Assist the Sport and Recreation and Cemeteries Teams in the day-to-day administration of:
Council cemetery bookings including the interment of burials and ashes placements; Booking system for all Council parks, ovals, and open spaces; Banner Applications. RELATIONSHIPS Reports to: (Position Title): Coordinator Business Systems
Report to: (Position Number) P00575
Staff Responsibility: NIL
Key Internal Relationships: Liaison with staff at all levels of the organisation.
Key External Relationships: Funeral Directors, General Public, Sporting, Community & Tourism Groups, Local Schools.
KEY RESPONSIBILITIES Providing an effective service delivery to ensure Councils requirements are met in a timely manner in regard to:
Cemetery bookings and arrangements, issuing of burial rights, any associated permits and maintenance of Council's databases and registers. Parks, Oval and open space bookings and arrangements, correspondence, insurance policies and hold harmless agreements, key registers, monthly reports. Liaising with operational staff in relation to the logistics of the bookings. To assist in the maintenance and analysis of statistical information for the branch, by providing regular reports and retrieving data when requested.
Assist in the ongoing development and implementation of council systems relating to bookings.
Ensure accurate record keeping at all times. Fulfil other administrative functions within the branch as directed.
Train staff in the administrative functions of the position when required.
Guiding Principles We act as one organisation responding to the changing needs of our LGA and community. We are strategy led, driven by our Community Strategic Plan with clear priorities and focus. We are service focused - we continuously improve service provision and provide excellent customer service. We collaborate and work together to achieve our outcomes. We ensure safety and well-being is at the centre of our organisation, operations and culture. We are a financially sustainable organisation, living within our means, ensuring best value resource allocation. Workplace Health & Safety Ensure compliance with WHS obligations and responsibilities as outlined in Councils policies and procedures and under the relevant WHS legislation. These include but are not limited to: identifying potentially unsafe situations or work practices and notifying your Supervisor or Manager; never performing a task that you believe is dangerous; always work in a safe manner and in accordance with safety instructions; use the work equipment supplied for the job, in accordance with the manufacturer's instructions; be safety aware and report any actions to your line manager which will assist the Council to meet its legal workplace health and safety obligations.
You have the right to cease or direct cessation of unsafe work. In addition, you are required at all times to comply with Councils Asbestos Management Plan and Policy.
COMMUNICATION This job requires communication skills which enable the incumbent to write correspondence or reports and to convey information and ideas clearly and confidently.
The incumbent will have:
Attention to detail Ability to clearly communicate with customers at all levels Exemplary customer service skills Conflict resolution & negotiation skills JUDGEMENT & PROBLEM SOLVING Problems are solved by applying standards, established practices and procedures, or operating instructions. Judgements and interpretations based on analysis of information and straightforward situations. The incumbent will improve and develop work methods and techniques.
Planning is required to assure the appropriate sequence of activities and coordination of resources.
AUTHORITY Policy and procedures are readily available and the job holder is required to choose the appropriate procedures. Unusual problems may be referred for clarity of policy or direction.
SKILL, EXPERIENCE, QUALIFICATIONS & BEHAVIOURAL COMPETENCIES ESSENTIAL CRITERIA Qualifications or demonstrated experience in administration or similar role. Advanced use of range of appropriate/relevant computer applications (e.g. Microsoft Office Software, databases and custom systems). Commitment to Customer Service including experience in handling sensitive information and emotionally distressed people in a high-pressure environment. Excellent communication and interpersonal skills and ability to deal with a broad range of customers including funeral companies, cultural and religious requirements, grieving relatives, sporting groups and enquiries from the general public. Demonstrated organisational skills with the ability to prioritise workloads and work to strict timeframes. Demonstrated initiative, flexibility, enthusiasm and a positive approach to work with the ability to work in a team environment and contribute positively. Demonstrated ability to identify processes/procedures improvements and provide solutions for continuous improvement. Demonstrated ability to adapt to change in the workplace. Ability to maintain confidentiality. Understanding of and commitment to Work Health and Safety and Equal Employment Opportunity principles. DESIRABLE CRITERIA Knowledge of ENVIBE Booking System Experience using Pathways, TechOne Local Government Experience
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