Modern, dynamic and contemporary working environment
Three Year Opportunity (Level 5)
Six weeks annual leave
About Palmerston
Palmerston is a young, vibrant city with a fast-growing future. Located 20 km from the Territory’s capital Darwin, Palmerston is a diverse community with many young people and families, Defence personnel and seniors all calling the city home. The CBD is a growing hub for local businesses and provides a range of services and meeting places for the community. Palmerston boasts approximately 40,000 residents and is currently undergoing a significant period of infrastructure growth and development. With a strategic plan in place for the region’s future growth, City of Palmerston continues to be the Territory’s fastest growing city and holds the vision of creating ‘A Place for People’.
About the Opportunity
This position is located within the fast-paced environment of the Office of the CEO and reports directly to the CEO. The position provides matrixed leadership responsibility to a team of Executive Assistants and administration support staff. It requires a person who is experienced, calm, flexible, well organised, and able to work under pressure and is available after hours as required.
The Executive Assistant Chief Executive Officer provides the CEO with a broad range of executive, secretarial and administrative support, in a dynamic and often politically sensitive environment. You will promote Council's corporate image andtake decisive action to facilitate the optimal use of the CEO’s time, to support the achievement of Council’s Community Plan outcomes. You will be required to take a dynamic approach to administration, ensuring high quality, accurate and timely delivery of all facets of your work.
Key responsibilities include, but, not limited to:
Always ensure a professional and efficient approach to the management of services to the CEO.
Provide high level secretarial and administrative support including scheduling meetings and appointments, processing all correspondence, maintaining records, making travel arrangements, initiating follow-up action to ensure deadlines are met, handling telephone enquiries and visitors, and compiling and distributing meeting papers.
Act as the primary contact point ensuring an effective liaison between the Elected Members, Executive Leadership Team, the community, and the wider organisation.
Carry out projects, research issues and provide other assistance to the CEO and the Executive Unit. Ensure that the CEO is prepared with all relevant and required documentation prior to attending appointments.
Prepare and review high level communication and reports ensuring timeliness and accuracy, whilst monitoring follow up actions.
Work with appropriate staff to coordinate, draft and brief on responses to enquiries.
Assist with the research, collation and presentation of information including financial reports.
Display a high degree of discretion, confidentiality, initiative, and adaptability while prioritising multiple tasks.
Liaise effectively and discreetly with all levels of staff within the department, external agencies, outside organisations and Ministers’ offices.
What Council is looking for:
Proven effective administrative and secretarial skills at the executive level, including attention to detail and the ability to be discreet, maintain a high level of confidentiality, think strategically and discern sensitive issues.
Comprehensive knowledge at the executive level of administrative procedures, guidelines, practices, policies, and activities applicable to an office and/or local government environment.
Demonstrated high level of effective interpersonal, oral, and written communication skills with an ability to interact effectively with people from diverse cultures.
Demonstrated initiative including an ability to anticipate, work under pressure, independently to complete competing tasks within required timeframes.
Enhanced organisational skills and ability to multi-task and prioritise conflicting deadlines.
Proven ability to efficiently and accurately utilise various computer programs to produce reports, correspondence, and presentations.
Demonstrated ability to manage and present information with high attention to detail, accuracy and confidentiality and discern sensitive issues.
Understanding of and ability to support the functions, responsibilities, and vision of the organisation.
Experience in arranging and minuting meetings and functions.
Professional and empathetic nature.
Ability to analysis information as requested, demonstrating resourcefulness and the ability to work autonomously.
Ability to supervise, mentor and develop positive and high performing teams, as well as be part of a team and work cooperatively with senior management, staff members and peers to achieve the Council’s objectives.
The ability and proven experience to build strong relationships with internal and external stakeholders
To view a copy of the position description and to 'Apply' please see below
Applications Close: 9am Monday 25 January 2020
About the Benefits
This position is full-time, three year opportunity that is paid at Level 5 ($80,601 - $83,120 + Super). Council offers six weeks annual leave and a wide range of attractive employee benefits. Furthermore, City of Palmerston provides a team-oriented work environment and fosters a culture of continuous improvement and professional development.
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Privacy Policy
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Privacy and Integrity Statement
Introduction
The following statement is important and should be read carefully. This statement summarises how City of Palmerston collects, uses and manages personal information when carrying out recruitment activities. It also outlines the existence of various pre-employment checks that City of Palmerston conducts to ensure that information provided by applicants is true, accurate and complete.
This statement is in addition to, and should be read in conjunction with the City of Palmerston Privacy Policy.
Council is committed to full compliance with its obligations under the Northern Territory Information Act (The Act). In particular, City of Palmerston will comply with the Information Privacy Principles contained in the Act.
Collection
City of Palmerston collects personal information from you in relation to current or future employment opportunities with our organisation. Your personal information can be collected at any stage of our recruitment process.
City of Palmerston use Subscribe-HR as its recruitment system provider.
Use
City of Palmerston will use the personal information you provide to assess your suitability for current or future employment opportunities with us. Your details will be stored in our database of candidates where they may be accessed in the future if your qualifications, skills or experience match a potential vacancy.
Your personal details may be disclosed to people within City of Palmerston, to referees nominated by you, to your former employers and to any organisations that City of Palmerston engages to assist us with our recruitment process.
Application
We provide all applicants with the ability to create an individual profile (My Profile) based on areas such as Experience, Education and Qualifications, Licences and References. This profile only needs to be set-up once. Please ensure that your Profile is completely entered and up-to-date so that your application can be ranked appropriately, according to your attributes and experience.
Incomplete data
If you do not provide all of the personal information that we request then we may be unable to communicate with you, process your application or offer you employment.
Access
At any time you can access your account on the City of Palmerston recruitment web site to update your personal information and your resume, to ensure that the information we hold is complete, accurate and up-to-date.
Security
We take significant measures to protect the database from access by unauthorised people. It is your responsibility to ensure that you keep your login details secure to prevent unauthorised access to your account.
Storage and Removal
Unless instructed otherwise we generally will keep the data provided for up to six years from the time the data was last provided or updated. However, you may remove your personal information from our database at any time by closing your account, or by instructing us to remove it.
Integrity
The integrity of City of Palmerston is of fundamental importance to our people and the communities in which we operate. To protect our integrity City of Palmerston carries out a number of pre-employment checks as part of our recruitment process. These checks may include some or all of the following:
Reference checks with previous employers
Employment history verification
Federal police criminal record
Educational qualifications
Memberships of professional associations
Entitlement to work
Identity check
ASIC search
The information produced by these checks may lead us to discontinue your application for a current or future employment vacancy.
Complaint
If you are unhappy with Council’s handling of your personal information, you may make a complaint to Council’s Privacy Officer (Director Corporate and Community Services) on 08 8935 9922. Your complaint will be investigated within five business days and a written response will be provided. Alternatively, you may make a complaint to the Northern Territory Information Commissioner (although the Commissioner may decline to hear the complaint if you have not first made a complaint to the City of Palmerston).
Further Information
If you have any queries about this Privacy and Integrity Statement, please contact Council’s Director of Organisational Services on 08 8935 9922 or write to the Director Organisational Services, PO Box 1, Palmerston NT 0831.
The Northern Territory Information Act, including the Information Privacy Principles, can be viewed in full at the Office of the Information Commissioner website http://privacy.nt.gov.au
Consent
I have read and understand the Privacy and Integrity Statement of City of Palmerston and the City of Palmerston Privacy Policy.
I confirm that all the information that I have provided as part of my application for employment with City of Palmerston is true, accurate and complete. I accept that any false, misleading, inaccurate or incomplete information that I provide may lead to my application for employment being rejected, or to an offer of employment being withdrawn or to my dismissal from employment with City of Palmerston.
Do you agree to the terms of the privacy statement?