Position Details
Senior Administration Officer/Agenda Coordinator
Full Time
Transport and Infrastructure
Nerang Office
Queensland Local Government Officers Award - Federal Level 4
$68,006.42 to $72,617.82

To our valued community; As the novel coronavirus COVID-19 continues to impact our community and daily lives, we want to assure you that we are monitoring developments very closely and taking all appropriate action. Keeping this in mind, please be aware that our recruitment process, while going ahead, may take longer than average and we ask that you remain patient during these prolonged periods.

City of Gold Coast

The Gold Coast is an outstanding global city proudly looking towards its future. We are inspired by lifestyle and driven by opportunity.

Here at City of Gold Coast, our commitment to a shared set of values shapes our decisions, actions and behaviours towards achieving the City Vision and our many city priorities.

  • We aim high – we are passionate about delivering the best for our city
  • We add value – we are innovative and make the most of every opportunity
  • We work as a team – our people are great individually, but unstoppable together
  • We take responsibility – we are committed to working safely, being trustworthy and owning our actions

About Transport and Infrastructure Directorate

Transport and Infrastructure directorate is ultimately here to deliver quality infrastructure and services that align with the broader organisation vision and purpose. The directorate consists of asset custodians, service providers and business support roles that all contribute to the overall management, delivery and maintenance of quality infrastructure and services.

About the Position

Located within the Transport and Infrastructure Director’s Office, the Senior Administration Officer / Agenda Coordinator provides executive level committee meeting management and administrative support services to the directorate.

Key Deliverables of the position:

  • Coordination, formatting, preparation and distribution of the Transport & Infrastructure Committee Agenda, Report and Adopted Report. 
  • Minute the Transport & Infrastructure Committee meeting ‘live’ in Council Chambers.
  • Provide training to staff in relation to the correct protocols / formats for submitting agenda items for the Transport & Infrastructure Committee.
  • Provide comprehensive meeting management support for the Joint Consultative Committee, Directorate Consultative Committee, Transport & Infrastructure Workplace Health & Safety Committee and any other meetings as required by the Director Transport & Infrastructure.  This includes, preparing agendas, attending meetings to take the minutes, finalisation of the minutes for approval prior to distributing within the agreed timeframes.
  • Provide administrative support for meetings and forums, including sending meeting appointments, booking and setting up meeting rooms, arranging catering.
  • Maintain necessary follow-up administrative actions to progress meeting outcomes, including attending to correspondence, loading minutes to the intranet, following up actions and monitoring and controlling file movements.
  • Provide an advisory service on directorate led meetings to internal and external stakeholders where required.
  • Manage the accuracy of the email group distribution lists and committee meeting procedures.
  • Prepare the annual ‘Schedule of Meetings’, ensuring the availability of key participants within Council prior to finalisation, committee approval and distribution.
  • Manage the Directorate Issues Register to record, track, monitor, follow-up, review and report on directorate issues.
  • Provide business and project support for directorate business areas as required.
  • Provide back-up support to the Personal Assistant to the Director Transport & Infrastructure.
  • Any other tasks within the scope of the position as defined by the Supervisor or Director.


About You

  • You have a minimum of 3 to 5 years demonstrated secretarial skills with previous experience in minute taking and coordination of committee meetings. 
  • You have high attention to detail and the ability to maintain confidentiality.
  • You have excellent interpersonal and communication skills, both verbal and written, with the ability to communicate with a friendly and approachable nature for and on behalf of the Director and with a wide range of people.
  • You have effective analytical and problem solving skills with the ability to research issues, interpret and analyse information and determine an appropriate course of action.
  • You have excellent time management skills including the ability to manage a wide range of diverse tasks and establish work priorities when performing own tasks or managing Executive/Manager tasks.
  • You have the ability to work collaboratively within a team with the ability to plan, organise and prioritise work and resources to reach agreed successful conclusions.


What can the City of Gold Coast offer you?

Working for the City of Gold Coast is both challenging and rewarding. You will enjoy:

  • working within a culture that promotes a healthy work life balance and flexible working arrangements;
  • a friendly and supportive team where you will be recognised and rewarded;
  • opportunities for professional development training and study assistance to enhance your career progression;
  • a competitive remuneration plus up to 12% employer superannuation contribution and options to salary sacrifice;

See what other benefits the City can offer you here: https://www.goldcoast.qld.gov.au/council/council-jobs-222.html


The Selection Process

As part of our selection process, you may be required to undertake a one way video interview via SparkHire, and a face to face interview or virtual interview via Mircrosoft Teams or Skype. You may also be required to undertake police checks, employment history checks, qualification checks and drug and alcohol testing in accordance with Australian Standards and Council's procedures.

Please note applications for all of our vacancies close at 10.30pm on the listed closing date.

You can now stay up to date with all of our advertised vacancies by joining our recruitment Facebook page: https://www.facebook.com/COGCRecruitment

Essential: Do you have a minimum of 3 to 5 years demonstrated secretarial skills with previous experience in minute taking and coordination of committee meetings?
Essential: Do you possess a valid C Class (or higher) drivers licence?
Essential: Please outline your experience in the coordination and preparation of meeting agendas and minutes.
Essential: Please demonstrate your ability to manage your time, set priorities, plan and multi task in a busy environment.
Essential: What is your experience in the use of MS Office Suite in particular your experience with MS Word and MS Excel?
Julianne Foley
Job Success Profile (JSP) no Job Success Profiles have been provided

Application Guide