Province: Victoria
Description:
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POSITION DESCRIPTION
Position: COORDINATOR TREES AND CONSERVATION
Position No:
Classification/Banding:
Band 7
Permanent Full Time
Department:
City Services
Responsible to:
Manager City Services
Incumbent:
VACANT
Last Updated:
August 2015
EMPLOYEES S
IGNATURE
MANAGERS SIGNATURE
DATE: / /
DATE: / /
1. POSITION OBJECTIVE
Primarily responsible for ensuring the safety of tree management and conservation unit staff,
operations and sites. This will always remain the first priority.
Responsible for the effective management of the maintenance and development activities for
Councils tree population and conservation assets to ensure high quality competitive services
are delivered.
Provide effective coordination of the Tree Management and Conservation teams, including
supervising, leading, motivating and developing staff to achieve agreed service levels.
2. KEY RESPONSIBILITIES AND DUTIES
2.1 Tree Management and Conservation Tasks
Provide specialist advice and input into policy and strategy development to effectively
manage the
Citys
tree population and biodiversity and conservation assets to the
Manager City Services and Senior Coordinator City Services, as well as others in the
organisation.
Provide technical expertise/input into tree and conservation management, maintenance
and problem identification and resolution.
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Provide specialist advice to others in the organisation on the maintenance and
management of Councils conservation reserves and tree population.
Ensure compliance with statutory requirements for the management of trees in
streetscapes and for the management of conservation and biodiversity assets.
Provide advice to officers in the planning department and provide input into applications
for vegetation removal in the municipality to ensure compliance with requirements for
biodiversity protection.
Prepare clear and concise reports and other correspondence, suitable for public
distribution, on tree management and conservation matters.
Lead and assist the Team Leader- Conservation in the development, application and
implementation of grants to protect and enhance biodiversity and conservation assets
within the municipality.
2.2 Staff Management and Team Contribution
Provide leadership, support, management, guidance and supervision of staff within the
Tree Management and Conservation teams in effective and accountable completion of
work.
Effective implementation of Human Resources Policies and Procedures, including
monitoring and evaluation of staff performance and conduct annual performance and
development reviews.
Work within a team environment contributing to the achievement of departmental,
divisional and organisational goals.
Lead, assist and support Team Leaders and Supervisors in developing best practices
for conservation and tree maintenance.
2.3 Contract Management
Contract management including the development, preparation and review of Contract
Specifications, quality standards and performance criteria.
Assist in the evaluation of contract tenders.
Ensure service levels are consistent with management plans and specifications and
keep clear documentation and records for contractor management.
Manage allocated budgets with the seasonal highs and lows within the requirements of
contracts.
2.4 Financial Management
Prepare and manage operational budgets accurately and ensure that targets are
achieved through regular review and recording variances as they arise.
Ensure budgetary targets and limits are adhered to.
Ensure work programs and targets are achieved within budget and resource
constraints.
2.5 Occupational Health and Safety
Lead occupational health and safety as a priority focus for the tree management and
conservation unit staff, operations and sites.
Ensure OHS policies, procedures and practices are understood and implemented on
site correctly by all staff members.
Assist in the development and implementation of OHS policies, procedures and
systems to ensure compliance with legislation and industry best practice.
Review and update the Risk Register for Tree Management and Conservation teams.
Identify, assess, prioritise and control risks to the Occupational Health and Safety of
staff, arising from tree and conservation unit operations.
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Ensure that a system of work that is safe and without risk to health is continuously
developed, documented and followed by all designated staff through appropriate
training, supervision and monitoring.
Undertake random audits of the completed on-
site JSAs and Daily Worksheets, by
inspecting the forms returned to the office to ensure compliance with the required
completion of these documents. (Audit at least 100 per year).
2.6 Customer service and other duties
Respond to community enquiries and service requests in collaboration with the
maintenance contractor/service provider in a timely manner.
Monitor and evaluate community demand and satisfaction and undertake community
consultation as required.
Other duties, as directed, up to and consistent with the level of responsibility of the
position.
Work across other departments and with Contractors as and when required.
3. ORGANISATIONAL RELATIONSHIPS
Reports to: Manager City Services
Supervision: Team Leader Arboriculture
Team Leader Conservation and Environment
Internal Liaisons: Director Infrastructure and City Services
Coordinator Parks Maintenance & Horticulture
Senior Coordinator City Services
Other Coordinators
Parks Team Leaders
Parks Supervisors
Other Council Departments
Councillors
Other Directors and CEO
External Liaisons: Other Local Government Authorities
Contractors
Service Authorities
General Public
Community Groups
4. ACCOUNTABILITY
Primarily responsible for ensuring a safe work environment and provide a strong safety
focus in the tree and conservation unit operations. Ensure all legislative obligations are
met in relation to risk management and Occupational Health and Safety.
Responsible for the efficient and effective management of the Tree Management and
Conservation teams and resources.
Represent Council on Local, State and Commonwealth networks and forums relevant
to the responsibilities of this position.
Assist in the development, management and monitoring of the Tree Management and
Conservation budget.
Participate in the development of, policies, plans and procedures related to Tree
Management and Conservation.
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Responsible for staff management and development in the Tree Management and
Conservation teams.
5. EXTENT OF AUTHORITY
Authorised to, within the scope of agreed project plans and Council Policy and procedures,
consult with the community, other stakeholders, service authorities and State and Federal
Government Departments.
The freedom to act is subject to regulations, policies, objectives and budgets with regular
meetings with the Manager City Services to ensure achievement of goals and objectives.
Decisions and actions taken may have a significant effect on the programs and projects being
managed and the public perception of the wider organisation.
6. JUDGEMENT AND DECISION-MAKING
High degree of problem solving and developing practical and viable options for Tree
Management, Conservation and Open Space issues.
Self management of all assigned responsibilities. Make the decisions necessary to
achieve agreed outcomes; guidance is not always available within the organisation.
Regular reporting to the Manager and Coordinator team on:
Individual and team progress with objectives
Budget
7. SPECIALIST KNOWLEDGE AND SKILLS
Extensive knowledge in tree management, in both reserves and streetscape settings.
Extensive knowledge in conservation management.
Familiarity with the principals and practices of budgeting and financial procedures;
including the demonstrated ability to prepare, implement and manage budgets.
Sound knowledge in tree management and maintenance and conservation procedures.
Knowledge in the safe operation and maintenance of a wide range of plant and
equipment.
High levels of expertise in implementing strategic policy.
Ability to undertake long and short term planning in the area of trees and conservation,
taking into account the long term goals of the wider organisation, Council values and
the political nature of the operations.
Demonstrated strong project management skills.
8. MANAGEMENT SKILLS
Demonstrated high level staff management skills and the ability to lead, empower and
motivate a team of tree management and conservation staff.
Ability to implement personnel policies and practices including EEO and OHS policies,
recruitment and selection procedures and employee development procedures.
Demonstrate the ability to contribute to the development and implementation of long
term staffing strategies.
Demonstrated skills in contractor management to deliver high quality services.
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Highly developed time management skills including the ability to be highly autonomous,
make decisions, manage time and set priorities for self and others to achieve specific,
set objectives in the most efficient way possible with the resources available.
Ability to analyse and manage complex projects and tasks.
Demonstrate the ability to contribute to the development and implementation of long
term organisational goals and objectives.
9. INTERPERSONAL SKILLS
High level verbal and written communication skills enabling effective preparation of
clear and concise reports and correspondence including the ability to speak at public
forums.
Ability to establish and maintain relationships with people at all levels across business
areas and functions.
Ability to motivate and develop employees and teams in the tree and conservation
units.
Ability to influence, gain cooperation, assistance and liaise with a range of people,
including public, consultants, contractors, authorities and staff members, to resolve
conflict and specialist problems, including Occupational Health and Safety issues,
Industrial issues and Customer Service concerns.
Ability to liaise with counterparts in other organisations to discuss and resolve specialist
problems and with other employees within Hobsons Bay to resolve intra-organisational
problems.
Proven ability to work with limited supervision and as a part of a team.
An understanding of consultation processes and a commitment to resident / worker and
service user participation in decision making and the development of services.
Ability to resolve conflict to achieve productive outcomes.
Ability to effectively communicate with employees at all levels.
10. QUALIFICATIONS AND EXPERIENCE
An approved tertiary qualification in arboriculture, conservation, natural resource
management, horticulture or related field.
Extensive experience in conservation and tree management and maintenance.
Experience in contract management.
Previous experience in community consultative processes.
Experience in strategic policy development and planning for service delivery.
Sound knowledge and experience of Occupational Health and Safety.
Ability to meet the physical requirements of the position.
Current Victorian Drivers Licence.
11. CUSTOMER SERVICE
Hobsons Bay City Council is committed to ensuring that all customers internal and
external receive friendly and responsive service. Staff are required to comply with the
following principles of good service:
answer telephones promptly, within 5 rings
acknowledge all customers promptly
treat customers with respect and courtesy
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provide quality customer service
convey accurate information
communicate courteously
12. SELECTION CRITERIA
Tertiary qualifications and/or extensive experience in the management of conservation
and trees.
Demonstrated high level staff management including the ability to lead, motivate and
develop employees.
Demonstrated administrative, organisational and time management skills including
budget development and management.
Demonstrated ability to implement OHS management systems to ensure that risks
arising from operations are managed effectively.
Demonstrated ability to implement strategic policy and undertake long and short term
planning in the area of conservation and tree management.
Excellent interpersonal and communication skills and capacity to build effective
relationships.
Current Victorian Drivers Licence.
13. SALARY
The classification applicable to this position is Band 7 in accordance with the Hobsons
Bay City Council Enterprise Agreement.
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Hobsons Bay City Council
General Information and Conditions of Employment
(Note: For Contracted Officers the conditions of their employment contract may override some of the general conditions listed
below).
ABOUT THE MUNICIPALITY
Hobsons Bay was created on 22nd June 1994 following the amalgamation of the former Cities
of Williamstown and Altona with parts of Laverton and South Kingsville.
Hobsons Bay is situated on Port Phillip Bay around 10 kilometres west of central Melbourne. It
covers an area of approximately 66 square kilometres. With a population of 89,100 which is
forecast to increase by 15 per cent (13,524) by 2031, approximately 30 per cent of our
residents are born overseas, speaking over 100 different languages.
Hobsons Bay is unique to the Western Metropolitan Region. It has over 20 kilometres of
beaches and foreshore areas; it is home to significant coastal wetlands, five creek systems,
remnant native grasslands, and important flora and fauna habitats, making up 24 per cent of
the municipali
tys land area. It contains the historic seaport of Williamstown, one of the oldest
settlements in Victoria, a range of historic buildings as well as recently developed residential
areas. In addition Hobsons Bay has a range of major industrial complexes, which contribute
significantly to the economy of Victoria.
Our community loves Hobsons Bay for its proximity to the CBD, the beach, its parks and green
spaces, its vibrant atmosphere and sense of community, its character housing and above all its
people, which makes the area almost the ideal place to live for many.
The city is located between seven and 20 kilometres from the CBD and has good access to
regional transport facilities such as the West Gate Freeway, the Western Ring Road, CityLink,
the National Rail Line, together with the ports and airports of Melbourne and Avalon.
The Community Health and Wellbeing Plan 2013-
2017 is the Councils key strategic plan.
In
formed by consultation with 1,000 community members, it set outs the communitys vision
and priorities for improving their health and wellbeing over the next four years. It informs
the Council Plan which describes how we will work, as an organisation, to achieve the vision
and priorities. Implementation of the Plan is supported by the Council Plan and the Council
Annual Action Plan.
ENVIRONMENTAL COMMITMENT
Hobsons Bay has a rich natural environment, which includes over 20 kilometres of beaches
and foreshore areas, significant wetlands, five creek systems, remnant native grasslands and
other important flora and fauna habitat areas. This diversity and breadth of habitats is unique in
an area so close to Melbourne.
Hobsons Bay has a strong commitment and an important role in enabling, engaging and
encouraging the local community to move to a low carbon future. Under the umbrella of the
Councils Sustainability Framework, the Council has developed a suite of strategies and plans
to address the different aspects of climate change. These include: the climate change policy,
climate change adaptation plan, corporate and community greenhouse strategies, water
management plan, community environmental engagement strategy and a waste and litter
management plan.
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TRAINING AND DEVELOPMENT
The Council has a policy of study leave and fee assistance for officer undertaking relevant
studies. Council will also provide training internally and externally to encourage the officer to
reach his or her potential. The officer is required to undertake any compulsory training courses
as offered by the Council. The incumbent will also be required to show others how the systems
under his or her control operate.
OCCUPATIONAL HEALTH, WELFARE AND SAFETY
The Council and Management are totally committed to the development, implementation and
maintenance of policies and procedures, which sustain a safe and healthy work environment.
Management recognises its duties and responsibilities under the Occupational Health and
Safety Act 2004, and accepts accountability of the management of OHS programs and the
resolution of health and safety issues.
All staff shall accept that they have a duty of care to protect not only their own Health and
Safety, but also that of their fellow employees, contractors, volunteers and the public. Staff are
expected to participate with management in the continual improvement of workplace
standards.
Supervisors (includes the following positions: Team Leaders, Coordinators.)are responsible for
meeting specific legislative requirements as detailed below –
Ensure all appropriate actions are taken to implement OHS Policy, OHS procedures
and legislative requirements
Monitor OHS Resources within area of responsibility
Visibly show commitment to OHS through planning of and participation in workplace
visits and hazard inspections, formal and informal discussions, etc.
Immediately investigate all accidents/incidents within area of responsibility
Ensure liaison with employee health and safety representatives, particularly on any
workplace changes that have an OHS component
Initiate actions to improve OHS within the area of responsibility
Actively monitor workplace to determine presence of hazards and take appropriate
action to rectify any hazards found. Formally audit the worksite in accordance with
clause 3.20, or more frequently depending on the workplace risk levels, using the audit
forms contained in the Appendix section.
Participate on any local OHS Committees as required.
Ensure all employees are inducted and receive appropriate training to safely and
effectively perform their duties.
Facilitate timely rehabilitation of injured workers.
All staff will assist with injury management initiatives and cooperate with Return to Work
programs within the workplace.
HUMAN RESOURCES POLICIES AND PRACTICES
The Council has developed a comprehensive set of Human Resources Policies and
Procedures, which are available on Councils intranet. Staff members are expected to
familiarise themselves with these policies and procedures, and to comply with the various
provisions contained therein.
CONDITIONS
Conditions are in accordance with the current Hobsons Bay City Council Enterprise
Agreement. A copy of the Hobsons Bay city Council Enterprise Agreement 2013 (EA) is
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available on the Councils intranet. Conditions include four weeks annual leave, accumulative
sick leave of 12 days per annum and a 19 day 4 week work cycle, excepting that outdoor
depot based staff will work a 9 day fortnight.
It should be noted that the method of accrual of sick leave credits varies depending on the
employment status (permanent, temporary or ‘outdoor’ employee), as detailed in the EA. Full
details are available from the Human Resources Department or on the intranet.
SUPERANNUATION
Unless an alternative accredited superannuation fund is nominated on commencement of
employment, employees will be required to join the Vision Super scheme which is the default
fund specified within the HBCC Certified Agreement. The Council will make the necessary
employer contribution required under legislation (currently 9.5% of the ordinary salary.)
Employee contributions are optional.
OVERTIME
It is the preference of the Council to allow time-in-lieu, at the appropriate rate, as provided for
under clause 16.2 of the Hobsons Bay City Council Enterprise Agreement 2013.
LONG SERVICE LEAVE
Long Service Leave entitlements are as prescribed by the Local Government Act, 1989 and
the Local Government (Long Service Leave) Regulations 2002. Subject to the Regulations,
three months leave with pay is granted after the completion of ten years service.
Long Service Leave entitlements for service with Commonwealth, State or Local Government
Authorities may be transferable on employment with this Council, subject to compliance with
the relevant Acts and Regulations.
TERMINATION OF APPOINTMENT
The period of notice by both the Council and the employee depends on the number of years
service the employee has completed with the Council. Notification must be provided in writing.
The period of notice is as follows:
1 year or less 1 week
1 year and up to the completion of 3 years 2 weeks
3 years and up to the completion of 5 years 3 weeks
5 years and over 4 weeks
In addition, employees over 45 years of age at the time of the giving of notice with not less
tha
n two years continuous service, are entitled to an additional weeks notice.
SMOKE FREE WORK PLACE
The Council has a No smoking policy in all Council buildings. Smoking is also prohibited in
Council vehicles.
PHYSICAL CAPACITY ASSESSMENT
For non administrative positions, applicants must undertake a physical capacity or medical
examination as part of the assessment process. The outcome of the assessment may
determine whether the applicant is employed in a specific role.
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CRIMINAL RECORD CHECK
A Criminal Records Police Check must be undertaken prior to employment for all persons who
are the preferred applicants for positions where there is a direct contact with clients, including
aged, disabled persons, juveniles, children and infants. An unsatisfactory assessment may
result in the applicant not being appointed. An applicant who refuses to complete the
appropriate forms will not be appointed.
WORKING WITH CHILDREN CHECK
In 2006, the Victorian Government introduced new legislation titled the Working wi
th Children
Act. This Act requires all persons working with children, up to 18 years of age, to make an
application for a new identification card.
Hobsons Bay City Council requires staff working in child related positions to hold a current
Working with Children Check Card and to provide Council with proof of this. Any changes to
the status of an
officers
Working with Children Check must be advised to the Council
immediately.
PRIVATE PRACTICE
The person appointed to any position shall devote the whole of his/her time as prescribed by
the Agreement to the business of the Council and shall not engage in any private practice with
any other person or organisation without the prior approval of the Council.
USE OF PRIVATE VEHICLES FOR COUNCIL RELATED ACTIVITIES
Where an employee is authorised to use his/her own vehicle for work related activities, a
mileage allowance is paid in accordance with the Council EA. An officer using his/her own
vehicle for Council. Related purposes is strongly encouraged to take out Motor Vehicle
insurance cover and to inform their insurer of the work related nature of the vehicle usage.
PROBATIONARY APPOINTMENT
In accordance with the provisions of the Fair Work Act and Regulations, a three month
probationary period will apply.
PRIVACY OF PERSONAL INFORMATION AND HEALTH INFORMATION
Council is committed to full compliance with its obligations under the Privacy and Data
Protection Act 2014 and the Health Records Act 2001. This legislation requires that Council
Officers treat information obtained from clients in a confidential manner and use that
information only for its intended purpose/s.
Individual employees (including all permanent, temporary, casual and contract) must operate
in accordance with the following:
1. The Individual will protect the privacy of Hobsons Bay City Council clients and will not
disclose the information to another person.
2. Client information will only be used for the purpose that it was acquired for unless
express written permission is provided by the client to use that information for other
specific purposes.
3. The individual will protect the information against loss or misuse.
4. The individual will not remove or photocopy any confidential client information such as
Health Records from Hobsons Bay City Council, unless it is to be used for its intended
purpose.
5. The individual understands the obligations under this legislation will continue after
termination of employment.
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Personal and Health Information collected by Council is used for recruitment
and if the applicant is successful, will be used for Human Resources. The
Personal and Health Information will be used solely by Council for this purpose
and or directly related purposes. Council may disclose this information to other
organisations if required by legislation. The applicant understands that the
Personal and Health Information provided is for the above purpose and that he
or she may apply to Council for access to and/or amendment of the information
after finalisation of the appeals process. Information relating to unsuccessful
applicants may be destroyed by Council after 12 months from this time.
Requests for access and or correction should be made to Councils Privacy
Officer.
RISK MANAGEMENT – SUPERVISORY ROLE AND RESPONSIBILITY
All supervisors have a responsibility to ensure that activities are undertaken in an environment
that is as risk free as possible. Risks may be financial, safety, site or person specific.
Team Leaders and Supervisors are to:
Ensure that risks are regularly identified and assessed in accordance with Council
policy.
Maintain a record of risk remedial activity, and/or maintain progress reports on
Councils risk register.
Refer major risks or ones that require a policy or financial determination to Councils
risk register.
Ensure that local operating procedures include risk assessment and identification
processes, eg, site hazard audit prior to commencement of new job and risks are
clearly communicated to all staff.
RISK MANAGEMENT
ALL STAFF
All staff have a responsibility to understand and observe the Risk Management Policy and
related procedures in accordance with training and instruction given, and to report any risk to
their immediate supervisor. Risks that affect the Council may result from property damage,
unethical or fraudulent behaviour or illness and injury to people.
EMERGENCY MANAGEMENT, RELIEF AND RECOVERY
In accordance with the Emergency Management Act 1986, Council has the responsibility of
participating in and undertaking emergency management, relief and recovery within Hobsons
Bay in response to an emergency activity.
As an employee of Council, you may be required to participate in activities relating to the
prevention of, the response to and the recovery from emergencies or exercises that could
occur in or involve Hobsons Bay.
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Position: Parks Coordinator Location: Depot
HOBSONS BAY CITY COUNCIL
Description:
The Parks Coordinator involves approximately 80% computer based administration work which includes regular meetings.
Up to 20% may be spent on site with some driving. This would mostly involve site visits for larger projects or meetings. Site
meetings would also be included.
Environment:
The environment is principally office based with occasional driving and occasional site visits. A computer is used on a
regular basis. Meetings are also undertaken on a regular basis.
Physical Demands of Working Day
(Percentage of actual time spent doing task)
O = Occasional (0-33%) F = Frequent (34-66%) C = Constant (67-100%)
Overall Physical Demand Rating:
Sedentary
Light
Medium
Heavy
Very Heavy
Factors OFC Comment
Standing
Walking
Mostly when on site visits.
Sitting
Usually office based with adjustable seating, in
meetings or when driving.
Lifting
Minimal lifting requirements are generally required.
Stooping
Bending
Carrying
Pushing/pulling
Reaching
Gripping and Fine
Hand
Manipulation
Most work requires fine hand manipulation for use of
keyboard and mouse as well as handwriting.
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