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Assistant Electorate Officer

Parliamentary Service - Mungindi, QLD

Administration & Secretarial
Source: uWorkin


Full Job Description
This position is located in the Southport Electorate Office of Mr Rob Molhoek MP. The position assists the Member in obtaining solutions for problems presented by individuals and organisations. The position involves reception duties and dealing with constituents and the general public. There may be occasions when the Assistant Electorate Officer will be required to work without supervision or minimal direction and may be required to work in the Electorate Office alone. The incumbent must be able to observe high levels of confidentiality in relation to the Member's duties and constituent work and to demonstrate a high standard of literacy and personal presentation and punctuality. The Electorate Office is a fast paced, dynamic environment that will require discretion in dealing with issues presented to you as a representative of the Member within the Electorate Office.
Job Type: Temporary
Position Type: Flexible-part-time
Location: Gold Coast
Contact Name: Peter Morris
Contact Number: 07 3553 6444
Closing Date: 14-JUN-21

The duties and responsibilities of the Assistant Electorate Officer may include the following:

1. Assist in the provision of administrative support services to the Electorate Officer and Member

Assist the Electorate Officer with managing and maintaining the Member's diary including making appointments and arrangements for meetings, events, etc.
Assist the Electorate Officer in the preparation of information to support the Member's parliamentary responsibilities (e.g. Briefing notes, Questions on Notice, general research, etc.).
Assist the Electorate Officer with maintaining established information systems that capture and communicate important information to update the Member when absent from the office.
In consultation with the Electorate Officer, maintain awareness of issues raised within the community via media monitoring and network contacts.
Contribute to media requests and responses as directed by the Electorate Officer and Member.
Assist Electorate Officer with the coordination of Members official travel requirements including liaison with Parliamentary Travel and the preparation of information required for travel claims.
Assisting with record-keeping and data entry of expenses through the online Parliamentary Acquittal System in accordance with Parliamentary guidelines and processes as directed by the Electorate Officer.

2. Supporting and engaging with constituents and community groups

Follow established processes in liaising with constituents, groups and organisations who contact the electorate office for information and assistance (via face-to face, mail or electronic contact).
In consultation with the Electorate Officer, maintaining and providing information to assist constituents regarding a range of public services and policies.
Support the maintenance of established networks including community referral and assistance networks, and government departmental and/or ministerial office contacts to assist constituents and monitor progress on pending issues.
Carrying out research on simple issues and information requested by the Member and support the Electorate Officer with complex issues relating to constituent enquiries.
Ensuring that the constituents and others have access to the Member.
Assist the Electorate Officer in arranging and coordinating community meetings and events on behalf of the Member e.g. show/fete stalls, stakeholder forums, public BBQs, etc.
Under the direction of the Member and/or Electorate Officer, attending Community events and functions with and on behalf of the Member.
Providing information to facilitate community petitions.
Assist with preparing and distributing formal communication between the Member and constituents including personal letters, community newsletters, surveys and other material as directed by the Electorate Officer.
In consultation with and under the direction of the Member and Electorate Officer, maintain and monitor the Member's social media presence and/or website including updating content and images, etc.

3. General Administration of the electorate Office

Assist with maintaining systems and procedures for information and document storage and management.
Check and report any technical issues associated with items of office equipment or security equipment, and assist the Parliamentary Service in annual office stocktake processes.
Reporting security incidents, risks or threats that occur in the electorate office.
Maintain established procedures in regards to the use of office petty cash systems (where applicable).
Order and purchase office supplies and stationery on behalf of the Member, as directed by the Electorate Officer.
Other general administration tasks as directed by the Electorate Officer or Member.

This is a temporary vacancy due to an officer being absent on parental leave. Temporary appointments are available up to December 2021.This work is licensed under a Creative Commons Attribution 3.0 Australia License.