QUEENSLAND PARLIAMENTARY SERVICE POSITION DESCRIPTION POSITION: SECTION: LOCATION: Electorate Officer Electorate Services Parliamentary Service Various locations CLASSIFICATION: EO level 1 to level 10 SALARY RANGE: REFERENCE NUMBER: $ 2,420.60 per f/n minimum $ 3,347.50 per f/n maximum PAR DATE OF REVIEW: September 2017 CLOSING DATE: N/A APPLICATIONS Salary range The Electorate Officer classification consists of 10 levels. Electorate Officers usually commence at level 1 and become eligible for an increment after 12 months continuous service. Consideration may be given for a higher level salary. This is based on a number of set criteria which includes the individual s current employer (if an existing Queensland Public Sector employee), previous service, tertiary qualifications and clerical / administrative experience. ENVIRONMENT This position works within the individual Member s Electorate Office. The incumbent is required to work closely with the Member and to undertake administrative duties within the Electorate Office, including obtaining solutions for problems presented by individuals and organisations. The position involves reception duties and dealing with constituents and the general public. The Electorate Officer must have a commitment to the Member s values and agenda and an ability to work independently, particularly in the Member s absence. The incumbent must be able to observe
high levels of confidentiality in relation to the Member s duties and constituent work and to demonstrate a high standard of literacy, personal presentation and punctuality. PRIMARY OBJECTIVES To provide confidential secretarial and electorate office services to a Member of the Legislative Assembly in the Electorate Office established by that Member. REPORTING RELATIONSHIPS The Electorate Officer reports to the Member of Parliament. SUPERVISORY RELATIONSHIPS The Electorate Officer may be responsible for the supervision of an Assistant Electorate Officer/s depending on the organisation of work within the particular Electorate Office. DUTIES AND RESPONSIBILITIES Minimum duties and responsibilities 1. Provide confidential secretarial, executive and administrative support services for the Member, using a variety of electronic and other IT office equipment, for example: Establishing and maintaining databases for information storage and access Managing and maintaining the Member s diary including making appointments and arrangements for meetings, events etc. Maintaining practices that promote forward planning to ensure the Member has the appropriate documentation and associated information for meetings and appointments Assist with writing newsletters, press releases and speeches under the guidance of the Member. Maintaining systems and practices that promote and support forward planning Undertaking enquiries and researching legislation and policies using the internet Other administrative tasks such as establishing and maintaining a petty cash system; maintaining and establishing paper and computer filing systems etc. 2. Assist the Member with the day to day operations and management of the Electorate Office, particularly in the absence of the Member, for example: Managing the daily activities of the Electorate Office Maintaining office equipment and arranging repairs Arranging functions and events 3. Assist with general enquiries from constituents concerning a wide range of community, social and political issues, for example:
Liaising with individuals, groups and organisations who contact the electorate office for information, assistance and advice Managing enquiries from constituents and others about a diverse range of issues Interviewing and assisting constituents with a range of problems using government and community help networks Making written and verbal representations to a range of government, community and public bodies/utilities on behalf of the Member and constituents Dealing with constituent and other enquiries by email, telephone or in person Carrying out research on issues relating to constituent enquiries and information required by the Member Providing information to constituents regarding state government services and policies Ensuring constituents and others have access to the Member. 4. Prepare reports, briefs and correspondence related to the business of the electorate, for the information and attention of the Member as required, for example: Prepare correspondence on behalf of the Member and constituents, including letters, memoranda, reports etc. as required by the Member Write newsletters and press releases under the guidance of the Member Organise mail outs of newsletters and other relevant information advising of the MP s activities and views. 5. Ensure the Member is informed of developments within the Electorate particularly during absences from the electorate on parliamentary business, for example: Maintaining accurate and up to date briefing notes so that the Member is kept informed of issues and events within the electorate Establishing information systems to relay important issues and events and maintain contact with the Member while absent Note, evaluate and file information received via email and facsimile advising on changes to government policy procedures Maintain awareness of issues raised within the community via media and network contacts. 6. If required and as directed by the Member, undertake some or all electorate media responsibilities, for example: Daily monitoring of media, including social media Preparing media releases Fielding media requests Updating and maintaining social media and website Where appropriate, establish contact with local media networks and identify opportunities to create content and media opportunities. 7. If required, assist the Member with the management of the Members accounts and Acquittal System records, for example: Maintain accurate records of receipts, invoices, accounts etc. Process data within the in house, SharePoint based Acquittal System Liaise with Parliamentary staff to ensure acquittals are processed in accordance with approved procedures. 8. Other duties as may be directed by the Member
SELECTION CRITERIA Professional Qualifications Nil Experience Previous experience in the office of a State or Federal Member of Parliament or Councillor of a Local Government would be advantageous. Skills, Knowledge and Abilities (Minimum skills and abilities) 1. Proven word processing skills, general computing skills (e.g. email, Internet, spread sheets etc.) and PC housekeeping skills (e.g. formatting disks/cds, backups, establishing and maintaining appropriate computer file structures, data archiving and deletion) at an intermediate level are considered essential. 2. Ability to learn and utilise sophisticated data base systems. 3. Advanced communication skills, both written and oral, are considered essential. 4. Ability to perform duties with a minimum of supervision and assistance. 5. Ability to prioritise activities to ensure deadlines are adhered to. 6. Good interpersonal skills and the ability to communicate and liaise with a diverse client group including constituents, community groups, Members of Parliament, Public Servants etc. 7. Good general knowledge, with a particular emphasis on Queensland political and current affairs. Note: To successfully undertake this position it is considered essential that the occupant of the position has the computing skills described above.
ADDITIONAL INFORMATION Employment Screening The successful applicant will be required to submit a National Criminal History Check prior to appointment. A criminal conviction or charge will not automatically exclude an applicant from consideration for appointment. All personal information obtained in the application process will be treated confidentially and held securely by the Parliamentary Service. Information security clause The occupant of the position may, through the course of their employment, have access to many sources of information. When dealing with information of the Parliamentary Service, employees are not to access, use or release information without an official purpose related to the performance of their duties and then only in accordance with Parliamentary Service policy. Working hours Full time Electorate Office staffs are paid for a 72.5 hour fortnight. Part time Electorate Office staff are paid their rostered hours only. Work outside normal hours It is also noted that Electorate Office staff are not required to undertake tasks outside of normal business hours (7.00 am to 6.00 pm) or on weekends. Activities undertaken outside of business hours or on weekends are undertaken in a private voluntary capacity and this is at the Electorate Office staff member s discretion. Use of motor vehicles Electorate Office staff are not required to use their private motor vehicles in the course of their duties and Members cannot compel staff to use their private motor vehicles. However, where it is agreed between a Member and Electorate Office staff that it is necessary or convenient for Electorate Office staff to use their private motor vehicles for electorate office business, the use is sanctioned only in accordance with the approved policy. Length of employment Electorate Office staff are employed whilst the Member is in office. Should the member retire or be defeated at an election then the Electorate Office staff s employment will cease.