Governance Officer

Moira Shire Council; Cobram; Hybrid; AUD 65,000 - 90,000; Full time

Benefits offered by this job

Above Award pay rates

Flexible work from home

Training opportunities

Wellness initiatives

Parental leave

Volunteer leave

Salary packaging

Job summary

Moira Shire Council in regional Victoria is seeking an experienced Meetings Administration Support officer for a 12-month parental leave cover ending December 2027. You will manage agenda papers, minutes and briefing materials for Council meetings.

In addition, provide governance and secretarial support for ELT, SLT and Audit & Risk Committee, manage records, and assist with FOI requests and policy documentation. Strong MS Office skills essential.

Qualifications

• Demonstrated experience in an Administration role with proven ability to prepare large documents.
• Proficiency with and experience in relevant data management software packages.
• Highly developed computer skills including a sound knowledge of Microsoft software (Word, PowerPoint and Excel).
• High level interpersonal skills, especially written and verbal communication.
• Experience working with and managing confidential and sensitive information.
• Ability to work autonomously.

Responsibilities

• Collation and distribution of Council Meeting Agenda papers and attachments within statutory timeframes.
• Produce high quality Council Meeting Minutes capturing decisions and resolutions.
• Collation and distribution of Briefing and Workshop papers; coordinate with authors for briefing materials.
• End-to-end management of meeting documentation including QA, version control, archival.
• Provide Executive Support for the Corporate Performance directorate (diaries, correspondence, papers, minutes, action tracking).
• Secretarial support for ELT and SLT meetings (materials, minutes, action tracking, confidential information).
• Secretarial support for Audit and Risk Committee meetings (materials, minutes, audit, risk, compliance).
• Assist governance team with FOI, privacy and related requests and with policy and codes preparation.
• Maintain corporate records, library, and risk registers as required.

Skills

Administrative experience

Data management software

MS Office

Communication

Autonomy

Confidential information

Tools

Microsoft Word

PowerPoint

Excel

Job description

Become a Part of Moira Shire Council’s Exciting Journey!

At Moira Shire Council, we're reimagining local government with fresh ideas, a friendly approach, and a passion for making a real difference in our vibrant regional community. Nestled along the stunning Murray River, our region spans from the lush Barmah Forest to lively towns like Cobram, Numurkah, Nathalia, and Yarrawonga—one of Victoria’s top holiday spots.

We believe in working together with honesty, respect, integrity, teamwork, and accountability to create a future everyone can be proud of.

Our role as a Council? To serve, support, and inspire our communities to facilitate the success of the Moira2045 Community Vision.

Why Work With Us?

• Above Award pay rates
• A strong, values based, positive organisational culture
• Supportive and family-friendly workplace.
• Flexible work arrangements to suit your lifestyle with opportunity to Work From Home
• Access to extensive training and education opportunities, including in-house leadership program
• Superannuation information sessions with Vision Super
• Salary packaging and novated leases available
• Access to wellness initiatives
• Corporate discounts at fivegyms across our shire
• Generous parental leave
• Up to two days paid volunteer leave for a community service within our shire.
• Cultural andceremonial leave.
• Opportunities for purchased leave to better accommodate your lifestyle.
• So much more.....

Please note all benefits are considered individually for roles on a pro-rata basis. Temporary and part-time roles may not be eligible for all inclusions.

Moira Shire Council is an Equal Opportunity Employer.

Moira promotes a workplace that actively seeks to include, welcome and value the contributions of all people and encourages people with a disability, Aboriginal Australians, young people and people from culturally diverse backgrounds to apply.

This is a 12 month parental leave cover position, ending in December 2027.

Key Functions

Meeting Administration Support

• Responsible for the collation and distribution of Council Meeting Agenda papers, ensuring all supporting documents, reports and attachments are compiled accurately and distributed to Councillors and relevant stakeholders within statutory timeframes
• Produce high quality Council Meeting Minutes that accurately capture all decisions, discussions and formal resolutions, ensuring compliance with legislative requirements and organisational standards for minute-taking
• Responsible for the collation and distribution of Council Briefing and Workshop papers, coordinating with report authors to ensure comprehensive briefing materials are prepared and distributed to facilitate informed decision-making
• Manage the end-to-end process for Council meeting documentation including quality assurance checks, version control and archival of meeting records in accordance with records management protocols
• Provide Executive Support for the Corporate Performance directorate including:
  • managing diaries and correspondence.
  • preparing papers, agendas and minutes of Corporate Performances meetings; and
  • tracking action items across Finance, Governance and People and Culture.
• Provide comprehensive secretarial support for Executive Leadership Team (ELT) meetings including:
  • Collating and distributing meeting materials, briefing papers and supporting documentation
  • Taking detailed minutes and managing action item tracking and follow-up
  • Managing confidential and sensitive information distribution
  • Coordinating attendance confirmations and managing meeting schedules
• Provide comprehensive secretarial support for Senior Leadership Team (SLT) meetings including:
  • Scheduling regular and ad-hoc meetings across multiple stakeholders
  • Preparing comprehensive meeting packages and supporting materials
  • Recording accurate minutes and managing action item registers
  • Managing meeting room setup and technical requirements
• Provide comprehensive secretarial support for Audit and Risk Committee meetings including:
  • Collating and distributing meeting materials, briefing papers and supporting documentation including audit reports, risk assessments and compliance documentation
  • Prepare comprehensive confidential Audit and Risk Committee meeting minutes and ensure that these minutes are presented at a Council meeting.
• Provide guidance in relation to the appropriate use of Council’s corporate logo and undertake audit compliance checks.

Governance Support

• Provide administration support to the Governance and Risk Team, where required.
• Provide support for the development of corporate reporting systems and technology.
• Assist the Governance and Risk Team to maintain the Risk Management Framework including Corporate Risk Register, Fraud Risk Register and Internal Audit Risk Register, when required.
• Maintain the Compliance module in the corporate system (RelianSys).
• Maintain Council’s online corporate library (web and intranet) including adopted policies, strategies and plans and all documents that the Council is required to make available to the public in accordance with Council’s Public Transparency Policy.
• Assist the Governance & Risk Team in the preparation and response to FOI, privacy, public interest disclosure, complaints handling and other requests from LGV, IBAC, Ombudsman and related agencies.
• Assist with Governance projects including the Annual Report, Local Government Performance Reporting, Council Plan preparation/review and reporting and preparation of codes and policies.
• Assist the Governance Team to maintain delegations and authorisations to staff and to Council committees.
• Assist with statutory consultation processes including preparation of consultation forms, webpages, advertising and responses to submitters.
• Assist with the development and integration of Council’s Risk Management Framework, including policies, procedures and risk registers.
• Assist with gathering documents in preparation for internal audits.

Essential qualifications and experience

• Demonstrated experience in an Administration role with proven ability to prepare large documents.
• Proficiency with and experience in relevant data management software packages.
• Highly developed and proven computer skills including a sound knowledge of Microsoft software (Word, PowerPoint and Excel) and other programs.
• High level interpersonal skills, especially written and verbal communication.
• Experience working with and managing confidential and sensitive information.
• Ability to work autonomously.

Desirable qualifications and experience

• Understanding and experience in the operations of Local Government.

Licenses and mandatory requirements

• Current Driver’s Licence
• Police Check (or willingness to undergo)