Session Information Bulletins (including Agenda, information and updates for Council and reporting use of Delegations);

Undertake the setting up and ordering and collection of catering for Council events/functions particularly Council Meetings and Briefing Sessions;

Ensure Council fridge and other supplies in the Council kitchen are stocked at all times;

Edit and format Advisory Committee Agendas and Minutes as necessary for the CEO’s review and approval;

Uploads Agendas, Minutes and other important documents for Council and Senior Staff to Docs on Tap;

Coordinate advertising/media requirements as directed for the Kojonup News and format the Shire ENews;

Provide general maintenance for the Shire website and coordinate Facebook posts;

Coordinate (with a voluntary committee) the organisation of the annual Staff & Councillor Christmas Party;

Coordinate the Melbourne Cup Luncheon;

Advise the public of office closures by advertising, notices on notice board and updating the answering machine as required;

Organise gifts for Staff and Councillors in times of the death of family, birth of a baby, retirement or resignation;

Assist with providing relief for general office duties;

SHIRE OF KOJONUP – Page 4

Provide document formatting support (to a professional degree) for Senior Management; and

Liaise with other staff for the provision of secretarial functions as needed. Risk Management Responsibilities It is an employee’s responsibility to conform to the duty of care requirements ensuring their own safety and that of others through the prevention of any adverse acts or omissions. An employee should comply with the Shire’s Risk Management practices which are explained via the following sources:

Section 20 – Occupational Safety and Health Act 1984

Risk Management Plan

Code of Conduct

Employee Manual

Policy Manual Information & Communications Technology Responsibilities

Provide IT relief support in the event that the ICT Officer (usually the Finance Officer or Manager Corporate Services & Assets) is not available; and

Shire equipment and/or facilities (including email and internet) are not to be used for private purposes without the prior approval of a Senior Manager.

Risk Management Responsibilities It is an employee’s responsibility to conform to the duty of care requirements ensuring their own safety and that of others through the prevention of any adverse acts or omissions. An employee should comply with the Shire’s Risk Management practices which are explained via the following sources:

Section 20 – Occupational Safety and Health Act 1984

Risk Management Plan

Code of Conduct

Employee Manual

Policy Manual Other Responsibilities

Attend Staff Meetings and Staff Training Sessions. ORGANISATIONAL RELATIONSHIPS Internal Liaisons: Senior Management, other staff, elected members of Council. External Liaisons: Suppliers and service providers, general public, visitors, external staff,

government agencies, Southern Link VROC Partners and other local governments.

SHIRE OF KOJONUP – Page 5

PERFORMANCE/ACCOUNTABILITY Quality of:

Overall work

Contribution to the organisation

Communication with staff, Senior Management team, Councillors and external customers.

Promotion of the image of the Shire of Kojonup. Compliance with:

Shire of Kojonup objectives, policies and procedures

Position objectives

Timeframes

Occupational health and safety requirements

Risk management policy and procedures

Personal development activities in accordance with the principles of continuous improvement.

The Chief Executive Officer will determine dynamic performance indicators that apply for the first year and/or parameters for setting dynamic performance indicators. AUTHORITY & SUPERVISION Degree of Supervision Received Works with limited authority, within established guidelines, policies and procedures. Degree of Supervision Provided by this Position Nil. Extent of Authority 1. Such authority as is specified by the Local Government Act 1995 and other applicable

legislation. SELECTION CRITERIA Essential • Highly developed verbal and written communication skills; • Highly developed typing and keyboard skills; • Developed numeracy skills; • At least 3 years office experience with exposure to secretarial duties at a management

level; • Knowledge/practical application skills of communications and marketing strategies for

the purpose of promoting the Shire of Kojonup through various media channels, particularly the Shire ENews and Facebook page;

• Well-developed time management and organisation skills;

SHIRE OF KOJONUP – Page 6

• Well-developed public relation skills; • High level of experience working with the latest Microsoft Word processing packages; • Hold a current "C" Class Drivers Licence; and • Police clearance. Desirable • Working knowledge of other Microsoft Office programs, Acrobat Reader and Synergy

Soft in a local area computer network environment; • Working knowledge of Council's organisational structure and function including an

understanding of Local Government procedures; • Developed knowledge of local community services, facilities and infrastructure; and • Understanding of Equal Opportunity and Occupational Health & Safety requirements.

SIGNATURES OF ACCEPTANCE The details contained in this document are an accurate statement of duties, responsibilities and other requirements of the position. Chief Executive Officer

Signature: ___________________________

Date: _______________________________ As the applicant, I have noted the statement of duties, responsibilities and other requirements of the position as outlined in this document.

Name: _____________________________ Signature: ___________________________

Date: ______________________________ Date Appointed: ______________________