RECRUITMENT INFORMATION PACKAGE

Support Officer Regulatory Services

For further information contact: Linda McNab

Human Resources Coordinator Phone: (08) 9339 9339

or email: lmcnab@eastfremantle.wa.gov.au

Closing Date for Applications: COB Monday 13 November 2017

Town of East Fremantle – Recruitment Information Package

Information Package: Support Officer Regulatory Services

Table of Contents

• Advertisement ................................................................................................... 1

• Organisation Structure ...................................................................................... 2

• Conditions of employment ................................................................................. 4

• Other benefits of working at Town of East Fremantle ........................................ 4

• Information on the Town of East Fremantle ...................................................... 5

• Strategic Community Plan 2015-2025 ............................................................... 5

• Application Process ........................................................................................... 6

1.1 Required Documents ........................................................................................... 6

1.2 Referees .............................................................................................................. 7

1.3 Formal qualifications ............................................................................................ 7

1.4 Closing date ........................................................................................................ 7

1.5 Selection for interview .......................................................................................... 7

1.6 During the interview ............................................................................................. 7

1.7 Additional Assessments ....................................................................................... 8

1.8 Interview Outcomes ............................................................................................. 8

1.9 Submitting your application .................................................................................. 8

1.10 Position Description...............................................

Information Package: Support Officer Regulatory Services

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Advertisement

Support Officer Regulatory Services

Salary: $50,000 - $60,000 per annum Full time

The Town is seeking an experienced, enthusiastic person to fill this permanent position.

Duties will include provide secretarial and administrative support to Planning and Building Services, including preparation and distribution of monthly agendas for relevant committees, assistant members of the public with telephone or counter queries related to town planning and building, and assisting the Planning and Building Services section in liaising with and servicing other departments within the Council.

Reporting to the Executive Manager Regulatory Services you will have a minimum 2 years’ experience in a related working environment.

The Town of East Fremantle is committed to developing an equitable and diverse workforce and encourage people with culturally diverse backgrounds; people of all ages; and Aboriginal and Torres Strait Islander people who can demonstrate the skills and experience to undertake this role to apply.

Applications close Friday, 13 November 2017 and must address the selection criteria; be marked ‘Confidential’; and addressed to the Chief Executive Officer, Town of East Fremantle, PO Box 1097, Fremantle WA 6959 or emailed to recruitment@eastfremantle.wa.gov.au.

For further information please contact Linda McNab, Human Resources Coordinator by email lmcnab@eastfremantle.wa.gov.au or telephone 9339 9339.

Gary Tuffin Chief Executive Officer

Information Package: Support Officer Regulatory Services

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Organisation Structure

Information Package: Support Officer Regulatory Services

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Business Unit Overview

Chief Executive Office: responsible for leadership and development; governance and compliance; strategic planning; inter government relations; Member services and Member / staff relations; regional relations; human resources; freedom of information; corporate communication; Public Interest Disclosures; and external complaints.

Corporate and Community Services: responsible for administration; financial and rate services; insurances; records management; library services; information and communication technology; economic and community services (including aged and youth); property management; public interest disclosure; and tendering compliance.

Regulatory Services: responsible for planning services; environmental health services; building services; emergency services; ranger services; and cleaning.

Operations Services: responsible for asset management; road and footpath construction and maintenance; parks and gardens (including reserves); building maintenance; landfill / waste management; and fleet management.

Currently the Town employs forty three (43) fulltime and part time employees and thirteen (13) casual staff (just over 39.5 FTEs).

Home and Community Care Services (HACC) is the only Service that employs casual staff and volunteers.

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Conditions of employment

• This is a permanent, full time position.

• Council will contribute 9.5% compulsory superannuation and you will be eligible to enter into Council’s contributory scheme (entitles you to a further $ for $ contributions up to 5.0% of salary), depending on conditions.

• Working Hours – 38 hours, 5 days, 8.30am – 5.00pm, rostered day off one day a

fortnight.

• Annual Leave – four (4) weeks per annum, pro-rata.

• Training and personal development opportunities.

• Clothing allowance – in accordance with Council policy.

Other benefits of working at Town of East Fremantle

Employee Benefits: In addition to the salary range indicated above, the Town offers an extensive range of benefits which includes:

• Flexible working hours for a work life balance;

• Parental Leave as per the National Employment Standards;

• Thirteen (13) weeks, pro-rata, paid long service leave after ten (10) years continuous service;

• Free parking; and

• Health and wellbeing program.

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Information on the Town of East Fremantle

The Town of East Fremantle was created in 1897, when it separated from the Fremantle Municipal Council. Bordering the Swan River, our Town has a strong cultural heritage and supports a large range of sporting clubs and community organisations.

The Council comprises the Mayor and eight (8) Councillors, providing representation for a resident population of approximately 7,750 and covering 3.2sq kilometres.

The Town’s administration centre is located at 135 Canning Highway East Fremantle and is being fully refurbished currently, and accommodates Finance and Administration, Town Planning and Building, Environmental Health and Community Services.

Currently the administrative staff have been split between two buildings whilst the office refurbishment occurs, Regulatory services are located in Dovenby House (at the rear of the Town Hall) and Corporate Service staff next door.

Tricolore Centre is home to the administration for our Neighbourhood Link Home and Community Care (HACC) services, and we have a Works and Services Department located at the depot in Allen Street which provides the services for street verges, parks, playing fields, roads and recreational reserves.

The Town has approximately 53 employees, with a total budget of approximately $15 million.

Strategic Community Plan 2017 - 2027

The Strategic Community Plan is a long-term planning document that sets out the community’s vision, aspirations for the future, and the key strategies we will need to focus on to achieve our aspirations.

It is part of our fulfilment of the Integrated Planning and Reporting (IPR) Framework. All local governments in Western Australia are required to implement IPR which enables robust decision-making.

A copy of the Plan can be found on our website http://www.eastfremantle.wa.gov.au

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Application Process

Selections will be based on which applicant demonstrates the highest merit for the position and on their past experience and ability to demonstrate that they can perform the duties in the advertised position.

1.1 Required Documents

Please provide the following documentation:

• Covering Letter

Please provide a covering letter with your application.

• Curriculum Vitae/Resume

This should provide personal details (e.g. name, address, telephone number) relevant work history, education, training courses attended, qualifications and professional memberships.

• Statement addressing the Selection Criteria

To apply, please submit a statement (in no more than 3 pages using 11 point font) that addresses all of the selection criteria. The statement should demonstrate that the applicant has the relevant skills, experience and suitability for the position in the context of the role statement. Selection Criteria can be found in the position description.

Please note – proforma and late applications cannot be accepted.

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1.2 Referees

You should include in your Resume the names and contact numbers of at least two (2) referees. These referees may be contacted to verify the information stated in your Resume. We prefer that your referees be a current manager / supervisor; however a manager / supervisor from a previous position may be used.

1.3 Formal qualifications

The position description addresses whether formal qualifications are a requirement. If required, photocopies of your qualification(s) or academic records of current studies should be attached to your application. Please do not submit originals.

1.4 Closing date

The closing date for an application is displayed in the advertisement. Applications received after the closing date will not be considered.

1.5 Selection for interview

A shortlist of applicants for interview will be chosen by a selection panel. These applicants will have successfully demonstrated that they meet the requirements for the position. Shortlisting may take up to two weeks after the closing date.

If your application is shortlisted, you will be invited for an interview. All interview questions will be based on the selection criteria for the position and in most cases, will be given to you shortly before the interview.

Unsuccessful applicants at this stage will be notified in writing. If you do not receive any correspondence from the Town of East Fremantle within four (4) weeks of the closing date, please assume that your application was unsuccessful in this instance.

1.6 During the interview

Applicants with special requirements, such as wheelchair access, are requested to inform the officer when asked to attend for an interview.

Each interview will be conducted by an interview panel and each applicant will be assessed in the same manner. The aim is to obtain examples of past situations that actually occurred, how the situation was handled and the outcome of the action taken. During the interview, panel members will take notes and assess your answers to questions.

Do not assume that each panel member knows your suitability for the role, even though you may have worked with them, or have previous experience in the position you have applied for.

Should you not understand a question asked during the interview please seek clarification prior to providing a reply. Feel free to ask questions of the panel relevant to the position and the organisation, as the interview is a two-way communication process.

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1.7 Additional Assessments

Preferred applicants may be required to undertake a pre-employment medical to determine the applicant’s suitability to carry out the inherent requirements of the position description.

The preferred applicant will also be required to provide a current Police clearance (the cost of such will be reimbursed).

In some instances a second informal interview may be required.

1.8 Interview Outcomes

All shortlisted candidates will be contacted within seven (7) working days of the interview.

The successful candidate will be offered the position verbally from the panel Chairperson or the Human Resources Coordinator while unsuccessful candidates will be notified in writing.

If requested, the panel Chairperson will provide feedback to unsuccessful applicants who received an interview, indicating the reasons why their application was not successful.

1.9 Submitting your application

Applicants are requested to forward their application one of the following ways:

Delivered by hand, addressed to:

or by post and should be addressed to:

or via email – please save in Word or PDF

Gary Tuffin Chief Executive Officer Town Hall, 135 Canning Highway EAST FREMANTLE WA 6158

Gary Tuffin Chief Executive Officer PO Box 1097 FREMANTLE WA 6959

Gary Tuffin Chief Executive Officer Town of East Fremantle recruitment@eastfremantle.wa.gov.au

HR PD - REG 11 – Support Officer RegulatoryServices

Position identification Position number REG11

Classification Level 7 Plus above award

Position title Support Officer Regulatory Services

Directorate Regulatory Services

Business unit Planning and Building

Service area Planning and Building

Location Town Hall

Agreement Local Government Industry Award 2010

Status Permanent

FTE 100% Hours p/week Maximum 38hrs

Position created 2017 Last review 2017

Corporate Key Performance areas outlined in:

• Strategic Community Plan • Corporate Business plan • Performance appraisal action plan

Reporting relationship

Executive Manager Regulatory Services

Support Officer Planning and Building Services

Primary objectives of the position:

Provide administrative support to Planning and Building Services. Operate the electronic document management system on behalf of the Manager Planning

Services. Provide high-level administration support in the preparation and distribution of monthly

agendas for relevant committees. Assist members of the public with telephone or counter queries related to town planning

and building. Assist the Planning and Building Services section in liaising with and servicing other

departments within the Council.

Competencies

Customer Service Job Knowledge Work habits Self-management Communication

Initiative Interpersonal skills Quality of work Professionalism Teamwork

Duties

• Registration of planning and building applications. • Assist with the administrative requirements for both the Community Design Advisory

Committee and Development Control Unit in relation to agenda preparation, minutes and relative correspondence.

• Assist with the preparation and compilation of the Town Planning agenda and minutes. • Assist in the preparation of correspondence following Council meetings. • General office duties such as filing, timesheets, office equipment maintenance etc. • Respond to counter and telephone enquiries relating to planning and building applications

and either direct those enquiries to the relevant officer for a response, or in the case of more minor matters and where possible, deal with the enquiry.

• Assist in responding to correspondence in a timely manner. • Provide database development and maintenance. • Assist with Council mail outs. • Assist with community consultation and participation processes (e.g. mail outs,

organizing, customer/stakeholder enquiries and collation of data). • Completing data entry and assist with preparing Officer’s reports. • Continuous documenting and improving the unit’s administration procedures. • Archive search and duplication of plans. • Maintenance of a safe workplace for self and others. • Perform other duties as directed when appropriate to the scope and level of this position

Selection Criteria (skills, knowledge and experience)

Essential

• Excellent administration, organisational and time management skills. • Excellent interpersonal and customer liaison skills. • Excellent written and verbal communication skills. • Ability to work independently without supervision whilst operating well as part of a team

environment. • Proven ability to prioritise important issues.

High level of attention to detail. Database development and maintenance skills. • Minimum 2 years’ experience in a related working environment. Desirable • Experience of working in a Local Government. • Understanding of the Local Government Act 1997. • Previous exposure to financial management. • Working knowledge of agenda, minute and correspondence procedures. • Working knowledge of local government, town planning and building functions.

Other specific details of the position

Extent of authority This position operates under broad direction but within limits of Town policy and relevant legislative constraints.

Position has purchasing authority in line with procedure No

1. The details contained in this document are an accurate statement of the duties, responsibilities and other requirements of the job.

2. As position holder I have noted the statement of duties, responsibilities and other requirements as detailed in this document.

Manager’s signature Date

Position holder’s signature Date

Certification