Organisation: EUROBODALLA SHIRE COUNCIL
Job Title: Strategic Planning Projects Officer
Location: Based from Council’s main office in Moruya
Tertiary qualifications in an appropriate discipline; or equivalent relevant industry experience.
Having spent four years as a Project Officer with Victoria Police, I have acquired the relevant skills and experience that are necessary to undertake the position of Strategic Planning Projects Officer with Eurobodalla Shire Council. My role as Project Officer involved the coordination and monitoring of corporate and divisional projects, successfully achieved through adhering to confidential agreements and government policies. Using the appropriate research techniques and preferred project methodology ensured the timely delivery of project outcomes and dependable reporting to Department Directors.
It was my responsibility to assess each project proposal in relation to sustainability and ensure that they met the criteria of the organisational strategic plan to align with local government policies. Utilising my highly developed research skills, I would review the project proposals to determine priorities and make relevant recommendations on how they could best highlight these priorities. After further review of the proposals they were submitted to the Corporate Committee keeping in line with set deadlines. Throughout this process I would continually monitor the progress of each proposal to make certain they were adhering to statutory requirements and were in accordance with agreed project plans (project scope), set deliverables and time frames.
My current role as Office Manager with A Touch of Paradise Landscaping and Construction has provided me with the opportunity to manage numerous short-term commercial and residential landscaping projects from the initial client consultation throughout all phases of the project including design, planning, implementation, review and maintenance. Responsibilities include calculating progress claims, authorising minor work contracts, allocating and managing funding, providing sound advice to the Director in relation to the direction of projects and making recommendations to Project Managers on the most efficient use of land to ensure sustainability.
As a result of the experience from both of these roles, I have gained skills in
- Delivering project outcomes to tight deadlines
- Planning and negotiating resources
- Setting and meeting milestones
- Budgeting
My strengths as a Project Officer are demonstrated through my
- Ability to provide relevant advice and support in a timely manner to ensure projects meet requirements and are in accordance with agreed project plans
- Strong team communication skills, which make regular team meetings productive and motivating for other project staff
- Ability to manage projects to comply with briefs and are completed as per agreed work plans and budgets
- Excellent organisation skills, which help me to plan, prioritise and schedule project work
Demonstrated knowledge and experience in planning, environment and local government legislation.
I am aware that planning in Eurobodalla is guided by a range of strategies, plans, guidelines and maps and while I do not have direct experience of these in a Council setting I have made myself familiar with State and regional strategies and policies, local strategies, plans and guidelines and mapping which are all readily available on the Eurobodalla Shire Council web page. I have the ability to acquire further knowledge and experience in these areas whilst undertaking the position of Strategic Planning Projects Officer.
Possessing knowledge that the Council works within laws established by the New South Wales Parliament and that The Local Government Act 1993 (the Act) sets out the major powers, functions and responsibilities of Councils based on modern community expectations gives me a general scope on what legislations relate to the position of Strategic Planning Projects Officer. I have confidence that I will become familiar with all of the relevant planning, environment and local government legislations as I progress in this role.
As Project Officer with Victoria Police I had a proven record of ethical behaviour and demonstrated commitment to the Victoria Police Code of Ethics and Conduct, Financial Code of Practice and the Organisational Values. I had to ensure that all recommendations I made in regard to project proposals were in accordance to these codes, in order to effectively monitor and manage them. It was my duty to assess the feasibility of each proposal submission based on how the project deliverables aligned with, and would contribute to, the local government and organisational strategic plan including areas of environment and infrastructure.
In my current role as Office Manager I must keep up-to-date with State Acts, regulations and local laws in order to provide appropriate advice to clients on building and associated works in the community. I have assisted clients by providing advice on completing the appropriate documents for Development Approvals for Building Work and have liaised with Council for Local Government application forms and policy documents. I am aware of current relevant legislations such as the Workplace Health Safety Act 2011, Environmental Protection Act 1994, Electrical Safety Regulations 2013 and continually utilise guidance materials such as the Code of Practice for plant and machinery, excavation, noise and managing risks in the workplace.
These examples demonstrate that I have the capacity to retain knowledge of, and refer to, when necessary, the legislations that are required in planning, environment and local government.
Demonstrated ability and experience in managing projects within agreed time frames and budgets.
Excellent time management skills and the ability to prioritise workflow are important when dealing with many tasks at once, especially in a high volume environment. Managing numerous company affairs and projects simultaneously for A Touch of Paradise Landscaping and Construction, demonstrates many areas where I have maintained this skill. With the ability to effectively manage financial, physical and human resources I am able to achieve outcomes within agreed timeframes and budgets.
An example of my experience in managing projects within agreed time frames and budgets can be demonstrated in one particular instance in my current role as Office Manager, where I am in charge of managing a contractual agreement for a large commercial project. The current building contractors were running behind in their work and risking non-compliance with the agreed time frame and budget of the project so I used my research skills to obtain new quotes from an outsourced building team that was able to complete the project on time. The new building team were able to complete the work under the original budget set out in the project brief. As a result of my continual monitoring and input in to this project I was able to re-negotiate the contractual agreement without variation to the agreed project time frame or budget and the work was completed to the satisfaction of the client.
In the position I held as Project Officer with Victoria Police it was imperative that project proposals remained on track to progress through to approval stage in order to acquire the relevant funding in time to complete the project. One of my duties was to conduct weekly investigations and reports to determine the risk of deadlines not being met and to provide advice and recommendations on how to resolve any issues. I also had to ensure that funding requests were in line with the scope of each project. By accurately maintaining these details in accordance with the relevant policies, the process of submission of project proposals to approval ran efficiently and adhered to the set time frames and budgets
Highly developed research, report writing, communication, presentation and customer service skills.
I have highly developed research, report writing, communication, presentation and customer service skills which I have gained through the course of my employment.
In order to successfully coordinate project management in my role as Project Officer with Victoria Police I had to use appropriate research techniques and methods to contribute to the ongoing monitoring of project outcomes and methodology. This involved obtaining information on local government policies to determine the feasibility of each project proposal and identifying risks of possible delays to the project deliverables. During the proposal monitoring process I produced weekly progress reports and presented them to the Senior Management team and the Corporate Committee to keep them updated. I was also required to present information on the projects that had been flagged and notified on the identified risks and what their responses were. This information was presented in monthly meetings through the use of PowerPoint presentations and formal discussions. As a result of this constant clear communication, Senior Management and the Corporate Committee were able to take the necessary actions to follow up with noncompliance. I found that by maintaining communication with the clients submitting the proposals and ensuring their responsibilities were made clear, noncompliance could often be avoided.
As Office Manager I find I am constantly researching local government policies to ensure scheduled projects are adhering to the correct requirements. I utilise my highly developed skills in this area to keep up-to-date with the latest equipment and suppliers in the local community in order to provide appropriate advice to my Director and associated team members. My role also involves the regular provision of profit and loss reports and balance sheets to the Director and weekly progress reports in his absence.
I have well-developed communication skills and highly developed interpersonal skills with a demonstrated ability to effectively liaise with staff at all levels, including senior members of an organisation and external agencies and customers. In positions I have held over the years I have been the first point of contact for internal and external clients, both on the phone and face‑to‑face. I am experienced in answering general enquiries, providing information on policies and procedures and welcoming customers and visitors. I have been complimented by clients and colleagues on my helpful manner and tactful handling of difficult situations.
High level of skills in negotiation, analytical problem solving, use of initiative and working compatibly across boundaries.
Utilising my high level of skills in negotiation and analytical problem solving has enabled me to provide a superior level of service to customers in my role as Office Manager with A Touch of Paradise Landscaping and Construction. When faced with customers that are not happy with an inferior product or service I am able to view and analyse the situation from a logical and systematic perspective in order to provide a satisfactory solution for them. In carrying out this task, I am required to follow company procedures to ensure all areas have been covered.
My role as Office Manager entails receiving incoming calls or emails from clients regarding their orders. Often, I am required to respond to issues where clients have not been satisfied with the product they have ordered. I utilise a combination of in-house systems and interdepartmental liaison skills to resolve these issues. The actions that I take are to advise the customer that I am looking into the matter, communicate with the delivery team and access information from the supplier to analyse the product. I then get back to the customer with my findings and specific recommendations that will benefit the client.
One particular example of my demonstration of these skills was when I had to resolve a complaint from a client where a supplier had provided an inferior service with pouring concrete for a project. The concrete developed cracks which the client was not happy with due to possible structural integrity issues and the fact that it did not look aesthetically pleasing. I requested a formal response from the supplier in relation to specification details for the batch of concrete that was sent to our client. I also arranged a meeting between myself, the client and the supplier in order to discuss concerns and appropriate course of action. The supplier confirmed that there was no negative effect to the structural integrity of this job and that materials produced were all in line with Australian standards. As my client was not happy with this response I further negotiated with the supplier to seek further resolution and ensured the reciprocated needs of my client were being met. Due to no further response from the supplier I used my initiative to source an alternative supplier that could provide a ‘cap’ over the concrete to cover the cracks and produce a professional finish. Keeping in line with management of the budget of this project I proceeded to hold charges and request formal credit from the original supplier in order to pay the new supplier for the rectification work to be done.
I ensure that I always work within all company guidelines and procedures which result in adherence to customer response times and overall satisfaction. My skills have assisted in obtaining repeat business and customer referrals. I have demonstrated proficiency in this criterion with my ability to apply analytical skills and solve problems before they negatively reflect on the company.
Well-developed organisational and time management skills, with the ability to work well under pressure, and prioritise to meet critical deadlines.
Having to work on multiple tasks simultaneously and handle frequent interruptions together with competing deadlines and changing work priorities has led me to consistently demonstrate a highly flexible level of organisational skills in all of my previous employment positions. I use these skills to ensure the smooth operation of my working environment and to provide high levels of quality customer service. Some of my most basic skills include the ability to answer incoming calls and manage multiple calls concurrently, organise and facilitate meetings, cross reference documents for information, organise office maintenance, tracking accounts, organise material for briefings and presentations and managing filing systems.
Meeting critical deadlines was a major factor in the processing of project submissions in my role as Project Officer with Victoria Police. In order for a project proposal to progress to the approval stage, it was paramount to provide accurate and timely advice as to any required amendments. Processing the proposals on time was essential to meet budgetary allocation cut off dates. This required a high level of personal discipline, time management and the ability to prioritise and manage a heavy workload and I was often commended on my ability to carry out this task efficiently.
In order to meet critical end of month reporting deadlines for A Touch of Paradise Landscaping and Construction I have to effectively manage my time and prioritise my tasks. It is important that BAS statements are up-to-date and the relevant reports are generated on time in order to meet with strict ATO requirements. At the end of each month I ensure that I have allocated time to compete these tasks with minimal interruptions. This involves communicating with other staff members of my needs at this time and delegating any extra work if need be.
Knowledge and well-developed skills in contemporary project management systems particularly Microsoft Project and literacy in the Microsoft Office suite of products.
I am highly proficient in the use of the Microsoft Office suite of products, including Outlook, Publisher, Word, Excel and PowerPoint and I use these programs daily in my role of Office Manager with A Touch of Paradise Landscaping and Construction and in previous roles mentioned in my resume. I utilise the internet to conduct regular research and also have extensive training and experience in the use of MYOB.
In my current role as Office Manager, I use Excel extensively. I use Excel spreadsheets to carry out simple data entry or information gathering, and utilise the program to create, monitor and update customer records. I am proficient in importing and exporting data, and in the use of formulas. The spreadsheets I create are used for auditing purposes, so I make certain they are accurate and current.
I have been called upon to use Microsoft Word for any written documentation, and am confident in the use of PowerPoint for creating presentations. I am also competent in Access as a database management system. Working for a leading landscaping and construction business, I need to be familiar with a range of the latest equipment and products. I utilise the internet to assist in research and responding to customer queries.
While I do not have experience in using Microsoft Project, I believe I have used programs that are similar through my role as Project Officer with Victoria Police. These programs existed on the department’s intranet system which was secure and self-managed in order to be modified and updated as user needs required it. The in-house program that I used enabled me to analyse and plan resources, budgets, timelines, as well as measuring progress and anticipating resource needs with the reports. Being highly competent in the use of this program meant that I could easily define business drivers, effectively evaluate ideas, and measure the strategic contribution of competing requests. All the while aligning vision and effort to prioritise initiatives and select optimal project portfolios to deliver the intended business value.
My computer literacy enables an efficient customer service experience, and the ability to create historical data. I feel confident that I would be able familiarise myself quickly with any database or program, and I will always work hard to get to know all the systems I work with.
Knowledge of local government practices and procedures.
In current and former positions, I have demonstrated my ability to quickly learn and apply relevant policies, practices and procedures. Similarly, I am confident that I can rapidly acquire knowledge of local government policies, practices and procedures used in the position of Strategic Planning Projects Officer
From researching the internet I am now aware that local governments must adhere to practices and procedures with the running of meetings in accordance with the Local Government Act 1993, the Local Government (General) Regulation 2005, the Model Code of Conduct for Local Councils in NSW and the Guidelines for the Model Code of Conduct for Local Councils in NSW, as well as the relevant Council’s adopted Code of Meeting Practice. While I have no direct experience in these areas, I am eager to gain further knowledge of local government practices and procedures to effectively undertake, coordinate, manage and contribute to the delivery of key strategic planning projects within agreed time frames and budgets. I am aware that Eurobodalla Shire Council’s policies and codes of practice are readily available on the Council website.
While working as a Project Officer I was required to stringently adhere to Victoria Police’s practices and procedures when undertaking my duties. I had to ensure I followed the correct chain of command when communicating issues and providing reports in order to accurately maintain the flow of documents. Confidentiality when reviewing and discussing project content was also imperative due to the sensitive nature of proposals. I demonstrate my ability to quickly acquire the knowledge of a company’s practices and procedures throughout all of my work history
Current C Class driver’s licence
I hold a current C Class driver’s licence and have had a clean driving record for the past twenty years
Knowledge of or the ability to quickly gain knowledge of, Council WHS Policy and procedures.
In all of my previous employment roles I have quickly and efficiently gained knowledge of the relevant Workplace Health and Safety (WHS) policy and procedures and adhered to them in my day-to-day performance. I am committed to WHS policies and principles for myself and my colleagues. In my current workplace, adherence to WHS is essential, and all employees are encouraged to participate in the identification of risks, hazards and improvements. I have an understanding of the policies, and familiarise myself with the information that is available on the company’s intranet, and how my actions may affect the safety of others.
I am proactive in the workplace, and can give a particular example when a crew member was not adhering by safe practices and was almost run over by machinery in operation. I immediately shut the job down and took action in regard to accident prevention by facilitating discussions and enforcing crew members to undergo site safety awareness training. I must always ensure that the crew have the relevant qualifications and competencies that are relevant to each project and in my role as Office Manager I am required to write work method statements and conduct risk assessments to ensure that all project work is compliant with the principal contractor’s policies and procedures and adheres to the WHS Act. I am committed to making my work environment and that of our contractors, is one that is safe, respectful and free from discrimination or exclusion.
Consideration must also be given to individual projects to take in to account site safety plans, principal contractor’s safety rules, environmental management plans, plant equipment suitability and updated material safety data sheets. Until all of these requirements are met, a project is unable to commence.
During my research of this position I have accessed Eurobodalla Shire Council’s WHS Policy document and have made myself familiar with it. I am prepared to adhere by the goal to continually improve work systems that ensure the health and safety of personnel, contractors, volunteers and the community whilst maintaining the competitiveness and long-term employment prospects of the workforce.
An awareness of the legal and political context in which local government operates (desirable).
Demonstrating my dedication to this position I have conducted research on the legal and political context in which local government operates. I understand that a Council operates as an independent, statutory corporation responsible for administering the local government area of which it has jurisdiction.
My research has made me aware of the laws that Councils must work within that are established by the New South Wales Parliament, as well as the legislative framework of the Local Government Act. I understand that Councils must take care to exercise their powers properly otherwise their decisions, and any resultant actions, may be declared void by a court.
I see this as something that would be only fully grasped and understood while undertaking a role within a Council setting and I am prepared to do further study in this area if necessary to acquire appropriate awareness that is required to undertake this role.
Experience in a wide range of community engagement activities including contentious matters and those with stakeholders with divergent views (desirable).
I can demonstrate my experience in community engagement actives with my current voluntary position of Liaison Officer for Elliot River Sound. This is a community based music festival and I assist the founder with the marketing and liaising with the community to inform them of the line‑up of bands, emergency evacuation points and addressing any general enquiries. I have also assisted in the preparation of presentations to local Council in relation to meeting the local planning criteria to allow the festival to go ahead.
Liaison is also carried out with the Fire Warden of the local Rural Fire Brigade who is in support of this annual event. There is a mutually beneficial partnership, given that the Rural Fire Brigade is in need of local support. This is a new community event with the aim of bringing the local community closer together.
I look forward to future opportunities to participate in community engagement activities that reflect the development of the Council’s plans and strategies whilst representing the Eurobodalla Shire Council as Strategic Planning Projects Officer.
