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GILGANDRA SHIRE COUNCILPOSITION DESCRIPTION

PART 1: POSITION DETAILS

Position Title: Project ManagerGrade: 22Occupant: VacantDepartment: Major ProjectsReports to: General ManagerDirect Subordinates: 1-3Number of Subordinates: NilOperating Budget: VariousRevenue: VariousCreated: September 2017Reviewed: September 2017

PART 2: POSITION PURPOSE

The Project Manager will head up a small team and will play a key role in delivering strategy, initiatives, and projects to achieve strategic outcomes for Gilgandra Shire. It is required to contribute to the professional performance of Gilgandra Shire Council by being responsible for the planning and delivery of major projects.

The Project team will focus on the planning, programming and project delivery for the Council. A key component of the role is the delivery of strategic outcomes and best value funding allocation and decision-making of projects. This involves working with the community and in partnership with external governments and organisations.

The Project Manager will report directly to the General Manager and will be supported by a Projects Coordinator and an Engineering Technical Support Officer. This position will work closely with the all directors in the delivery of defined capital works projects and will form an integral part of the Executive Management Team.

The position has been created to ensure that Council is in a strong position to meet the increasing number of strategic and complex infrastructure projects being delivered as part of the 17/18 Delivery Program and longer term Community Strategic Plan.

PART 3: POSITION ACCOUNTABILITIES (KEY RESULY AREAS – KRAs)

The following outlines the key responsibilities of the position, but is not all encompassing:

Undertake project planning, project management and contract management by being council’s principle contact for major projects

To provide coordination of all major capital projects Formulate and implement project works schedules Liaise with directors and managers regarding the allocation of staff, plant and equipment to

ensure maximum utilisation of available resources within project parameters Liaise with other stakeholder groups internally and externally Liaise with members of the public in regard to planning and pre commencement

consultation, complaints and/or system breakdowns Assess project requirements and ensure that labour materials and equipment are available

to ensure smooth workflows. Keep accurate records as required to meet Council’s and legislative requirements. Formulate, implement and monitor key performance indicators or milestone achievements

relevant to the project area.

To ensure that capital projects are completed within anticipated cost, time, quality and safety standards.

Management of projects to ensure that work is carried out in accordance with plans and specifications.

Liaise regularly with appropriate staff and contractors to ensure there is no communication gaps in terms of scope, time and costs

To ensure that relevant council employees and contractor personnel are trained and competent to carry out their tasks and encourage continuous development of their skills within each project

Deliver major projects in accordance with the works programs and budgets and such projects are delivered to meet Council and State agency specifications

Illustrate at all stages the progress of large capital projects in accordance with recognised project management practices

Provide input into the development, implementation and review of Council policies Participate as part of Council’s Management Executive Team Ability to complete urgent key jobs or projects without adherence to standing working hours,

including a demonstrated willingness to be flexible with start and finishing times as required.

This is a general position description only and the employee may be required to perform any other duties as directed by the General Manager, or their nominee within skills possessed.

PART 4: WHS REQUIREMENTS

Employees: As individuals, employees will: Take all reasonable & practicable steps for their own health and safety and of others

affected by their actions at work; Comply with the safety procedures and directions imposed in the interest of health and

safety; Not willfully interfere with or misuse items or facilities provided in the interest of health,

safety and welfare of employees; and In accordance with agreed procedures for accident and incident reporting, report potential

and actual hazards to either their elected health and safety representatives, or supervisor.

Supervisors: Supervisors are responsible for the day to day supervision of employees. In particular supervisors will:

Ensure that all activities are performed in accordance with the Gilgandra Shire Council Work Health and Safety and Rehabilitation procedures, legislation or good practice;

Review all tasks to assist in improving safety; Promote and communicate Work Health, Safety and Rehabilitation with employees,

contractors, service users, customers and members of the public.

PART 5: SELECTION CRITERIA

Essential

Demonstrated knowledge and understanding of Work Health and Safety practices in the workplace.

Possess a Construction White/Blue Card (or the ability to acquire prior to commencement). Demonstrated experience in Project Management in Civil Construction or related role

and/or with tertiary qualifications in Project Management, Construction, Engineering or related areas.

A minimum 5 year experience in a Projects Manager role Possess and maintain a manual “C” class driver’s licence. Well-developed interpersonal, written and verbal communication skills. Possess personal drive, a willingness to help others and a successful track record of

working within a team environment across a number of disciplines.

Desirable: Experience in similar role within Local Government Knowledge of AS ISO 21500:2016 Guidance on Project Management Possess a current First Aid Certificate Contract management experience as a superintendent or a superintendents’ rep.

PART 6: MISCELLANEOUS (TERMS & CONDITIONS) Working hours: eg 35 hours per week on basis of a 9 day fortnight Delegations: as per policy Special conditions of employment: Nil Additional duties / relief duties:

PART 7: ASSOCIATED DOCUMENTS

SKILL DESCRIPTORS

Authority and Accountability The jobholder may work away from Council premises and is required to make autonomous

decisions usually influenced only by Council policy, the situation and relevant legislative framework. Independent action is required.

Decisions made by the job holder affect the work and activities of others within the department.

The work of the jobholder influences the community within a specified service line through the application of technical skill or application of regulatory requirements.

The job holder is involved in the development and maintenance of appropriate safety or other standards, or provides instruction and/or training concerning such standards.

The job holder develops a complete budget for a section or a specific project. Responsible for costing resources/time/people and materials.

Balance expenditure and revenue across a Department's budget or the budget of a major project.

This job has contract management responsibility from $1m to $5m.

Judgement and Problem Solving Problems are solved using research, analysis, and evaluation of information which may not

be readily available. Judgement is important as there is often no right or wrong solution. The jobholder must evaluate a variety of issues in more complicated situations.

Considerable investigation and adaptive thinking will be required. Significant planning is required to coordinate with various organisational units including

external affiliates or multiple resources. Understand the commercial environment and apply business principles to maximise the

performance of the Section(s).

Management Skills Direct supervision of an employee or team of employees or leading a team of professional

or specialist staff on special projects or assignments. The person offers recommendations regarding:

- Identifying training needs - Appointing employees - Disciplinary actions

The job holder approves and makes final decisions in the following work areas: - Evaluating performance - Assigning work activities - Coaching - Authorising timesheets - Approving overtime - Approving leave - Handling employee complaints

The job holder supervises 1 to 3 personnel directly. The job holder supervises 6 to 10 contractors.

Interpersonal Skills This job requires written communication skills which enable the job holder to write complex

and detailed technical reports, proposals and submissions. The jobholder is required to anticipate and pre-empt customer requirements and do utmost

to meet these. In addition, the jobholder should monitor and evaluate the effectiveness of customer service provided and recommend modifications to improve service.

Required as a major part of the job to provide service to internal customers, with accountability for measuring and consistently improving service.

Responsible for establishing and communicating project team goals and objectives, and implementing the achievement of plans.

This job requires communication skills which enable the job holder to perform the following activities:

- Provide information and explain situations - Advise, recommend or counsel - Sell, persuade, influence - Negotiate agreements - Resolve conflict - Participate in meetings/group discussions - Conduct meetings/lead group discussions - Make formal presentations or speeches - Train one-to-one - Counsel on problems - Speak to the media - Train/Facilitate Groups

The job holder is required to interact with the following groups or individuals within the council on a regular basis and for the purpose shown below:

Advise or recommend: - Council Meeting - Councillors - Committee Meetings of Council Negotiate or persuade: - General Manager - Department/Division Heads - Section Managers/Team Leaders - Other Council Employees (not including direct reports)

The job holder is required to interact with the following groups or individuals outside the council and for the purpose listed below:

Provide and obtain information: - Applicants for employment - Media - Local Business Advise or recommend: - Members of the public/residents/ratepayers - Community organisations - service clubs etc - Professional/industry associations including unions - Consultants, solicitors and other professionals - Employees of other councils Negotiate or persuade: - Commercial/industrial/development representatives (eg vendors, builders, clients) - Government officers (eg Roads & Traffic Authority, Dept of Local Government)

Qualifications and Experience Thorough knowledge of several functions plus specialisation in one function OR a position

requiring a high degree of expert knowledge in a major field of critical importance covering several separate disciplines. Jobs at this level require a wide education, probably including technical proficiency in a specialised area, University Bachelor degree or equivalent or extensive business experience.

It would be expected that the person would have four, but less than seven year's experience.

In addition to the qualifications and experience, the job holder must possess the following licences or certificates:

- Driving Licence Class C (Car)

Specialist Knowledge and Skills The operational knowledge needed by the jobholder includes knowledge of the structure

and functions of several departments. In addition, the job holder requires the following level of technical skills.

Comprehensive Knowledge areas: - Contract Administration - Project Management - Quantity Calculation & Estimating - Construction Planning

Solid Working Knowledge areas: - PC Applications Software (eg Lotus, Dabs, desktop publishing) - Record Keeping (eg timekeeping, expenditure logs etc) - Budget Administration - Meeting Procedures - Building Management and Development - Risk Management - Asset Management Systems - Tendering Procedures - Tender Evaluations - Purchasing and Procurement - Service Specification - Contract Management - Engineering Surveying - Geometric Road Design - Drainage Design (including hydraulic calculations) - Traffic Management (capacity & modelling) - Material Technology & Properties - Plant Capabilities - Roads Construction & Maintenance Evaluation - Bridge Maintenance (evaluation and programs) - Bridge Construction - Pavement Management Systems - Development Engineering & Design - Environmental Assessment - Capital Project Accounting - Occupational Health and Safety Program - Performance Management - Occupational Health & Safety Legislation - Roads & Traffic Legislation - Water Supply and Sewage Legislation - Sewer Treatment Plant Investigation and Design - Water Supply Investigation & Design

Basic Working Knowledge areas: - Filing - Data Entry - Mail Distribution Systems - Operate Office Machinery (photocopier, facsimile, microfiche reader, plan printer) - Word Processing/Typing - Construction Techniques/Methods - Fire Safety/Evacuation - Vehicle & Plant Fleet Management - Public Relations (policy and strategies) - Public Relations Administration - Land Surveying - Hydrology & Flooding/Water Quality - Structural Design

- Drafting - CAD Applications - Asset Engineering - Waste Management - Tree Preservation - Principles of Town Planning & Subdivision/Land Management - Pollution Control (air, water, noise) - Cost Accounting - Equal Employment Opportunity - Employee Relations - Training & Development - Rehabilitation - Environmental/Planning Legislation - Environmental Legislation - Local Government Legislation - Roller Driving Operation - Grader Driving - Dozer/Large Excavator Operation - Water Truck Operation - Water Quality - Water Treatment - Sewage Treatment - Pump Station Operations - Reticulation Systems

COMPETENCY STEPS

ENTRYCompetency Performance Criteria COMPETENT NOT YET

COMPETENTAssessment

MethodsObservation: OBDemonstration: DMWork Sample: WSTraining Records: TRQuestioning Discussion: QD

X

Demonstrated knowledge and understanding of Workplace Health and Safety practices in the workplace.

Demonstrated Knowledge

Possess a Construction White/Blue Card (or the ability to acquire prior to commencement).

Possession of card

Demonstrated experience in Project Management in Civil Construction or related role and/or with tertiary qualifications in Project Management,

Demonstrated ability

Construction, Engineering or related areasA minimum 5 year experience a in a Projects Manager role


Possess and maintain a manual “C” class driver’s licence

Possession of Licence

Well-developed interpersonal, written and verbal communication skills


Possess personal drive, a willingness to help others and a successful track record of working within a team environment across a number of disciplines.


Step 1Competency Performance Criteria COMPETENT NOT YET

COMPETENTDemonstrated ability to plan, program and supervise contractors, staff and operational needs to ensure the effective achievement of desired outcomes


Demonstrated ability to facilitate, coordinate and undertake major projects which are appropriate and timely, balancing competing priorities and interests.


Demonstrated experience in leading multi-disciplinary projects and initiatives to ensure the effective achievement of desired outcomes.


Possess personal drive and priority to complete urgent key jobs or projects without adherence to standing working hours, including a demonstrated willingness to be flexible with start and finishing times as required.


Demonstrated ability to prepare and conduct meetings and lead group discussions


Possession of RMS “Prepare a Work Zone Traffic Management Plan” Qualification

Training record

Experience in similar role within Local Government or Local Government projects


Knowledge of AS ISO 21500:2016 Guidance on Project Management


Possess a current First Aid Certificate


Contract Management experience as a superintendent or a superintendents representative


Communicate concisely both written and verbally


Ability to understand and use Microsoft word


Ability to understand and use Microsoft excel


Ability to understand and use the functions of Microsoft Outlook


Competent with the use of in-house finance software (Synergy Soft)


Ability to prioritise and drive work Demonstrated ability


COMPETENTWillingness to become familiar with the principles of asset management


Knowledge of the Local Government integrated planning and long term financial planning management practices, procedures and processed


Communicate clearly and promptly, listening carefully to instructions and information


Plan and lead team performance and operations


Provide clear and direct feedback to staff, directors and general manager


Coordinate project activities and timelines with clients


Re-allocate staff and resource in response to changing weather, site conditions and priorities


Manage and coordinate time and priorities for self and team


Identify and obtain appropriate personnel and resources for work


Ensure that project planning incorporates the possibility of adapting to future changes


A total understanding of the Local Government Act and Council’s Policy requirements of tenders and quotations


Ability to write detailed reports on projects


The application of innovative approaches to improve project delivery


Take responsibility for ensuring team targets and goals are achieved


Prepare and lead formal or informal training sessions


Proactively lead the projects team for the efficient delivery of projects


Seek information to improve performance from people and workplace documents like policies procedures, etc


Proven record of working across the organisation with a helpful disposition and genuine enthusiasm for positive outcomes for the Council


Effective communicator of safety policy and procedures to all employees


Be an influential leader to improve safety with the workplace


Proficient is the use of Council’s Corporate record keeping system



COMPETENTAbility to write non standard reports Demonstrated ability

Willingness to actively participate in personal professional development


Ability to resolve staff conflict issues independently


Apply legislative, organisation and site requirements and procedures for planning and organising projects


Effective communicated to staff, management and council


Ability to implement disciplinary procedures


Work cooperatively with clients to resolve contract and operational issues


Manage the ongoing review and adjustment of projects against performance indicators and project milestones


Ability to monitor budget progress against set targets and effectively communicating variations to General Manager and Directors


Ability to provide input to plant replacement programme


Proactively manage team performance


Computer technology is used to monitor and communicate project status


Develop trust and confidence in staff and customers in project planning and delivery


Changes to work methods are reflected in changes to the WH&S and rehabilitation procedures where necessary



COMPETENTAbility to write complex reports Demonstrated abilityPossession of formal project management qualifications

Possession of qualification

Developed sound networks with other professionals working in the same field


Ability to resolve customer conflict and complex problems issues without reference to the General Manager


Sound knowledge and application of contract management principles and the effective management of contracts.


Proven history to adequately plan and delivery projects within agreed timeframes and budgets


Demonstrated effective communication and management skills suitable for the position


Demonstrated history of being able to coach and mentor staff in specific skills related to project management.


Well developed computer and project design skills adequate for the position


Well developed technical networks across local government


Proven history in leading multi-disciplinary projects and initiatives to ensure the effective achievement of desired outcomes


Proven record in implementing safety initiatives


KEY PRINCIPLES AND VALUES

The following principles and values are considered to be key requirements of our organisation. All Councillors and Staff are expected to demonstrate these values and principles in their dealing with each other and with the community.

IntegrityWe must not place ourselves under any financial or other obligation to any individual or organisation that might reasonably be thought of influence us in the performance of our duties.

LeadershipWe have a duty to promote and support the key principles by leadership and example and to maintain and strengthen the public’s trust and confidence in the integrity of Council. This means promoting public duty to others in the Council and outside, by our own ethical behaviour.

SelflessnessWe have a duty to make decisions solely in the public interest. We must not act in order to gain financial or other benefits for ourselves, our family, friends or business interests. This means making decisions because they benefit the public, not because they benefit the decision maker.

ObjectivityWe must make decisions solely on merit and in accordance with our statutory obligations when carrying out public business. This includes the making of appointments, awarding of contracts or recommending individuals for rewards or benefits. This means fairness to all; impartial assessment; merit selection in recruitment and in purchase and sale of council’s resources; considering only relevant matters.

AccountabilityWe are accountable to the public for our decisions and actions and must consider issues on their merits, taking into account the views of others. This means recording reasons for decisions; submitting to scrutiny; keeping proper records; establishing audit trails.

OpennessWe have a duty to be as open as possible about our decisions and actions, giving reasons for decisions and restricting information only when the wider public interest clearly demands. This means recording, giving and revealing reasons for decisions; revealing other avenues available to the client or business; when authorised, offering all information; communicating clearly.

HonestyWe have a duty to act honestly. We must declare any private interests relating to our public duties and take steps to resolve any conflicts arising in such a way that protects the public interest. This means obeying the law; following the letter and spirit of policies and procedures; observing the code of conduct; fully disclosing actual or potential conflict of interests and exercising any conferred power strictly for the purpose for which the power was conferred.

RespectWe must treat others with respect at all times. This means not using derogatory terms towards others, observing the rights of other people, treating people with courtesy and recognising the different roles others play in local government decision making.

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