POSITION DESCRIPTION
Organisational Strategic Direction
Holroyd City Council has established a set of plans that outline the long-term vision for the
future of our city, which has been created in partnership with our community. The Living
Holroyd Community Strategic Plan provides the core vision for Holroyd’s future and the
key community outcomes that form the basis of Council’s planning. The Delivery Program
(incorporating Council’s Annual Operational Plan) establishes a rolling program of actions
and priorities outlining how Council will work toward delivering the strategies contained
within the Community Strategic Plan. It is these plans that drive our organisation and all
staff have a responsibility in understanding that each program, each service and each
decision identified in the Operational Plan is linked to the actions of the Delivery Program
which in turn respond to the outcomes and strategies of the Living Holroyd community
Strategic Plan.
Position Title: Strategic Planning Administration Officer
Location: Civic Centre, Merrylands
Position Number
SP-EP-58
Grade
11
Reports To
Manager Strategic Planning
Division
Strategic Planning
Hours
50-70 per fortnight
Award
Local Government (State) Award
Budget
n/a
Staff Responsibility
n/a
Position Purpose
To assist with the administration and organisation of the Strategic Planning Unit to enable
the Manager and Unit to function effectively.
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1. Selection Criteria
Essential Criteria:
1.1 Completion of Business Administration course or equivalent and at least five (5) years
relevant work experience
1.2 Exceptional organisational skills and experience arranging meetings, events and
diaries
1.3 Excellent interpersonal, customer service and communication skills
1.4 Demonstrated ability to work in a team environment
1.4 Ability to produce meeting agendas and record meeting notes/minutes
1.5 Ability to efficiently produce and format accurate reports, correspondence and other
documents
1.6 Proficiency in using Microsoft Excel and Word; and performing mail merges
1.7 Proficiency in performing records searches and using and managing electronic records
databases
1.8 Ability to raise purchase orders and receipt goods and services
Desirable Criteria:
1.9 Ability to prepare simple correspondence (e.g. acknowledgement letters) and reports
1.10 Ability to maintain databases and software module data attributes
1.11 Working knowledge of EEO & OHS legislation
1.12 Experience working in government
2. Key Relationships
2.1 Manager Strategic Planning
2.2 Strategic Planning staff
2.3 EPS Administrative staff
2.4 Director Environmental & Planning Services
2.5 Council staff
2.6 Members of the general public (including land owners, business owners and residents)
2.7 Local community groups and organisations
2.8 Property developers and consultants
2.9 State government agencies
2.10 Councillors
3. Principal Responsibilities
4.1 Administrative and Organisational Assistance
Assist the Manager Strategic Planning with all aspects of organising and administering the
functions of the Strategic Planning Section
Assist manage the Managers diary and the Strategic Planning Units tasks and meetings
Organise meetings, briefings and functions as required
Oversee the work of other administrative staff, student planner, volunteer or work
experience staff as required
Provide technical support to Strategic Planning Unit for use of Microsoft Office, TRIM,
Civia and InfoCouncil
4.2 Communication and Contribution to Team Effectiveness
Communicate effectively and efficiently with customers and Strategic Planning Unit team
members
Field and assist with telephone calls and enquiries
Contribute to positive team relations and organise team building initiatives
Undertake basic web and information searches
Provide support and assistance to team members with project tasks as required
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4.3 Documents and Records
Produce meeting agendas and record meeting notes/minutes
Produce and format accurate reports, correspondence and other documents; and enter
data and information
Prepare simple correspondence and reports to Council or committees
Undertake effective recordkeeping to ensure the creation, careful handling and
preservation of records
Assist with locating and providing information, documentation and records as required
4.4 Purchasing
Arrange purchases including the raising of purchase orders and receipting of goods and
services
4.5 Databases and Reports
Manage and enter code and data into databases and the land information software module
relating to urban planning, development contributions, economics and planning certificates
Collate statistical data and produce reports from databases
Produce accurate planning certificates as required
4. Risk Management
Worker Risk Responsibilities
Staff are required to act at all times in a manner which does not place at risk the health
and safety of themselves or any other person in the workplace. Staff should provide input
into various risk management activities. Staff are responsible and accountable for taking
practical steps to minimise Council’s exposure to risks including contractual, legal and
professional liability in so far as is reasonably practicable within their area of activity and
responsibility.
5. Work Health Safety
Worker WHS Responsibilities

Comply with all Council safe work policies and procedures and any reasonable safety
instructions given by your Manager or supervisor.

Work with due care and consideration to safeguard your own health and safety and
the health and safety of others and report any potential hazards, incidents or injuries to
your manager/supervisor.

Only undertake tasks that you have been appropriately trained in, and are qualified
and competent to undertake in accordance with Work Cover requirements.

Participate and assist in achieving set WHS targets and target completion times.

Support Rehabilitation in the workplace

Attend all relevant safety training and information sessions provided.
6. Energy & Water Commitment Statement
Employees Responsibilities
Staff are responsible for taking practical steps to reduce Council’s energy and water use
within their activity and responsibility.
7. Child Related Position
Council fully supports the aims and objectives of NSW Child Protection Legislation and
associated provisions, and will implement all necessary measures to ensure a safe and
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supporting Council environment, which endeavours to promote child safe, child friendly
practices.
8. Record Keeping
To accept and undertake the requirements and obligations for effective recordkeeping as
outlined in the document 'What have records got to do with me?' and to ensure the
creation, careful handling and preservation of records which are entrusted to my care, as
an employee of council.
9. Signatories
I agree this position description accurately reflects the duties and responsibilities of my
role:
Name:"<Type Name>"
Sign:
Date:<Date>
Managers Name: Adan Davis
Sign:
Date: <Date>
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