Administration Officer - Building Surveying Services

Administration Officer - Building Surveying
Services
Enquiries:
Position number: POS1802
Name: Justin DalePosition: Manager Business EnterprisesPhone: 03 6323 3343Email: ******
Town Hall, 18-28 St John Street Launceston
T 03 6323 3000
E ******
www.launceston.tas.gov.au
EmploymentInformationPackage
mailto:****** http://www.launceston.tas.gov.au/ Contents
Introduction 3
City of Launceston Organisational Directory 4
Organisational Values 5
Information for Applicants 6
Recruitment Steps 7
General Conditions of Employment 8
Position Description 9
Address all correspondence to:
Manager People and Culture
City of Launceston
PO Box 396
LAUNCESTON TAS 7250
Email address: ******
When emailing your application, attachments should be sent in either Word
(.doc/.docx), PDF (.pdf), TIFF (.tiff), JPEG (.jpg) or Excel (.xls/xlsx) formats.2

Introduction
2
Launceston is the regional hub of Northern Tasmania
and enjoys a rich natural and social history. Located at
the head of the picturesque Tamar Valley, the
Launceston region is renowned for its award-winning
features and friendly residents. Our city is human scale.
A series of green and wild spaces linked by heritage
streetscapes and thoughtful adaptions. A real blend of
old-world and new, tradition and innovation.
The City of Launceston municipal area covers an area of 1,405square kilometres with a population of around 71,000 residents.The City of Launceston is Tasmania's largest municipal councilin terms of population and revenue. Launceston boasts all themajor facilities of a much larger city, many of which are ownedand operated by the City of Launceston.
The City of Launceston is served by 12 Councillors, includingthe Mayor and Deputy Mayor.
Click here to view City of Launceston's strategic and annualreporting.
3
https://www.launceston.tas.gov.au/Council/Strategies-and-Reports City of Launcestonorganisational chart
The City of Launceston is recognised as
an Employer of Choice by the Tasmanian
Government.
An Employer of Choice
is a workplace that demonstrates
contemporary workplace practices and
provides outstanding support for its staff.
The Council employs around 570 employees
across a range of responsibilities.
Employment information package 4

Organisational values
At the heart of our organisation are our four organisational values.
Our employees are expected to adhere to, support and promote our
values at all times.
Our aim is to attract and retain people who share our values and want be a part of our positive
workplace culture. Before submitting your application please review our values and decide if
they are a good fit for you.
? We value clear and open
communication
? We support and encourage each
other
? We recognise individual needs,
experience and strengths
OUR PEOPLEMATTER
? We take pride in our work and
pursue a standard of excellence
? We genuinely listen, and value
collaborative relationships
? We strive towards the best
outcome for our community
? We make responsible and
WE CARE ABOUTOURCOMMUNITY
? We actively seek opportunities to
continuously improve
? We respect and explore different
ideas and perspectives
? We embrace change that leads to
positive outcomes
? We value innovation and creativity
WE BRING AN OPENMIND
? We show care for people and look
out for one another
? We speak up and support others to
be healthy and safe
? We take personal responsibility for
our own health and wellbeing
WE GO HOME SAFEAND WELL
Employment information package 5

Information for applicants
When applying for this position, you must provide the following documentation:
1. Covering letter
2. Statement addressing the selection criteria (highlighted criteriaonly)
3. Resume
The online Application for Employment can be accessed here(you will be asked to attach your supporting documentation)
1. Your covering letter should introduce you and explain why youare applying for the role.
2. All recruitment and selection decisions are based on merit. Themost suitable person in terms of skills, knowledge,qualifications, relevant experience, alignment withorganisational values and work attitudes is selected for theposition. Selection is based on the assessment of eachapplication in relation to the selection criteria identified in theposition description. The position description is included later inthis information kit.
The selection criteria consists of the qualifications, knowledge,skills, attitudes and abilities required to successfully performthe role. You must provide a statement that addresses eachhighlighted selection criterion for the role. Your statementshould include examples that demonstrate how you meet eachcriterion.
Please see information here on how to address the SelectionCriteria.
3. Your resume should provide details of your qualifications, workhistory, special skills, training and competency details andreferees, plus any other information that may support yourapplication. Be clear and informative. Include the names,position titles, addresses and telephone numbers of at least
If we can assist you with any reasonable adjustments in order to
submit your application for this role, please contact the People and
Culture Team via email at ******,
noting your preferred method of communication and contact
details and a member of the team will be in touch.
Employment information package 6
City of Launceston is an equal
opportunity employer. Our
workforce is diverse, inclusive,
flexible and family-friendly.
We value the different
backgrounds, skills and
contributions of all employees
and treat each other and our
community with respect.
We want opportunities at City of
Launceston to be accessible
and attainable to all candidates.
If you are interested in this role
but have concerns about your
suitability, please talk to us
application.
Please read this
information carefully, as it
will help you with the
preparation of your
employment application.
https://www.launceston.tas.gov.au/Council/Careers/Applying-for-a-job https://www.launceston.tas.gov.au/Council/Careers/Applying-for-a-job https://www.launceston.tas.gov.au/Council/Careers/Applying-for-a-job mailto:****** 1. Application received
2. Shortlisting
? Shortlisted applicants will be
contacted by telephone or email
to arrange an interview.
? Unsuccessful candidates will
be advised by email.
3. Interview
4. Pre-Employment Checks:
? Reference Check
? Police Check
? Medical Assessment
? Drug and Alcohol screening
All costs covered by City of Launceston
5. Suitability determination and
preferred candidate identified
6. Letter of Offer
Employee benefits? Our employees have access to discounted health insurance options
through St Luke's Health and BUPA.
? Employees have access to a free EAP service, which provides support
and counselling for personal and work related issues, coaching and
advice for leaders and counselling assistance for immediate family
members.
? We are committed to providing a working environment that is sufficiently
flexible to meet the operational requirement and workload demands of
the City of Launceston while accommodating, where possible, the
needs of our employees.
? Discounted membership at Launceston Aquatic.
? Discounts at the Museum Gift shop.
? Additional leave: employees may request to purchase an additional two
or four week's additional leave per year to help manage family/carer
responsibilities or other special circumstances.
Employment information package 7
7

General conditionsof employment
Position title Administration Officer - Building Surveying Services
Employment terms Permanent Part Time
Working pattern Thursday and Friday (15.2 hours per week)
Total remuneration $73,926 - $80,673*
below
Base salary $64,144 - $69,998
** Please Note the above rates are the full time equivalent and
pro-rata will offered based on the number of hours worked.
Superannuation Employer contribution of 15.25%
Employment information package 8
? Annual leave: employees are entitled to 4 weeks (pro-rata for part-time employees) annual leave
per year, plus leave loading.
? Personal leave (for sick and carer's leave): employees are entitled to two weeks (pro-rata for parttime employees) personal leave per year, if they are unable to attend work due to personalillness/injury or to provide care for a spouse/partner or immediate family member.
? Paid parental leave: employees are entitled to fourteen weeks paid (or twenty eight weeks at half
pay) parental/adoption leave for the primary carer; two weeks paid leave for the secondary carer.
? Long Service Leave: Long service leave applies after 7 years continuous service.
The City of Launceston Enterprise Agreement 2021 is available here
The City of Launceston Leisure and Aquatic Centre Enterprise Agreement 2018 is available here
Position Description
Position Description Form - Officer
POSITION TITLE: Administration Officer - Building Surveying Services - Part Time
AWARD CLASSIFICATION: Grade 3
EMPLOYEE: Vacant
TEAM: Building Surveying Services
NETWORK: Community and Place
REPORTS TO: Justin Dale
PREPARED BY: Justin Dale
DATE: April 2024
APPROVED BY:
NAME: Justin Dale
POSITION: Manage Business Enterprises
SIGNATURE:
POSITION PURPOSE (Why does this position exist)
The position will undertake administrative duties on behalf of Building Surveying Services and provide system
technical support to the department.
The position will input documentation of all applications to Council systems and generate invoicing as per policies
and procedures.
The position will represent Building Surveying Services at the Customer Service Centre as required.

City of Launceston is a values-based organisation, which means that we employ people who share and
display our values
? we value clear and open communication
? we support and encourage each other
? we recognise individual needs, experienceand strengths
? we take pride in our work and pursue astandard of excellence
? we genuinely listen, and value collaborativerelationships
? we strive towards the best outcome for ourcommunity
? we make responsible and sustainabledecisions
? we actively seek opportunities tocontinuously improve
? we respect and explore different ideas andperspectives
? we embrace change that leads to positiveoutcomes
? we value innovation and creativity
? we show care for people and look out forone another
? we speak up and support others to behealthy and safe
? we take personal responsibility for our ownhealth and wellbeing

Accountabilities Activities/Tasks include: Success looks like …
General
City of Launceston's
ValuesBehave in a way that supports the City of Launceston's
values.
? We care about our community
? We bring an open mind
? We go home safe and well
Demonstrates, throughbehaviour, an alignment toand an understanding of ourvalues
Technology Use technology and information to maximise efficiency
and effectiveness.
New and existing technologies
Collaborate Work collaboratively within your team and across
networks.
Support delivery of the Network's strategic and annual
plan actions.
Work with horizontal teams as relevant to technical
Actively participating in team
meetings/tool box meetings,
by offering ideas and
suggestions and providing
feedback
Collaborative opportunities are
sought across Networks
Innovation Encourage and be proactive in developing a culture of
introducing new and improved work practices and
projects within your team and your network.
.
Improved work practices and
projects.
Technical
Building Inspection
Co-ordination
Daily Organisation of Building Surveyors calendars.
Manage bookings for all building inspections.
Uploading relevant files to Mobil devices and
preparation of documentation needed to carry out site
Efficiency of the Building
Surveyors inspection
locations.
Administrative Support Provide day-to-day administrative support to
Department staff.
Ensure the consistent management of the
Departments electronic filing and data recording
requirements.
Maintenance and monitoring of Department Calendar,
bookings
Manage incoming and outgoing mail on behalf of the
Department.
Coordinate flow of information between
internal/external customers, and departmental staff.
Efficient completion of tasks
and activates.
Accurate and timely
information management.
Compliance with Council
policies and processes.
Customer Service: Provide general administrative advice within scope of
knowledge to customers, including attendance at the
customer service counter as required. Attend to
general enquiries about the Building Certification
Service provided. Liaise with relevant internal
departments to assist with Building Surveying needs.
Efficiency and professionalism
of response in accordance
with the Department's
timelines
Invoicing Preparing invoices through the Finance Department for
Building Surveying professional services.When required.

Accountabilities Activities/Tasks include: Success looks like …
Tech-One Building
Alerts
Follow up Building Alerts on Tech-One.
Ensuring that letters are sent to clients informing them
of 12 month no start and 24 month completion letters.
Daily checks completed
Building Start Work
Notice PreparationProcessing Building Start Work Notices and ensuring
Builders accreditation is current, update information in
Tech-One and attaching to file.
When received to start
building process
Building Surveying
applicationsCreating new Building Surveying applications in Tech
One and ensuring that all information is current and is
entered correctly.
When Lodged
Back Scanning of Files Back scanning of paper files relevant to the Building
Surveying unit/Council for loading in the Tech1 and
ECM System.
Number of Files Scanned
Undertake other tasks
as directed by the
Manager
As required by Department procedure and workflow Number of activities
undertaken, accurately and
efficiently.
Work Safely with a
Duty of Care for fellow
employees and ensure
procedural compliance
Perform all work in a safe manner in accordance with
the City of Launceston's Occupational Health and
Safety Policy and Procedures
While at work, a worker must –
(a) take reasonable care for his or her own health andsafety; and
(b) take reasonable care that his or her acts oromissions do not adversely affect the health andsafety of other persons; and
(c) comply, so far as the worker is reasonably able,with any reasonable instruction that is given by theperson conducting the business or undertaking toallow the person to comply with this Act; and
(d) cooperate with any reasonable policy or procedure
of the person conducting the business or undertaking
relating to health or safety at the workplace that has
been notified to workers.
(Section 28 Work Health & Safety Act 2012)
Note: Whilst the key functions and responsibilities for the role are set out above, the Council may
direct an employee to carry out such duties or tasks that are within the limits of the employee's skill, competence
and training.
WORKING WITH VULNERABLE PEOPLE CHECK
Yes/No
Working with Vulnerable People Check required? No
If yes, include in Selection Criteria table below

SELECTION CRITERIA
POSITION REQUIREMENTS/COMPETENCIES
Organisational
? Community Focussed: considers community/customers in decision making
? Communicate and Engage: demonstrates self-awareness & encourages open discussions & contributions fromothers
? Create and Innovate: displays initiative & considers different ideas and perspectives
? Safety Focussed: takes responsibility for own and team's health, well-being and self-care
Position Specific
? Excellent written and verbal communication skills.
? Highly developed computer skills including proficiency is Microsoft Word
? Able to set work priorities and manage time effectively
QUALIFICATIONS AND EXPERIENCE
? Year 12 or equivalent
? Knowledge of Local Government processes (advantageous but not mandatory)
? General Office administration and customer service skills and experience.
REPORTING STRUCTURE
Manager Justin Dale
Direct Reports nil
KEY RELATIONSHIPS
(External and Internal Customers, Supplier, Colleagues, etc)
Internal Nature of Relationships
Planning, Building, Infrastructure, Customer
Providing and requesting documentation.
External Nature of Relationships
Building Practitioners Providing and requesting advice and documentation.
Other Municipal Councils
Applicants, Land Owners & Consultants
DELEGATIONS & AUTHORISATIONS

Confidentiality
Staff are
a) Able to access; orb) May be exposed in the course of performing their duties to information that may be related to individuals,
organisations or the general dealings of the City of Launceston. Some of this information will be of asensitive nature – either within or external to the organisation.
By accepting this position the employee undertakes:
a) To keep all information that they are exposed to confidential during and after their period of employmentwith City of Launceston. Information should never be disclosed outside of the organisation and only bedisclosed to other employees if there is a need within the context of the task being performed.
b) To not access any information within the organisation's systems that is not directly relevant to their work.c) To abide by the requirements of the Confidentiality and Privacy clause of the relevant Enterprise
Agreement.
OTHER RELEVANT INFORMATION
Expectations of a City of Launceston employee:
? Have strategies in place to enhance their own health and well-being, manage stress and maintainprofessionalism;
? Seeks feedback broadly and asks others for help with own development areas; and
? Translates feedback into an opportunity to develop.

Town Hall, 18-28 St John Street
Launceston
T 03 6323 3000
E ******
www.launceston.tas.gov.au
Town Hall, 18-28 St John Street Launceston
T 03 6323 3000
E ******
www.launceston.tas.gov.au
mailto:****** http://www.launceston.tas.gov.au/ mailto:****** http://www.launceston.tas.gov.au/


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