Position Description & Selection Criteria

Application Guide

Thank you for your interest in applying for a position with Cessnock City Council. Cessnock City Council is an Equal Employment Opportunity (EEO) employer and applies ‘Merit Based Selection Techniques’ to ensure that the best person for the position is selected. Please read this information carefully as it will help you to understand Cessnock City Council's selection process and how to prepare your application.

Council will treat your application and the information you have provided in the strictest confidence with only those staff involved in the recruitment process accessing the application information.

POSITION DESCRIPTION & SELECTION CRITERIA

A position description for the vacancy is attached in the position package. The position description details the primary purpose of the position and its key accountabilities. Developed from the position requirements is selection criteria based on essential and desirable criteria. The selection criteria details the key qualifications, training, experience, skills, abilities and knowledge required to successfully undertake the position.

Merit Based Selection principles mean council can only progress the applicants who meet all essential criteria to the required level. This means that although you provide an appropriate response to majority of the criteria, if you do not meet one of the essential criteria to the required level, council will be unable to progress your application. Where a recruitment is highly competitive, Council may also require an applicant to meet all highly desirable criteria to the expected level.

APPLICATIONS

It is important that you provide sufficient detail to enable the panel to assess your initial suitability against the criteria and relative to other applicants. Write your application so that the panel can understand how your qualifications, training, experience, skills, abilities and knowledge relate to the selection criteria.

Your application should include;

Cessnock City Council Application Form(Required)

Please ensure you complete all the information required on the form, including a contact phone number which is best for you to be contacted through the day as applicants shortlisted for interview are contacted by phone.

Council requires at least two recent referees who can comment on your work performance and work history.Your referees must be people who have supervised your work.In submitting this application you are providing authority for Council to contact your referees.In cases where you do not want your current employer to be aware of your application and cannot provide a current supervisors name, please make a note of this on your application form.In certain circumstances Council may require a current supervisor as a referee, however, contact will be made with you if this is required.

Resume(Required)

Your resume should include a summary of your employment history, detailing where you have worked, the positions held, period of employment and brief details about the duties performed.

Your resume should also include a summary of your education, training, qualifications and certificates relevant to the position.

Selection Criteria response(Required)

It is essential that you address the selection criteria for the position you are applying for. You can use Council’s Section Criteria Response Form to address the selection criteria or you may elect to draft you own document that addresses each criteria.

You should address each of the essential and highly desirable criteria listed in the position description in a concise manner and ensure that you provide adequate information to demonstrate how you meet the criteria.When providing your response to the selection criteria ensure that you provide a statement to demonstrate how you meet the criterion and also provide example/s of your experience and/or skills.

Please provide copies only of the qualifications you have mentioned in your application. Council will require to sight, and in some cases, copy the originals of certificates or academic transcripts if applicants progress to the later stages of the recruitment process.

Covering Letter (optional)

You may provide a covering letter to briefly introduce yourself. Details may include a brief overview of your work history and the reason that our position is attractive to you.

You are welcome to submit any other relevant information that is not covered in your application and to include copies of training certificates, qualifications etc. to support your application. Please ensure you do not send originals of certificates and qualificationsas Council will retain all information submitted as part of your application.

How to submit your application

You can submit your application electronically to . Please ensure that you include the Position Name and Vacancy Number in the subject line.

Alternatively you may post you application to;

General Manager
Cessnock City Council
P O Box 152
CESSNOCK 2325

Please ensure that your application is marked “Job Application – Private and Confidential”.

SELECTION PROCESS

Council engages a recruitment panel consisting of 2-4 people to undertake the recruitment process. The panel will generally include the positions supervisor and a member of the Human Resources team, as a minimum. It is the panel’s responsibility to assess each applicant’s submission to determine the successful candidate.

The most meritorious applicants will be contacted and invited to attend an interview and/or skills assessment, usually within four weeks of the advertised closing date.Applicants are asked a series of structured questions which focus on the requirements of the position.The interview questions usually require applicants to provide specific examples of how they can demonstrate particular criteria in the work setting and may include situational or scenario based questions.

Shortlisted candidates may then be requested to undertake a pre-employment medical. Council will also conduct required checks and verify eligibility to work.

The preferred candidate will be offered employment with Cessnock City Council. All applicants who are unsuccessful will be notified of the outcome once the appointment has been finalised. Cessnock City Council encourages applicants to seek feedback on their application and interviews.

FURTHER INFORMATION

For further assistance please contact Council’s Human Resource Section on (02) 4993 4230.

Position Description

Position Details

Position Title: / Administration Support Officer
Position Number: / 2302
Group: / General Managers Unit / Unit:
Salary Grade: / 7 / Standard Position Hours: / 35 Hours /
Position Reports to: / Economic Development Manager
Staff Management: / Nil
Budget Responsibility: / Nil
Date Created: / 2 February 2015 / Date Last Reviewed: / 2 February 2015 /
Version: / 1
Document Number: / DOC2015/004442

Organisational Environment

Cessnock City Council employs approximately 280 employees and is responsible for a local government area of approximately 1,950 square kilometres within the Hunter Valley of New South Wales, approximately 120 kilometres north of Sydney and 40 kilometres west of Newcastle.
Cessnock City Council provides a diverse range of services and facilities for the residents and visitors of the local government area. Cessnock City Council comprises of 3 Directorates;

Works and Infrastructure
Planning and Environment
Corporate and Community Services

Organisational Context of Position

The General Managers unit manages services associated with Human Resources, Economic Development, Communications, Internal Audit and the Executive Office of the General Manager and the Mayor.
This position is responsible for providing high level administrative support to the General Managers Unit and the Economic Development team.

Workplace Health & Safety

The Responsibilities, Authorities and Accountabilities (RAA’s) applicable to this position is Choose an item.
For specific WHS Responsibilities, Authorities and Accountabilities applicable to this position, refer to the WSH RAA Handbook.
The person accepting this position is required to read and comply with the RAA’s applicable to this position.

Primary Objective

To provide a high quality, professional, and accurate executive administrative support to the General Managers Unit through the application of highly developed administrative skills.

Key Accountabilities

Provide high quality, professional, confidential and accurate administrative support to the General Managers Unit and Economic Development team.
Ensure all Council documents are registered in Council’s Electronic Document Management System.
General administrative duties including;

Photocopying, printing, laminating and binding
Collecting and distributing incoming / outgoing daily mail
Monitoring and ordering of stationery and printing requirements
Filing
Data entry

Assist with the preparation of correspondence including: memos, letters, faxes, emails, presentations, agendas, minutes and reports.
Assist with coordination and booking of meetings, including room bookings and managing equipment requirements.
Assist with the coordination and booking of events and conferences including

Manage attendance and bookings of facilities
Conference attendance, travel and accommodation bookings as required
Attendees are invited/advised in a timely and accurate manner
Venue and catering are arranged as required

Provide high level customer service on behalf of Council with both internal and external customers.
Ensure expenditure is processed and reconciled in accordance with finance requirements and timeframes.
Relieve in the position of Executive Assistant in the General Managers Unit as required
Any other administration accountabilities or duties which are within the employee’s skill, knowledge and training.

Position Selection Criteria

Essential

Certificate III in Office Administration (or equivalent).
Minimum of 4 years experience in a similar role.
Demonstrated advanced skills and knowledge of Microsoft Office Suite and the use of electronic document management systems.
Highly developed organisational time management skills with experience in meeting deadlines, attention to detail and dealing with conflicting and varied demands.
Well developed written and verbal communications skills including the ability to communicate with a range of stakeholders, both internal and external.
Demonstrated research and analytical skills coupled with a strong ability to problem solve, negotiate and liaise with key stakeholders.
Proven ability to exercise initiative and judgement, to demonstrate self-sufficiency, flexibility and confidentiality.
Ability to adapt to change in the work environment due to technological development, changes in work procedures and organisational change.

Highly Desirable

Demonstrated experience in events coordination
Previous experience in Local Government

Page 1 – Application Package –Administration Support Officer - Cessnock City Council

Job Application Form

Vacancy Information
Position Name: / Administration Support Officer / Vacancy Number: / 2015/08
Personal Details
Title: / ☐Mr ☐Mrs ☐Miss ☐Ms ☐Dr ☐Other:Please Specify ______
Surname: / First Name:
Address
Street Address:
Suburb: / Postcode:
Contact Details
Home Phone: / Mobile Phone:
Email Address:
Other Information
Have you previously worked for Cessnock City Council? / ☐Yes ☐ No If Yes: please provide details of your cessation date
Are you legally entitled to work in Australia? / ☐Yes ☐ No Please Note: Proof of eligibility may be requested
Do you hold Australian Permanent Residency? / ☐ Yes ☐ No If No: please provide details of you visa status
Do you hold a valid Driver’s Licence? / ☐Yes ☐ No If Yes: please provide information below
Licence Class: / Licence Number:
Referees
Please provide details of at least two referees who may be contacted to verify your work history.
Referee checks may be conducted at any point throughout the recruitment process so please ensure your Referees are aware of your application.
If you are unable to provide current employment referees upon submission of this application, Council may seek these details from you, if required.
Employer Name / Contact Person / Position Held / Relationship to Applicant / Phone Number / Email Address
CURRENT EMPLOYEES ONLY
Please complete this section if you are currently employed by Cessnock City Council.
Current Employment Type: / ☐Permanent ☐ Temporary ☐ Casual
Current Position:
For eligible outdoor employees and positions, do you wish to retain your 43 hour week? / ☐Yes ☐ No ☐ Not applicable
Applicant declaration
☐ / I acknowledge that the information provided in this application, to the best of my knowledge, is true and accurate.
☐ / I understand that I am required to produce original qualifications or transcripts, proof of eligibility to work in Australia and all licenses required for the position. Verification of these documents maybe undertaken by Council.
☐ / I understand that Council’s recruitment is based on individual merit. The information provided in my application will be used throughout the recruitment process for this particular position and may be disclosed to other panel members involved in recruitment process or Council officers as required.
☐ / I understand that in order to progress through the recruitment process I must address and meet all essential criteria to the designated level and have attached the followinginformation
Resume
Selection Criteria Response Form OR Statement Addressing the Selection Criteria
☐ / I understand that if my application is successful and I commence employment with Cessnock City Council, I will be bound by and required to observe all policies and procedures as specified and stipulated by Council.
☐ / I understand that I must not release confidential information related to this recruitment process to any person not involved in the process.
☐ / I understand that in submitting this application I am giving authority for Council to contact my listed referees.
☐ / I understand that if any information given by me in this application is found to be false, or if I am found to have deliberately misrepresented or omitted any relevant information, Council may refuse to employ me, or if I am already employed may terminate my employment immediately and without notice or payment in lieu of notice.
Full Name:
Signature: / Date:

Applying for a position at Cessnock City Council

This form is mandatory if you wish to apply for a position at Cessnock City Council. Please Note: If you are applying for more than one position a separate application form is required for each position.
Please ensure you address the selection criteria outlined in the Position Description. You should concisely illustrate how you meet the criteria. You may elect to use the Selection Criteria Response Form which is available Council’s website, otherwise please prepare your own document addressing the criteria.
When providing your referee details please ensure you provide referees who have been your direct Manager / Supervisor.
Please do not provide originals of certificates and qualifications, as they will not be returned.
Your application must be received by the closing date. Applications may be submitted via;

Email /
Post / General Manager
Cessnock City Council
PO Box 152
CESSNOCK 2325

Note: Please ensure your application is marked as “Job Application – Private and Confidential”

Page 1 – Application Package –Administration Support Officer - Cessnock City Council

Selection Criteria Response Form

Please use this form to address the selection criteria for the position you are applying for.

Vacancy Information
Position Name: / Administration Support Officer / Vacancy Number: / 2015/08

Personal Details

Surname: / First Name:

Essential Criteria

Please explain how you meet each of theEssential Criteria for the position as stated in the job description. You must address and meet all essential criteria to progress through the recruitment process.

Certificate III in Office Administration (or equivalent).
Minimum of 4 years experience in a similar role.

Essential Criteria

Demonstrated advanced skills and knowledge of Microsoft Office Suite and the use of electronic document management systems.
Highly developed organisational time management skills with experience in meeting deadlines, attention to detail and dealing with conflicting and varied demands.
Well developed written and verbal communications skills including the ability to communicate with a range of stakeholders, both internal and external.

Essential Criteria

Demonstrated research and analytical skills coupled with a strong ability to problem solve, negotiate and liaise with key stakeholders.
Proven ability to exercise initiative and judgement, to demonstrate self-sufficiency, flexibility and confidentiality.
Ability to adapt to change in the work environment due to technological development, changes in work procedures and organisational change.

Highly Desirable Criteria

Please explain how you meet each of theHighly Desirable Criteriafor the position as stated in the job description.

Demonstrated experience in events coordination
Previous experience in Local Government

Applicant declaration

☐

/ I acknowledge that the information provided in this application, to the best of my knowledge, is true and accurate.

☐

/ I understand the information provided in this form will be used throughout the recruitment process for this particular position and may be disclosed to other panel members involved in recruitment process or Council officersas required.

☐

/ I understand that if any information given by me in this application is found to be false, or if I am found to have deliberately misrepresented or omitted any relevant information, Council may refuse to employ me, or if I am already employed may terminate my employment immediately and without notice or payment in lieu of notice.

Full Name:

Signature:

Date:

Page 1 – Application Package –Administration Support Officer - Cessnock City Council