Organisation: Department of State Development, Infrastructure and Planning
Job Title: Senior Economic Development Officer
Word Limit: Two pages
Location: Mt Isa
In my current role as an Administration Officer with the Queensland Police Service (QPS), I apply business
and industry experience, functions, technical knowledge and skills to perform the job at a high level of
success. This has been demonstrated while undertaking the retention and disposal of documentation. I
have utilised my technical skills in regards to document matching, filing, arranging and sorting to criteria,
with references to indexes and registers. To complete this task efficiently, I applied my knowledge of the
general retention and disposal schedule for administrative records, which sets the minimum period for
which records must be maintained. Upon commencing this task at the Mount Isa and Cloncurry Police
Station, the records department had not been worked in for quite some time – there were no clear
processes, and there were records dating back to 1987 that had not been correctly dealt with. It was my job
to go through all of the documentation to determine what was required to be kept and archived, and what
required disposal. Applying my knowledge of effective archiving processes, I created labels for the
document boxes that were to be retained, as well as a corresponding Microsoft Excel spreadsheet for
reference purposes. The labels contained information such as: what was in the box, a specific box code as
well as the year it was to be disposed. This would ensure that retention and disposal could be easily
managed in the future. Using the label and spreadsheet system also ensured that any staff members
attempting to locate specific documents could do so promptly, and without difficulty. In addition, I created
a handbook which clearly explained the processes that I implemented, as well as information in regards to
the general retention and disposal schedule so that any future staff member could maintain consistency
with this task.
Throughout my career I have consistently contributed to strategic direction; drawing on information from
multiple sources, and using agreed guidelines to analyse what information is important, and how it should
be used. In my current role as an Administration Officer, I have a high level of financial responsibility
including: receipting for police certificates and weapons applications, petty cash, processing collection
control and generating general purpose vouchers. Prior to this role, I had little working knowledge of
financial systems and procedures. However through using initiative, I was able to gain the required
knowledge. This was demonstrated when a new finance application – Central Accounting and Reporting
System (CARS), was introduced to the station. Working in a remote location such as Cloncurry, it is difficult
to access face-to-face training with new systems, policies and procedures. Therefore, it was important for
me to have the capability to learn new systems through reading and gaining knowledge from the training
booklets provided, as well as communicating with my regional office in regards to my progress. To
successfully understand the CARS system, I read through the information provided, and undertook training
using a practice system. I then requested a time to speak to a representative from the regional office over
the telephone where I could ask questions in regards to the training. I ensured that I took notes throughout
the discussion, and collated them together with the training manual in order to create a future reference
tool for both myself and my colleagues.
As a results-orientated professional, I take responsibility for achieving quality outcomes and meeting
targets by devising ways to improve systems and procedures. This was evident in my role with the
magazine publishing company; Hachette Filipacchi UK Ltd, where I held the role of Promotions and
Sponsorship Executive for the Inside Soap Awards – a yearly awards event for television soap operas. I was
required to obtain a headline sponsor for the awards, and once I had secured the sponsorship deal, I
implemented timeframes for all of the internal stakeholders within Hachette, as well as with the headline
sponsor. This was so I could monitor the progress of the sponsorship agreement, ensuring that it was on
track with publishing requirements. I created a Microsoft Excel spreadsheet which outlined the activities
over the coming months, and I liaised with each department (PR, Marketing, Web Design, Editorial and
Advertising) to obtain deadlines, including announcement of the awards to the press and obtaining
products for sample bags. The document was issued to all internal parties involved, as well as a simplified
version for the sponsor which I then utilised to implement their public relations, marketing and advertising
strategies. This document gave the sponsors Public Relations Department a clear outline of when our press
release would appear in the national papers, enabling them to advertise the sponsorship story in local
publications, and build on the story in national publications. I also provided all stakeholders with an
information flow chart of all departments involved, ensuring that there was clear communication between
all parties, and that information was not lost or mistranslated. Due to my superior ability to achieve results,
I was able to successfully manage multiple tasks and stakeholders involved with this project, and I was
commended by the sponsor in regards to how the project was managed.
Demonstrating myself to be an active team member, I have a proven track history of building and
sustaining positive relationships with colleagues throughout my career. I thrive in a team environment,
adapting to changing situations and organisational needs with ease, competently sharing my knowledge
and expertise to assist others. When a new roster and reporting system (ITAS) was introduced to QPS, I
identified two Police Liaison Officers that were having trouble grasping how to use it. In order to assist
them, I proactively put together a PowerPoint presentation to show them how to operate the system. This
presentation included a visual representation of the process to follow, using screen shots from the log in
page, through to using the activity log. I used concise and clear instructions for each section, ensuring that
they were simple to follow. Through offering my support and sharing my knowledge of ITAS with the Police
Liaison Officers, they were able to effectively develop their skills and were proficient in using the system
within a week. This achievement was recognised by the District Supervisor, and I was praised for my efforts
and collaboration with the Police Liaison Officers.
Acting professionally at all times, I operate within the boundaries of organisational processes and legal
constraints, while making decisions in line with business objectives. I understand and comply with
legislative, policy and regulatory frameworks, while remaining proactive and anticipating business needs.
This was clearly demonstrated in my role as Administration Officer with QPS, when I used my initiative
when dealing with an emergency situation. On one of my shifts I was at the station alone as all officers had
been deployed to deal with a crisis, and I received an emergency call advising that a person’s life was at
risk. Maintaining focus and showing personal courage, I took the required steps to ascertain the required
details. As the current circumstances at the station would not allow the standard procedure to be followed,
I used my initiative and problem solving skills to identify an alternative course of action. Knowing that I
would be unable to get hold of any of the officers from the station, I contacted the district office who was
able to dispatch officers to handle the situation accordingly. By remaining calm and utilising my knowledge
of chain of command, I was able to ensure that timely assistance was provided. In conjunction with this
incident occurring, I also continued to carry out the additional duties required of me to keep the office
running. My demonstration of personal drive and integrity resulted in the Police Inspector sending an email
to all staff, recognising my high service levels, despite resource constraints.
A confident and experienced communicator, I present messages in a clear and concise manner, structuring
written and oral communication to ensure clarity. In my role of Promotions and Sponsorship Manager with
Hachette Filipacchi UK Ltd, I worked closely with the Event Manager to ensure contractual obligations were
met at all times. This involved liaising with venue managers, caterers, video production teams and various
suppliers with whom I would source contract deals to provide us with free food, drink, venue hire and
samples, in return for logo or branding exposure in the magazine. To facilitate the success of events I
ensured that I set up regular meetings with all stakeholders in order to listen to the advice and suggestions
from other parties, as well as clearly communicating my requirements. On all occasions, I presented my
messages clearly and confidently, focusing on key points, while using appropriate and unambiguous
language. I would often have to utilise my negotiation skills to influence stakeholders on the costs and finer
details such as stage design. Through maintaining clear and open communication with all parties involved
via telephone, memos and face-to-face meetings, I consistently ensured that all deadlines were met for the
events.
