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Role Description

Community Engagement & Communication Officer (SoS)

Cluster	Planning and Environment
Agency	Department of parliamentary services
Division/Branch/Unit	Environment, Energy and Science/Biodiversity and Conservation Division/Saving our Species
Role Number
Classification/Grade/Band	Environmental Officer 9
Senior executive work level standards	Not Applicable
ANZSCO Code	225311
PCAT Code	1119192
Date of Approval	04 August 2021
Agency Website	www.dpie.nsw.gov.au

Agency overview

tba

Primary purpose of the role

Lead, coordinate, and oversee comprehensive administrative services, to ensure efficient business operations, and support managers and teams in achieving high-quality service delivery

Key accountabilities

1. Promote quality customer service, handling requests from a range of stakeholders, analysing, prioritising, acting, and responding, gathering more information as required, acting independently when appropriate.
2. Support efficient time management by responding to emails and enquiries, managing diary and meeting requests (negotiating with others according to priorities) and ensuring manager(s) are prepared for meetings, proactively sourcing relevant information.
3. Support team business outcomes by organizing meetings (face-to-face and virtual), travel and event arrangements, taking initiative around the detail.
4. Contribute to business outcomes by preparing papers for meetings of medium- high complexity, preparing the terms of reference and agenda then analysing meeting discussion and preparing accurate and succinct minutes.
5. Support accurate payroll and human resource information system processing by creating rosters and demand templates and ensuring all shifts are entered, and completing electronic forms for personnel changes, on own initiative.
6. Coordinate recruitment activities, ensure accurate data entry, and assist with interviews/ selection process organisation, seeking clarification as required to support the efficient hiring and onboarding of new staff.
7. Complete, track and follow up procurement, purchasing and stores orders (including set up for new staff) accurately to ensure efficient and cost-effective supply of team resources; monitor and reconcile purchasing/ procurement card (P-card) expenditure and assist with contract management/ procurement.
8. Develop knowledge of relevant information technology (IT) programs and provide team IT support, accurate data entry, report analysis and proactive responses as required to support a range of team processes.
9. Draft reports, correspondence, high- level documents (such as briefs and ministerials) and presentations, undertaking research, analysis, and initiative with detail, to support managers and team members.
10. Enable efficient and secure access to information by following corporate records policy and local practices for storage and retrieval of team/ service information.

Key challenges

Managing competing demands and maintaining focus on quality in a busy, dynamic environment.

Taking initiative, anticipating priorities in a changing environment

Key relationships

Who	Why
Internal
Manager	Receive direction, feedback, and support, escalate complex challenges and potential improvements.
Child, Youth and Family senior managers and administration Team	Provide supervision and support to ensure key administrative functions are covered across the team/ service.
Internal Business Coordinators/Executive Offices/Business Management	Work in collaboration with other support staff to ensure understanding and direction of people and culture, processes and initiatives at team level.
Executive Assistants to the Executive Directors	Regular communication with the EAs requiring a professional customer service approach and an effective working relationship.
External
External Stakeholders

Role dimensions

Decision making

This role has autonomy and makes decisions under their direct control and refers to their manager’s
decisions that require significant change to outcomes or timeframes; are likely to escalate or require
submission to a higher level of management. This role is accountable for the delivery of work assignments
on time and to expectations in terms of quality, deliverables and outcomes

Reporting line

The role reports to the allocated Manager.

Direct reports

Budget/Expenditure

Nil

Key knowledge and experience

Successful experience in high level executive support at the executive level and experience providing
business support services to a varied organisation

Essential requirements

Relevant professional experience and training.

Capabilities for the role

The NSW public sector capability framework describes the capabilities (knowledge, skills and abilities) needed to perform a role. There are four main groups of capabilities: personal attributes, relationships, results and business enablers, with a fifth people management group of capabilities for roles with managerial responsibilities. These groups, combined with capabilities drawn from occupation-specific capability sets where relevant, work together to provide an understanding of the capabilities needed for the role.

The capabilities are separated into focus capabilities and complementary capabilities.

Focus capabilities

Focus capabilities are the capabilities considered the most important for effective performance of the role. These capabilities will be assessed at recruitment.
The focus capabilities for this role are shown below with a brief explanation of what each capability covers and the indicators describing the types of behaviours expected at each level.

FOCUS CAPABILITIES
Capability group/sets	Capability name	Behavioural Indicators	Level
	Display Resilience and Courage Be open and honest, prepared to express your views, and willing to accept and commit to change	Be flexible, show initiative and respond quickly when situations change Give frank and honest feedback and advice Listen when ideas are challenged, seek to understand the nature of the comment and respond appropriately Raise and work through challenging issues and seek alternatives Remain composed and calm under pressure and in challenging situations	Adept
	Act with Integrity Be ethical and professional, and uphold and promote the public sector values	Represent the organisation in an honest, ethical and professional way and encourage others to do so Act professionally and support a culture of integrity Identify and explain ethical issues and set an example for others to follow Ensure that others are aware of and understand the legislation and policy framework within which they operate Act to prevent and report misconduct and illegal and inappropriate behaviour	Adept
	Communicate Effectively Communicate clearly, actively listen to others, and respond with understanding and respect	Tailor communication to diverse audiences Clearly explain complex concepts and arguments to individuals and groups Create opportunities for others to be heard, listen attentively and encourage them to express their views Share information across teams and units to enable informed decision making Write fluently in plain English and in a range of styles and formats Use contemporary communication channels to share information, engage and interact with diverse audiences	Adept
	Work Collaboratively Collaborate with others and value their contribution	Encourage a culture that recognises the value of collaboration Build cooperation and overcome barriers to information sharing and communication across teams and units Share lessons learned across teams and units Identify opportunities to leverage the strengths of others to solve issues and develop better processes and approaches to work Actively use collaboration tools, including digital technologies, to engage diverse audiences in solving problems and improving services	Adept
	Plan and Prioritise Plan to achieve priority outcomes and respond flexibly to changing circumstances	Consider the future aims and goals of the team, unit and organisation when prioritising own and others’ work Initiate, prioritise, consult on and develop team and unit goals, strategies and plans Anticipate and assess the impact of changes, including government policy and economic conditions, on team and unit objectives and initiate appropriate responses Ensure current work plans and activities support and are consistent with organisational change initiatives Evaluate outcomes and adjust future plans accordingly	Adept
	Think and Solve Problems Think, analyse and consider the broader context to develop practical solutions	Undertake objective, critical analysis to draw accurate conclusions that recognise and manage contextual issues Work through issues, weigh up alternatives and identify the most effective solutions in collaboration with others Take account of the wider business context when considering options to resolve issues Explore a range of possibilities and creative alternatives to contribute to system, process and business improvements Implement systems and processes that are underpinned by high-quality research and analysis Look for opportunities to design innovative solutions to meet user needs and service demands Evaluate the performance and effectiveness of services, policies and programs against clear criteria	Advanced
	Finance Understand and apply financial processes to achieve value for money and minimise financial risk	Understand core financial terminology, policies and processes, and display knowledge of relevant recurrent and capital financial measures Understand the impacts of funding allocations on business planning and budgets Identify discrepancies or variances in financial and budget reports, and take corrective action Know when to seek specialist advice and support and establish the relevant relationships Make decisions and prepare business cases, paying due regard to financial considerations	Adept
	Project Management Understand and apply effective planning, coordination and control methods	Prepare and review project scope and business cases for projects with multiple interdependencies Access key subject-matter experts’ knowledge to inform project plans and directions Design and implement effective stakeholder engagement and communications strategies for all project stages Monitor project completion and implement effective and rigorous project evaluation methodologies to inform future planning Develop effective strategies to remedy variances from project plans and minimise impact Manage transitions between project stages and ensure that changes are consistent with organisational goals Participate in governance processes such as project steering groups	Advanced

Complementary capabilities

Complementary capabilities are also identified from the Capability Framework and relevant occupation-specific capability sets. They are important to identifying performance required for the role and development opportunities.

Note: capabilities listed as ‘not essential’ for this role are not relevant for recruitment purposes however may be relevant for future career development.

COMPLEMENTARY CAPABILITIES
Capability group/sets	Capability Name	Description	Level
	Manage Self	Show drive and motivation, an ability to self-reflect and a commitment to learning	Adept
	Value Diversity and Inclusion	Demonstrate inclusive behaviour and show respect for diverse backgrounds, experiences and perspectives	Intermediate
	Commit to Customer Service	Provide customer-focused services in line with public sector and organisational objectives	Adept
	Influence and Negotiate	Gain consensus and commitment from others, and resolve issues and conflicts	Adept
	Deliver Results	Achieve results through the efficient use of resources and a commitment to quality outcomes	Adept
	Demonstrate Accountability	Be proactive and responsible for own actions, and adhere to legislation, policy and guidelines	Adept
	Technology	Understand and use available technologies to maximise efficiencies and effectiveness	Adept
	Procurement and Contract Management	Understand and apply procurement processes to ensure effective purchasing and contract performance	Intermediate

Public Service Commission