Title:Councillor Support Officer

Classification:Band 6

Department:Governance

Division:Corporate Services

Reports to:Manager Governance

Enquiries:Holly De Kretser, Manager Governance, 9705 5200

  1. Position Purpose

»Undertake research and provide advice and support to Councillors in line with governance policies.

»Undertake activities to address the communication and information needs of Councillors in a professional and innovative manner.

  1. Key Responsibility Areas

»Build and maintain stakeholder relationships internally with Councillors and the management team, and externally with community leaders and local MPs.

»Coordinate Councillor requests across the organisation to ensure prompt and consistent responses.

»Coordinate diary and travel arrangements for Councillorsand briefCouncillors in advance of meetings in line with the Advocacy Framework.

»Prepare and coordinate speeches for Councillors in consultation with Communications.

»Coordinate the production and conferral of the Key to the City of Casey as directed by Council, and information packs and gifts for Councillor visits to conferences, Sister Cities etc.

»Facilitate Councillor Ward Forums as required by policy.

»Monitor the external environment as it relates to Council and keep Councillors informed of matters of strategic and political importance.

»Attend Council meetings and pre- council meetings as approved by the Manager Governance. The meetings will almost always be outside of normal business hours.

»Monitor performance against objectives and manage project risks and issues.

»Consistently deliver projects on time, on budget and to the agreed standard.

»Through leadership and example promote Casey’s trademark behaviours: show respect, take responsibility, listen and respond, be positive, think things through.

  1. Occupational Health & Safety Responsibilities

»Take reasonable care for the health and safety of yourself and others in the workplace.

»Ensure hazards, incidents, near misses and injuries are reported immediately.

»Support activities taken by the organisation to comply with OH&S legislation.

»Ensure only authorised, adequately trained staff undertake assigned tasks.

»Develop new work procedures, as required, in consultation with relevant persons.

»Provide appropriate facilities for safe storage, handling and transport of work-related materials and equipment.

»Actively participate in the planning and execution of Return to Work plans for employees.

  1. Accountability and Extent of Authority

»The quality of work can have a significant effect on the public perception of the organisation. The employee is accountable for ensuring that the information provided to Councillors is complete, accurate and in the best interests of Council and Councillors.

»The employee:

  • may have formal input into policy development within their area of expertise and/or management
  • is committed to delivering high quality outcomes for customers and stakeholders
  • monitors customer and stakeholder satisfaction.
  1. Judgement and Decision Making

»The primary challenge will be intellectual and will typically require the identification and analysis of an unspecified range of options before a recommendation can be made.

»The position is essentially problem solving in nature. The nature of the work is specialised with methods, procedures and processes generally developed from theory or precedent. The problem solving process comes from the application of these established techniques to new situations, and the need to recognise when these established techniques are not appropriate.

»The work will involve improving and/or developing methods and techniques generally based on previous experience.

»Problem solving involves implementing solutions, evaluating effectiveness and adjusting actions as required.

»Guidance and advice are not always available within the organisation.

»The employee:

  • Maintains positive behaviour amongst uncertainty and stress; and
  • Embraces variety, change and challenges.
  1. Management Skills

»Manage time, set priorities and plan and organise work to achieve objectives in the most efficient way possible, within the resources available and within a set timetable despite conflicting pressures.

»Utilise stakeholder management skills to achieve the best and most efficient outcome for the organisation.

»Adaptbehaviour to new situations, be resilient and maintain stable performance when under pressure or opposition.

»Improve processes and systems using digital tools to influence positive outcomes.

»Where the job involves management of employees, understand and be able to implement personnel practices including those related to equal employment opportunity, occupational health and safety and training and development.

  1. Interpersonal Skills

»Requires diplomacy, the ability to project a professional image, anddiscretion.

»Gain co-operation and assistance from clients, the public and other employees and, where appropriate, supervise other employees.

»Communicate effectively with stakeholders when implementing new ideas.

»Liaise with counterparts in other organisations to discuss specialist matters and with other employees to resolve intra-organisational problems.

  1. Specialist Skills and Knowledge

»Awareness of economic and political trends that may affect Council and understanding of advocacy and processes for communication at all levels (local, state and federal).

»Ability to write speeches and prepare publications.

»Understanding of the long term goals of the department and of the relevant policies of both the department and the wider organisation.

»Ability to use the available digital tools to an excellent level.

  1. Inherent Physical Requirements

»Use a computer

»Communicate clearly

  1. Qualifications and Experience

»Completion of tertiary qualification in communication/journalism, or a related discipline, or significant relevant experience.

»Proven experience in a political environment.

  1. Key Selection Criteria

»Proven experience relevant to the role.

»Understanding of working in an agile and collaborative working environment.

»Demonstrated high level stakeholder management skills.

  1. Conditions of Employment

»Conditions of employment are as per the City of Casey Enterprise Agreement, Casey’s policies and procedures and the letter of offer.

»Hours - The position is full-time worked on a 19-day/4-weeks arrangement.

»Health Declaration - The preferred applicant is required to complete a Health Declaration form and return it to the Occupational Health and Safety Co-ordinator prior to commencement.

»Transport – Employees must use Council vehicles for work-related travel whenever practical to do so. If employees use privately-owned vehicles for work-related travel Council recommends the vehicle be comprehensively insured and the insurance company notified that the vehicle is being used for work-related travel. If an employee using a privately owned, comprehensively insured vehicle for work-related travel is involved in an accident they may be eligible for reimbursement of the insurance excess. Vehicles not comprehensively insured will not be eligible for reimbursement.

»Sick Leave - A medical certificate may be required for any absence and must be provided for sick leave exceeding three working days or absence on the working day before or after a rostered day off, annual leave or public holiday.

»Multiskilling - Employees may be directed to carry out any duties consistent with theirskills, competence and training provided the duties do not result in de-skilling them.

»Risk Management – Employees must comply with risk management policy and procedures.

»Employment Status - The successful applicant must provide proof of permission to work in Australiaprior to commencement.

»Probation Period - In accordance with Federal Government legislation, a six month Probation Period applies.

  1. How to Apply

»Applicants must address the Key Selection Criteria.

»Applications to be submitted through the Casey website at (preferred), or email to in Word format.

»Applications are dealt with in the strictest confidence. Details contained in your application will not be conveyed to any person not directly connected with processing your application without your express permission.

»Following the close date, short-listed candidates will be contacted by telephone. The remaining candidates will be notified via email if their application has been unsuccessful.