POSITION

DESCRIPTION
POSITION TITLE: COMMUNITY FACILITIES ADMINISTRATION OFFICER

POSITION NO.: 201492, 201493, 201494, 201495, 201496, 201497

DIRECTORATE: COMMUNITY DEVELOPMENT

DEPARTMENT: SOCIAL DEVELOPMENT

UNIT: EFFECTIVE COMMUNITIES

CLASSIFICATION: BAND 4

As an employee of Wyndham City you are required to observe all Codes of Conduct, use and
wear personal protective clothing and equipment (where applicable) and follow work
instructions and relevant regulations.

Position Objective

 To provide quality administrative and customer service in a Council Community Centre

 To contribute to the success of the centre through active teamwork and effective
performance of the responsibilities and duties of the position

POSITION TITLE: Community Facilities Administration Officer PD last updated: September 2012
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Key Responsibilities and Duties

Administration Tasks
Administer annual and casual facility bookings
Operate the room bookings system including room allocations, processing room hire fees and
completing user group inductions
Answer incoming calls, take messages or refer enquiries to appropriate staff members.
Respond to enquiries from the community and service users
Preparation and receipt of invoices and quotes
Provide friendly and courteous customer service to centre users, responding to all enquires with
accurate and timely information. Where needed ensure that all enquiries are directed to
appropriate Council staff.
Provide support and advice to regular centre users
Provide administrative support to contribute to the efficient running of the centre
Attend meetings/training as required.
Responsible for the distribution of incoming and outgoing mail for the centre

Word Processing
Complete general correspondence, agendas, minutes and memos in an accurate and timely
manner as required.
Create Microsoft Excel spreadsheets, designing graphs, and monitoring websites
Maintain the customer database.

Team Contribution
Provide a positive personal contribution to the successful operation of the centre and to
Council’s overall operations
Participate in a customer service team with a strong community focus
All members of the team may be required to perform other duties as are within the limits of the
employee’s skill, competence and training.

Adherence and commitment to all Council policies and procedures.

Carry out other duties commensurate with skills and abilities as deemed reasonable and
appropriate to the role as directed from time to time
All positions may be trained and required to provide back up to other positions within the Unit.

Values and Behaviours

Understanding of the vision, mission and values of the organisation, and demonstrate the
desired behaviours.

Risk Management
Active involvement in the identification and management of risk.
Input into sound risk management practices within their particular areas.

POSITION TITLE: Community Facilities Administration Officer PD last updated: September 2012
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Continuous Improvement
Actively participate in the organisation’s Continuous Improvement Program and assist to
improve its processes.

Health and Safety

Contribute to the achievement of a safe and healthy environment by carrying out the
responsibilities outlined in the Wyndham Health and Safety Management System Manual
(procedure HS-002) and by acting as the Emergency Warden for the centre.

Organisational Relationships

Reports To: Team Leader Community Facilities

Supervises: N/A

Internal Liaisons: All staff

External Liaisons: Community Groups

Community Centres
Community Agencies

Accountability and Extent of Authority

Accountable to the Team Leader Community Facilities to provide a high level of customer
service and effective administration support.
Act in accordance with specified tasks within the confines of Council and departmental policy
and operation guidelines.
Freedom to plan work at least a week in advance.

Judgement and Decision Making

All decisions and judgements within this role are to be overseen by the Team Leader
Community Facilities
Guidance and advice are always available within the time available to make choices relevant
to this role

Specialist Skills and Knowledge

Proven skills in providing administration support.

Advanced knowledge of Microsoft suite ie. Word, Excel and Outlook
Knowledge of relevant technology i.e. computers, printers, fax machines, photocopiers etc
Proficiency in understanding and application of standardised procedures, practices, policies
and regulation.

POSITION TITLE: Community Facilities Administration Officer PD last updated: September 2012
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Management Skills

Skills in managing time and organising and planning own work

Ability to work with minimal supervision
Ability to be flexible and respond positively to change
Ability to provide ‘on-the-job’ training to casual and relief staff when required

Interpersonal Skills

Ability to listen to and interpret the needs of customers (internal and external) to provide
responsive and concise service delivery
Excellent communication skills and the ability to work as part of a team
Written communication skills in order to prepare routine correspondence, newsletters,
brochures and flyers

Qualifications and Experience

Satisfactory completion of VCE/VCAL/HSC or equivalent and post secondary qualifications in

Business Administration, or lesser formal qualifications with knowledge and skills gained
through on-the-job training in relevant field.
Demonstrated working experience in office administration.

Workplace Competencies

Workplace Competency Level Required

Results Orientation Entry Level

Teamwork Demonstrated Competence
Analytical Thinking Demonstrated Competence
Customer Service Orientation Strength
Self Development Demonstrated Competence

Inherent Physical Requirements of Position

Office duties Sitting at a workstation, including using a computer for up to one

hour at a time, followed by a break
General office based work including handling files and various
paperwork
Attending to customer inquiries at front counter from time to time

Lifting: Occasional lifting and carrying of items such as tables and chairs.

POSITION TITLE: Community Facilities Administration Officer PD last updated: September 2012
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Key Selection Criteria

1. Satisfactory completion of VCE/VCAL/HSC or equivalent and post secondary qualifications in

Business Administration, or lesser formal qualifications with knowledge and skills gained through
on-the-job training in relevant field.

2. Demonstrated working experience in office administration.

3. Advanced knowledge of Microsoft suite ie. Word, Excel and Outlook

4. Demonstrated ability to manage competing demands

POSITION TITLE: Community Facilities Administration Officer PD last updated: September 2012