Ku-ring-gai Council

Position Description

Position Title: Administration Officer CONTACTS

Key Contacts Within Department
Position Number: PP0298 • Administration Systems Coordinator
• Senior Administration Officer
Purpose of Position This position is required to provide professional • Administration Team
administrative support to the Development & Regulation • Team Leaders
Department, working as part of a centralised team • Manager Development Assessment Services
• Manager Compliance and Regulation
Grade of Position: Band 3 • Director Development and Regulation

May be responsible for supervising staff in operational duties

or for work requiring the application of trades, administrative Key Contacts in Other Departments`
or technical skills. • Customer Service Team
• IT Department
Hours of Work: 35 hours per week • Accounts Department
• Depot Services
Department: Development and Regulation Key Contacts Outside Council
• Members of the general public
Section: Administrative Support
Budget Allocation: N/A

Position Reports to: Administration Systems Coordinator

EMPLOYEE DECLARATION
Number Supervised: Nil
I will comply with the requirements of this Position Description.
Director Development and Regulation
Approved by: Name: ………………………………………………..
April 2021

Signature:

……………………………………………….. Date: …………………………

Administration Officer 818 Pacific Highway Gordon | Locked Bag 1006 Gordon NSW 2072 | T (02) 9424 0000 | E [email protected] | www.krg.nsw.gov.au
Ku-ring-gai Council

Position Description
GENERIC OUTPUTS OF POSITION • Perform as a Team Member
- Productively contribute to the outcomes of work teams
- Work cooperatively with team members and supervisor
• Comply with WHS Legislation, Policies and Procedures - Maintain an attendance record that contributes positively to team
- Maintain a high standard of housekeeping and a safe work area productivity
- Identify and report all Hazards for your area - Carry out allocated tasks to standards required
- Wear required Personal Protective Equipment (PPE) - Use good judgement and problem solving skills
- Participate in the development and review of Risk Assessments - Obey all lawful instructions
- Adhere to control measures and safe systems of work - Attend and positively contribute to team meetings
- Report all Incidents and near misses - Work cooperatively to achieve Work Plan timeframes and measures
- Meet reporting timeframes - Regularly review with supervisor own performance against required
- Comply with the Return to Work Program outcomes
- Complete an annual performance assessment and Work Plan
• Comply with EEO and Anti-discrimination Legislation, Policies &
Procedures • Complete required learning and development programs
- Act to prevent workplace harassment, discrimination and bullying - Learn and share knowledge
- Report known incidents of workplace harassment, discrimination and - Complete induction/re-induction program
bullying - Complete job-specific training programs
- Complete relevant legislative-based training
- Apply learning, knowledge and skills to enhance team performance
• Comply with Council’s Code of Conduct and Values
- Comply with Council’s Statement of Business Ethics
- Behave ethically and transparently • Comply with Council’s Customer Service Policy and Standards
- Contribute towards the achievement of Council’s strategic plans - Be accessible and provide customers with clear and accurate
- Lead by example information
- Support sustainable programs and activities - Deliver timely, punctual and reliable service to customers
- Learn and comply with Council’s strategies, policies and procedures - Communicate with customers in a professional and courteous
- Act with care for the local environment and community manner
- Take responsibility for your actions - Maintain a good flow of communication with customers
- Care for Council’s people, assets and finances - Manage customer enquiries, records and complaints
- Use and maintain Council’s corporate systems - Complete all paperwork and on-line recording within required time
limits
- Maintain a high standard of personal grooming and hygiene
• Comply with Document Storage Legislation and Procedures
- Store and maintain corporate records in Council’s electronic
document records management system in accordance with relevant • Maintain Workplace Security
standards, procedures and the State Records Act - Adhere to procedures for accessing and securing premises, keys,
plant, vehicles, equipment, information and cash

Administration Officer 818 Pacific Highway Gordon | Locked Bag 1006 Gordon NSW 2072 | T (02) 9424 0000 | E [email protected] | www.krg.nsw.gov.au
Ku-ring-gai Council

Position Description
ESSENTIAL CRITERIA TO BE ADDRESSED IN YOUR APPLICATION

1. Required Qualifications/Certificates
• Certificate qualification in administration/office procedure or relevant work
experience.

2. Required Experience
• Demonstrated experience in general office environment including well developed
skills in numeracy, spelling, PC and accuracy attributes
• Demonstrated quality customer service

3. Required Skills
• High level of written and verbal communication skills and ability to deal with people
at all levels
• A minimum typing speed of 50wpm
• Well rounded MS Office skills specifically including Word and Excel
• Well-developed time management skills
• Analytical and problem solving skills
• Ability to work independently and as part of a team

Administration Officer 818 Pacific Highway Gordon | Locked Bag 1006 Gordon NSW 2072 | T (02) 9424 0000 | E [email protected] | www.krg.nsw.gov.au
Ku-ring-gai Council

Position Description
OPERATIONAL OUTPUTS OF PERSON IN POSITION

• Answer incoming department telephone calls and action as appropriate

• Provide assistance to both internal (staff) and external (residents) clients.
• Prepare appropriate responses to written correspondence accurately and in
accordance with KMC standards and procedures
• Prepare referrals to technical officers and other departments and authorities
• Monitor workflows of technical officers and other departments and authorities
• Update department tracking systems including data entry of inspection results,
service of orders, issue of certificates and other information as may be
required
• Undertake searches including document, information and site history
• Stamping and collating of approved plans and other documents
• Maintain statistical information
• Processing of team purchase orders and reconciliation of same
• Assist/provide training of other members of staff as and when required.
• Maintain departmental filing system
• General Administration functions for team such as photocopying, printing, set
agendas, record meeting minutes and faxing
• Learn new technologies as appropriate
• Maintain and update as required, general administrative forms, templates and
development application related brochures
• Carry out such other tasks and responsibilities as may be assigned which
would be based on the changing needs of the organisation consistent with the
employee’s skill and abilities, which will include multi-skilling in administrative
colleagues tasks

Administration Officer 818 Pacific Highway Gordon | Locked Bag 1006 Gordon NSW 2072 | T (02) 9424 0000 | E [email protected] | www.krg.nsw.gov.au