POSITION DESCRIPTION, PERFORMANCE MEASURES AND TARGETS

Transcription

1 POSITION DESCRIPTION, PERFORMANCE MEASURES AND TARGETS Attachment 1 Position Title: Administration Assistant Responsible to: Office Manager Responsibility: Office Administration Current Incumbent: (Vacant) Required Formal Qualifications: Vocational qualifications in business administration or demonstrated competence and experience in this field. Essential Knowledge and Competencies: Has a clear understanding of and personal commitment to the Vision, Mission and Values of the Arts Health Institute. Demonstrated competencies in: Reception Administrative support Customer/Client Service Problem solving Communication Office systems. Demonstrated competence in an Administration function and providing quality Customer Service. Experience in working in and developing a flexible, multi skilled team environment with well developed interpersonal, communication (verbal, written and computer), problem solving and client service skills. Capacity to build and maintain effective working relationships with a range of stakeholders. Well developed organisational and time management skills. Demonstrated ability to operate independently and professionally with limited supervision. High level application skills in the use of Microsoft Office Suite of products, particularly Word and Excel. Position Objectives: Provide reception and office administration support to the Office Manager and other members of the leadership team in line with the Vision, Mission and Values of the organisation. Provide a high level of customer service to internal and external stakeholders. In support of the Office Manager, provide efficient and effective communication including managing enquiries and providing support during media and marketing campaigns. Support internal and external communications through the development of marketing material, online newsletters, social media and advertisements. Comply with statutory requirements where relevant. Liaise with staff, visitors and contractors. Adopt a culture of safety and continuous quality improvement. Contribute to the development of office systems that support rapidly growing services. Job Description Administration Assistant Arts Health Institute Realise Performance Pty Ltd (2012) Page 1 of 6

2 Key Relationships: Board of Directors Staff Aged Care and Health Providers Education and Research Bodies General Public Potential Benefactors, Donors and Supporters General Public and Consumers of Health Care Government Departments Media Groups Contractors Artists and the Arts Community Peak bodies Suppliers Corporate Sponsors Applicable Legislation: Corporations Act (2001) Aged Care Act (1997) Work Health and Safety Act (2011) Workers Compensation Act (NSW) (1987) Anti Discrimination Act (NSW) (1977) Health Services Act (NSW) (1997) Health Professions Registration Act (2005) Fair Work Act (2009) Human Rights and Equal Opportunity Commission Act (1986) Charitable Fundraising Act (NSW) (1991) Charitable Trusts Act (NSW) (1993) Job Description Administration Assistant Arts Health Institute Realise Performance Pty Ltd (2012) Page 2 of 6

3 Key Accountabilities: Qualitative Measures: Vision, Mission and Values: Comply with and actively promote the desired culture of the organisation and its Policies, Procedures and Code of Conduct. Relationships: Planning: Ensure effective and mutually beneficial relationships are developed and maintained through effective contribution to and communication with stakeholders. Within scope of role, provide support and advice to artists that seek assistance in delivering their services, eg: phone queries, invoice issues and computer needs. In consultation with the Office Manager and other appropriate members of staff, identify areas for improvement within area of responsibility and develops options for consideration including prioritising implementation issues. Prioritise own day to day work activities in line with the needs of the Administration function. Operational Activities: Undertake reception duties including meeting and greeting visitors, scheduling appointments and answering enquiries. Answering the telephone, screening and transferring calls to the appropriate person and/or take messages. Prioritise communications and follow up as appropriate. Provide support services for various staff members and committees including typing, photocopying, binding, laminating, faxing and filing documents. Provide assistance in setting up and cleaning up for training sessions, meetings and other functions, including arranging invitations, RSVPs, catering, flights and accommodation. Provide general administrative support including preparation and collation of staff incident reports; sorting, distributing and posting mail or delivered items; and receipting of payments. Coordinate teleconferences, video conferences and diary management for the leadership team. Maintain housekeeping for areas within responsibility. Monitor stocks of stationery and purchase or place orders for required items. Develop, update and arrange orders or printing of publications, handbooks, brochures and business cards as appropriate. Assist the Office Manager in the development of office systems. Liaise with visitors, clients, staff and others to assist with general enquiries. Other general clerical work and office duties as directed, including assistance with printing, postage and archiving. The Office Manager is satisfied that the Administration Assistant behaves, interacts and communicates in a manner which supports the stated Vision, Mission and Values. The Office Manager is satisfied that: The Administration Assistant maintains a range of appropriate and beneficial relationships. Positive feedback is received from stakeholders regarding the level of administrative support and assistance provided. Personally manifests strong interpersonal relations and cooperative and collaborative behaviour. Implements effective mechanisms to communicate with staff and managers. Feedback from artists indicates that they are satisfied with the support received. The Office Manager is satisfied that: The Administration Assistant assists in the development, monitoring and review of quality improvement plans and projects. The Office Manager is satisfied that the Administration Assistant prioritises daily work activities in accordance with business needs and in accordance with relevant deadlines. Reception duties are undertaken in a professional, courteous and timely manner. Telephone calls and messages are efficiently processed and clear messages are passed on as required. Urgent matters are promptly referred or attended to. Support services are provided in a timely and accurate manner. Filed documents can be readily located and retrieved. Training sessions, meetings and functions are set up as instructed and the facilities are presentable for use at all times. All necessary arrangements are confirmed and in place. Issues are promptly addressed. Activities are undertaken in accordance with relevant policies and procedures in a timely and appropriate manner. Mail and deliveries are correctly received and promptly forwarded to the recipient. Services and assistance is provided in a timely manner for the required needs of the leadership team. Housekeeping standards are maintained at acceptable levels. Stationery stocks are adequately maintained and orders placed as required. Printed materials are updated as needed and in stock when required. Positive feedback is received regarding the level of assistance provided. Positive feedback is received from other staff regarding the level of assistance provided. Job Description Administration Assistant Arts Health Institute Realise Performance Pty Ltd (2012) Page 3 of 6

4 Key Accountabilities: Continuous Improvement: Qualitative Measures: Participate as appropriate in quality programs implemented across the Arts Health Institute. The Office Manager is satisfied with the contribution of the Administration Assistant in quality improvement programs. Proactively identify and implement innovative solutions to identified needs to enhance the operational effectiveness of the Administrative function. Specific activities or projects have been undertaken that enhance the operational effectiveness of the Administrative function. Generate ideas for growth and further development of the Arts Health Institute. The Administration Assistant proactively identifies and suggests improvement suggestions and new ideas for the benefit of the Arts Health Institute. Work, Health and Safety: Complies with and actively promotes Work Health, Safety and Rehabilitation policies, practices and procedures. Audit and Risk Management: The Administration Assistant can demonstrate compliance and contribution to a safe, secure environment for self and others which includes compliance with relevant Work Health and Safety legislation, standards, policies and procedures. Comply with the Arts Health Institute s Audit and Risk Management practices and policies. The Administration Assistant adheres to the established practices and policies and reports any matters of concern in a prompt manner. Community Relations: Ensure all interactions within the community portray the Arts Health Institute as a professional services provider to Aged, Health, Education and Research sectors. The Office Manager is satisfied that the Administration Assistant behaves in a manner that portrays the Arts Health Institute as a professional provider of services. Other duties that may be required from time to time to allow the Administration Assistant to perform in the position for the good of the organisation. The Office Manager reserves the right to vary or change this Position Description at any time. Direct Reports: The Administration Assistant has no responsibility for other positions. Job Description Administration Assistant Arts Health Institute Realise Performance Pty Ltd (2012) Page 4 of 6

5 Qualitative Performance Review (insert review period) Note: this review is an annual review. Attachment 2 Key Accountability Key behaviours Recent examples / evidence of achievements Areas for Improvement / Development needs Vision, Mission and Values Undertakes tasks in a manner that is aligned with the Vision, Mission and Values of the Arts Health Institute. Treats people fairly and equitably and is transparent in dealings with them. Relationships Builds and sustains relationships with a network of key people internally and externally. Proactively offers assistance for a mutually beneficial relationship. Anticipates and is responsive to internal and external client needs. Planning Identifies and applies standard business system functions to undertake tasks. Provides efficient and effective administrative support and customer service as required. Prioritises the preparation, processing and maintenance of documents. Operational Activities Provides prompt and professional administrative support to the Office Manager and all relevant stakeholders. Effectively manages reception activities in line with the responsibilities outlined in the job description. Provides courteous and sensitive customer service to all staff, visitors and board members. Adopts strategies to ensure the security and confidentiality of organisational and client information. Applies systems and processes to generate quality and timely documents and support services. Conducts relevant activities in line with established schedules. Seeks assistance/direction when difficult/ new situations arise. Continuous Applies continuous improvement processes and obtains feedback. Improvement Utilises systems monitor and review progress. Improves customer service through the application of continuous improvement techniques and processes. Documents initiatives. Work, Health and Actively identifies existing and potential hazards in the workplace. Safety Reports identified hazards to designated persons. Contributes to workplace meetings, inspections or other consultative activities. Audit and Risk Management Adheres to the established practices and policies and reports any matters of concern in a prompt manner. Community Relations Behaves in a manner that portrays the Arts Health Institute as a professional provider of services. Job Description Administration Assistant Arts Health Institute Realise Performance Pty Ltd (2012) Page 5 of 6

6 Annual Performance Quantifiable Targets (insert period) Note: targets are set annually for review every six months. Attachment 3 Target Area Agreed Targets Results Required Target Date Results Achieved Signatures: Administration Assistant: Office Manager: Date: Date position last reviewed: Job Description Administration Assistant Arts Health Institute Realise Performance Pty Ltd (2012) Page 6 of 6