Community Facilities Officer

Byron Shire Council is focused on partnering with our community and offers pristine beaches, diverse lifestyles, a magnificent natural environment and a subtropical climate. Stay, live and work in our community. We have an opportunity available for two Community Facilities Officers to join our team.  These positions range from part-time (minimum 3 days / 21 hours per week) to full-time (5 days / 35 hours per week) for the right candidates. The positions are available on a fixed term contract for 2 years, with possibility of extension.

About the role

As part of the new Community Facilities Unit, the Community Facilities Officers play a key role in establishing and using systems to support the effective and efficient use of Council’s community halls and facilities. As a primary contact for hall hirers, these roles will deliver high-quality customer service, manage booking enquiries and payments, coordinate contractor services, resolve arising facilities issues and ensure compliance with relevant policies and procedures. These roles will also support Council’s management of other leased and licensed community buildings.

These positions enable Council’s transition to a new governance model for managing community facilities and work within a team structure. These are term-limited roles with the potential for extension.

 Key focus areas:

• Contribute to and implement systems and processes for the management of community halls. This includes online booking platforms, standardised hire agreements, updated website content, and clear operating manuals.
• Improve our quality of service delivery, including customer experience, hall utilisation and workplace health and safety. 
• Ensure compliance with hire requirements including risk assessments, insurances, licenses, approvals and fees, as applicable.
• Effective liaison and good working relationships with hall hirers, contractors and volunteer committees.
• Regularly visiting halls on-site to provide hirers or contractors with guidance, orientation and to troubleshoot emerging issues.
• Liaise with and coordinate contractors including for site induction, ongoing cleaning and for minor maintenance when required.
• Maintaining relationships with lessees and licensees, responding to emerging operational issues and assisting with strategic review projects.
• Provide administrative support for the coordination and organisation of meetings and forums, including scheduling, documentation, and logistics.
• Manage purchasing and invoices, ensuring proper processing and follow-up where required.
• Maintain accurate and comprehensive records of all correspondence, bookings and financial transactions to meet Council requirements.

 What we’re looking for you to bring to this role:

• Demonstrated experience with the development and implementation of systems to improve bookings and venue coordination, including online platforms, forms, hirer orientation materials, and records management.
• Strong customer service and communication skills both verbal and written
• Experience with contractor management 
• Strong administration skills with experience in the coordination and organisation of meetings and forums, including scheduling, documentation, and logistics
• Experience with management of facilities and operational sites.
• Demonstrated records management experience

Your knowledge and experience will include:

• Certificate in Business Administration, Communications, Customer Service, or a related field, or equivalent demonstrated experience.
• Current Working with Children Check (to be provided prior to employment commencement). 
• Knowledge of safety and compliance requirements for public facilities.
• Proven experience in customer service and/or business administration, preferably within a local government or community services setting.
• Proven experience in using information technology and systems to improve efficient and effective service delivery to clients and stakeholders.

To be successful in this role you will have: 

• Strong organisational and time management skills with the ability to manage multiple projects and tasks.
• Excellent communication and interpersonal skills with a focus on customer experience and service outcomes with diverse stakeholders including Council staff, volunteers and community members.
• Ability to handle enquiries, resolve issues, and provide appropriate solutions capably, consistently and professionally.
• Demonstrated commitment to Work Health Safety, Equal Employment Opportunity, and Cultural Diversity principles.
• Demonstrated experience with computer literacy, including MS Office suite (Word, Excel, Outlook, Publisher and PowerPoint).
• Current Drivers Licence.

We offer: 

• 2-year Fixed Term Contract. 2 Positions available for total of 1.6 Full Time Equivalent.
• Flexible working arrangements 
• Salary and Conditions will be in accordance with the NSW Local Government (State) Award with an appointment at a salary in the range of $1,349.61 to $1,563.73 per week full time equivalent (dependent upon skills and experience). 
• Partner with an organisation that is taking steps in all areas to reduce our carbon emissions and be an innovative and sustainable council.

It would be highly regarded if you had:

• A background in facilities administration and/or management.
• Experience with Bookable software platform

Other benefits include:

• Annual salary reviews 
• Superannuation 
• Education and training support
• Flexible work hours
• Attractive salary packaging scheme.
• Employee Assistance Program (4 sessions per year)
• Fitness Passport
• Health and Wellbeing days 

Contact:  Manager Social and Cultural Planning: Geeta Cheema 02 6626 7122 or our Community Facilities Coordinator: James a'Court 02 6626 7169.

Closing date: 10am (NSW time), Wednesday 29 October. Late applications will not be permitted. Interviews to occur on Tuesday 4 November.

Position Description:  Download - Community Facilities Officer PD here

We believe in diversity, inclusion and equality and are committed to ensuring that our workplaces are a reflection of our community. We recognise the benefits that diversity and inclusion brings, and in turn encourage talented people from all backgrounds, abilities and identities to apply for our vacancies.

We are open to discussing flexible working arrangements and encourage our people to explore new ways of working – including part-time, job-share or working from different locations. Everyone can ask about it.

We strongly encourage applications from people with disability and will provide reasonable adjustments in our recruitment process and in the workplace. If you need an adjustment during the recruitment process, please call or email the contact person listed above, and also advise us of your preferred method of communication. 

Pre-Employment Screening Process:

• Reference Checks: Referees will preferably be your current or most recent supervisor and must be able to comment directly on your abilities in a work situation. If you have any objection to this action, your concerns should be raised in your application and be discussed with the Selection Panel.
• Functional Health Assessment: If applicable, the functional health assessment evaluates your physical and functional capacity against the physical demands necessary to safely perform the job for which you have applied. Applicable roles are subject to drug and alcohol testing, please note these tests will potentially require the provision of a urine sample, and a positive test will preclude a candidate from employment with Council at that time.  
• Background Screening: Background checks verify the information you have provided in your application, and where applicable, also check for relevant criminal history. Checks may also include, for example, a confirmation of your employment history, qualifications/tickets and working with children clearance.

HOW TO APPLY:

Scout Talent has released an improvement to the candidate application experience through the 'Save Application' Feature. As a candidate you can start an application and progressively update the application until they are ready to submit.

You can start an application on the go, from anywhere and return to finish your application via the automatic follow up email when you have time and the required information at hand. 

You must use your own email address and not one used previously by another person that has applied for a position with Council.

Being mindful of diversity and inclusion we have provided 2 options to apply for the position.

Option 1 - Written Application

You may wish to prepare your responses in a Word document, and then COPY and PASTE into the fields below.  

Step 1: Fill out our online application form below. Once you have completed all the questions, click 'Next'

Step 2: Attach your resume/CV and a cover letter (optional). Once you have attached your document/s click 'Next'.

Step 3: Please review your application and confirm everything is correct. Click 'Confirm' to send your completed application.

 You will receive an email to confirm your application has been received. 

Option 2 - Audio File Application

Step 1: Scroll down and review the Questions that you are required to answer. 

Step 2: Record an audio file of your responses and save the file (the file must be in an MP3 format and less than 50MB). Please note that all questions with a drop box or a check box as well as the reference checks details can not be answered via audio file and must be completed below.

Step 3: Fill out the Personal Details section and the questions that can not be completed by audio file on the application form below. For all of the Questions where you are responding via audio file, type the response “audio file”.  Once you have completed all the questions, click 'Next'

Step 4: Attach your resume/CV, a cover letter (optional) and your audio file.  Once you have attached your documents click 'Next'.

Step 5: Please review your application and confirm everything is correct. Click 'Confirm' to send your completed application.

You will receive an email to confirm your application has been received.