CENTRAL HIGHLANDS REGIONAL COUNCIL

P OSITION DESCRIPTION

POSITION TITLE: Executive Assistant to the Chief Executive Officer

POSITION NUMBER: 10570

AWARD: Queensland Local Government Industry (Stream A) Award –

State 2017

AWARD CLASSIFICATION: 4 – 5

Provisions of appointment pay level and progression to be in

accordance with the applicable award

REPORTS TO:
Chief Executive Officer (CEO)

DEPARTMENT:
CEO’s Office

ABOUT US

Our vision

A progressive region creating opportunities for all.

Our mission

We are a council committed to continuous improvement, a sustainable future and efficient

investment in our communities.

Our values

• Respect and integrity.

• Accountability and transparency.

• Providing value.

• Commitment and teamwork.

OBJECTIVE OF THIS ROLE

The Executive Assistant to the Chief Executive Officer will be responsible for providing a full range

of timely confidential administrative and executive support related services to the CEO, taking a

dynamic approach to administration and ensuring high quality, accurate and timely delivery of all

facets of their work.

KEY RESPONSIBILITIES IN THIS ROLE

1. Administrative Function. Provide a high level and full range of administrative support in a

timely and accurate manner with excellent attention to detail, including records

management, mail and email management, maintenance of registers and databases.

2. Reports, Agendas and Minutes. Preparation of reports, agendas and minutes, ensuring

that documents are appropriately managed and recorded and the highest level of

confidentiality is maintained at all times.

3. Meetings and Functions. Effectively coordinate and organise meetings and functions,

including attendance, catering and the preparation and distribution of relevant documents.

1

4. Financial Assistance. Provide administrative support to the CEO for financial processes,

including procurement, purchase orders, reconciliation, payment and purchase of credit

card and business expense claims.

5. Diary Management. Co-ordinate and manage appointments and meetings in the electronic

diary to ensure the CEO’s time is efficiently managed and prioritised and critical timelines

are met.

6. Budget. Develop, review and monitor the CEO’s Budget.

7. Stakeholder Liaison Support: Demonstrate intuition and initiative, ensuring the CEO is

adequately prepared with the relevant information required for meetings, deputations and

the like.

8. Confidentiality. Deal with highly sensitive and strictly confidential matters, and

demonstrate diplomacy and discretion ensuring the highest level of confidentiality is

maintained.

9. Executive Leadership Team. Manage meetings, work tasks and priorities from the CEO

to ELT, and other requests as required to facilitate completion of tasks.

10. Research. Undertake research and provide assistance to the CEO in the development of

reports on complex issues, emerging trends, policies and other strategic issues as

required. Provide analysis of information as requested, demonstrating resourcefulness and

the ability to work autonomously.

11. Projects. Assist the CEO manage and monitor complex and sensitive projects.

Additionally, this position may be required to conduct other duties as lawfully directed by the CEO.

ABILITIES, SKILLS AND KNOWLEDGE REQUIRED

Mandatory:

• Advanced competency in the use of the Microsoft Office suite.

• Previous experience providing executive support at a senior management level, preferably

QUALIFICATIONS, EDUCATION AND LICENCES REQUIRED

Mandatory:

• Minimum of Queensland C class provisional drivers licence.

Desirable:

• Nil

KEY SELECTION CRITERIA

1. Demonstrated ability to lead, motivate and manage reporting staff.

2. Experience providing executive assistance to senior executives in a professional

environment.

3. Demonstrated experience providing excellent communication skills both written and verbal

in particular the ability to prepare written reports and minute taking.

4. Ability to set objectives for yourself and others and manage workload to meet timelines and

deadlines.

2

5. Previous experience dealing with highly sensitive and strictly confidential matters, and the

ability to demonstrate diplomacy and discretion ensuring the highest level of confidentiality

is maintained.

CORPORATE REQUIREMENTS YOU MUST MEET

1. Commitment to council’s vision, mission and values.

2. Compliance with council’s code of conduct.

3. Adherence to all relevant council policies and procedures, certified agreement, your

contract of employment and relevant legislation, including the Local Government Act, 2009

and Work Health and Safety Act, 2011.

4. Commitment and adherence to council’s customer service charter.
5. Compliance with all relevant and necessary pre-employment checks required for this role.

6. Commitment to council’s corporate plan.

7. Commitment to equal employment opportunity, diversity and merit principles.

8. Commitment to ensuring a workplace free from bullying, harassment and discrimination.

9. Efficient and effective utilisation of resources as allocated under the level of responsibility

for the position.

10. Commitment to change management.

ELIGIBILTY AND PRE-EMPLOYMENT CHECKS

To be appointed to a permanent position, you must be an Australian citizen, or have permanent

residency status, or a visa permitting you to work in Australia permanently. If you have a visa

permitting you to work temporarily in Australia, you may be appointed to a temporary or casual

positon, providing the work complies with the conditions of your visa.

The pre-employment checks relevant to this position include:

• Right to work in Australia.

• Medical assessment including drug & alcohol testing.

• Criminal history check.

• Reference checks.

CORE COMPETENCIES WE NEED FROM YOU

Competency Definition Level

Delivering Results Having the ability to set objectives for yourself and others, taking

a forward looking perspective, and delivering successful 2

outcomes within agreed parameters.

Communication Identifying and using appropriate communication styles and

methods, taking into consideration the audience and the desired
3

outcome. Building and maintaining effective working

relationships with key stakeholders, both internal and external.

Initiative and Anticipating situations and problems, finding appropriate

innovation solutions, grasping opportunities for improvements and taking
2

ownership for continuous improvement that goes above and

beyond the call of duty.

3

Flexibility Being able to adapt your thinking and behaviour to suit different

situations and changing circumstances. Taking other people’s
2

views on board, accepting new and different ways of working

and encouraging others to embrace change.

Teamwork Having the ability to work as part of a team, actively encouraging

team working and recognising the role you play as part of the 2

council team.

Commitment to Being willing and able to align your own behaviours with the

Council objectives, goals and values of council; acting as a role model 2

and promoting the values to others.

Customer service Aligning your behaviour with the customer service charter to

ensure both internal and external customer needs are met;
2

taking a positive attitude, showing commitment and having a can

do approach.

Workplace Health & Taking reasonable care for the health and safety of yourself and

Safety others, complying with reasonable instruction and co-operating 2

with council policy and procedure.

A copy of the Competency Handbook is available on the Central Highlands Regional Council

website under ‘Recruitment’ – ‘How to Apply’.

GENERAL OBLIGATIONS

1. This is a description of the job as it is presently constituted. Council will regularly review

position descriptions and appropriately update them to ensure that they relate to the job

being performed, or to incorporate whatever changes are being proposed. Where

appropriate, employees will be consulted on the changes and employees are expected to

participate in consultation.

2. Whilst employment is in the position described in this document it is understood that

employment is with Central Highlands Regional Council. In the event of organisational

change or restructure, council may require employees to undertake other roles for which

they are qualified and capable of performing.

3. Employees may be required to undertake a variety of duties not related to their substantive

role in the times of disaster or significant exceptional operational circumstances.

4. All employees are responsible for making and keeping records in accordance with

legislation, information standards and other relevant guidelines and procedures.

5. Failure to maintain any licence or qualification, which are a condition of your employment,

may result in demotion or termination as council is unable to guarantee your transfer to a

position not requiring said licence/qualification.

Please sign below if you have read, understood and accepted the responsibilities of this

position as outlined in this position description.

Name

…

Signature Date

…

4