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Role Description

Community Engagement & Communication Officer (SoS)

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
OSCA 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
	Act with Integrity Be ethical and professional, and uphold and promote the public sector values	Model the highest standards of ethical and professional behaviour and encourage others to do the same Set an example for others to follow by representing your organisation in an honest, ethical and professional way Promote a culture of integrity and professionalism within your organisation and when dealing with external organisations Reinforce and monitor the use of ethical practices, standards and systems Promote practices and systems that create a workplace culture that values high ethical standards and behaviour	Advanced
	Manage Self Be persistent, self-reflect and commit to learning	Be a professional role model for colleagues, set high personal goals and take pride in achieving them Actively seek, reflect on and act on feedback about your performance Reflect on and use negative feedback as an opportunity for growth and improvement Take the initiative and act in a decisive way Pursue and apply new knowledge and practices relevant to your organisation to improve outcomes	Advanced
	Communicate Effectively Communicate clearly, pay attention to others and respond with understanding and respect	Focus on key points and use clear, concise and inclusive language Clearly explain and present ideas and arguments Pay attention and ask appropriate and respectful questions to understand others’ point of view Promote the use of inclusive language and help others to adjust their language where necessary Seek feedback about your communication style and adapt where necessary Write in a way that is well structured and easy to follow Clearly communicate routine technical information	Intermediate
	Commit to Customer Service Provide customer-focused services in line with public sector and organisational objectives	Take responsibility for delivering high-quality customer-focused services Design processes and policies based on the customers’ experience and engage people with lived experience to inform service improvements Create opportunities to learn about and measure what is important to customers by engaging with a wide range of customer experience Use customer data, feedback and insights to improve service delivery Find opportunities to collaborate with internal and external stakeholders to improve outcomes for customers Maintain relationships with key customers in your area of expertise Connect and collaborate with relevant customers from the community	Adept
	Influence and Negotiate Gain consensus and commitment from others, and resolve issues and conflicts	Use facts to support claims Help to find solutions that contribute to positive outcomes Contribute to resolving differences with other staff or stakeholders Respond to conflict without making the situation worse Refer conflict to a supervisor where appropriate Know when to step back from a conflict	Foundational
	Plan and Prioritise Plan to achieve priority outcomes and respond flexibly to changing circumstances	Understand the team and business unit’s goals and set work tasks that contribute to meeting them Set and develop team goals and plans, and use feedback to inform planning Respond proactively to changing circumstances and adjust your plans when necessary Consider how immediate and longer-term organisational issues might affect the achievement of your team and business unit goals Adapt and respond proactively when priorities and work environments change	Intermediate
	Think and Solve Problems Think, analyse and consider the broader context to develop practical solutions	Understand a problem or explore an opportunity by finding data that is relevant, trustworthy and high quality Research and analyse information to make recommendations based on relevant evidence Identify and find appropriate solutions for issues that may stop people from completing their tasks Be willing to seek others’ input and share your ideas to achieve best outcomes Come up with ideas and identify ways to improve systems and processes to meet organisational and customer needs	Intermediate
	Finance Understand and apply financial processes to achieve value for money and minimise financial risk	Understand basic financial terminology, policies and processes, including the difference between recurrent and capital spending Consider financial impacts and value for money when making recommendations and decisions Understand how financial decisions impact the team and your organisation’s overall financial position Understand and act on financial audit, reporting and compliance obligations Be aware of financial risk, reputational risk and how exposed your organisation is to these risks Suggest solutions to deal with financial and reputational risks	Intermediate

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
	Display Resilience and Courage	Be open and honest, prepared to express your views, and willing to accept and commit to change	Advanced
	Value Diversity and Inclusion	Be inclusive and respect diverse backgrounds, experiences and perspectives	Advanced
	Work Collaboratively	Collaborate with others and value their contribution	Adept
	Deliver Results	Achieve results by using resources efficiently and committing to quality outcomes	Intermediate
	Demonstrate Accountability	Be proactive and responsible for your actions, and follow legislation, policy and guidelines	Adept
	Technology	Understand and use available technology to maximise efficiencies and effectiveness	Intermediate
	Procurement and Contract Management	Understand and use procurement processes to ensure effective purchasing and contract performance	Foundational
	Project Management	Understand and use effective ways to plan, coordinate and control projects	Foundational

Public Service Commission