STATE TRANSIT POSITION DESCRIPTION

Transcription

1 STATE TRANSIT POSITION DESCRIPTION POSITION: DIVISION: REPORTS TO: Fleet Administration Assistant Operational and Fleet Support Finance and Administration Manager GRADE: Clerk Grade 3/4 DATE: February 2010 APPROVED BY: PRIMARY OBJECTIVE Provide telephone switchboard services for State Transit s Corporate Group. Provide administrative support to the Finance and Administration Manager and the Operations and Fleet Division to ensure efficient and effective administrative service that contributes to the achievement of the Division s operational requirements. ORGANISATION ENVIRONMENT The State Transit Authority, which is the largest bus company in Australia, plans and operates bus services in Sydney, and bus and ferry services in Newcastle. It employs approximately 5,000 staff and has an annual turnover of over $540 million. It carries more than 600,000 passengers per business day, on over 15,000 services. The fleet comprises over 2,000 buses and 2 ferries, which are used mainly for regular passenger services. The Authority currently runs three businesses: Sydney Buses (including Explorer Transit Buses) which operates 4 of the 15 Metropolitan Bus Service Contracts; Newcastle Bus and Ferry Service in line with an Outer-Metropolitan Bus Service Contract; and Western Sydney Buses, a subsidiary which operates the Liverpool to Parramatta Transitway. The 7-year contracts are established between the STA and Transport NSW; and at renewal the STA will compete with other service providers for these contracts. The STA is obliged to deliver the services and meet the standards established in each of the contracts in a complex regulatory framework.

2 The aim of State Transit is to deliver passenger services that are safe, efficient, comfortable, convenient and reliable, with courteous and professional staff. State Transit is subject to control by several statutory and regulatory requirements, including the Transport Administration Act and Passenger Transport Act. State Transit is a Registered Training Organisation, and is also certified as a quality endorsed organisation under ISO The State Transit Authority is split into five regions (Eastern region, Northern region, Southern region, Western region and Newcastle region); a General Manager runs each region including the contracts for the routes and services in that region. To support the regions and manage the wider business are corporate and other service functions, namely: Planning, Finance and Administration, Human Resources, Safety, Operational & Fleet Support and Corporate Governance. The Operational and Fleet Support Division provides wide ranging support to regional operations including: Ellipse Administration and Fuel Scan - maintenance information systems (Ellipse) and Fuelscan systems administration, for regions to manage preventative and corrective maintenance, maintenance scheduling, work order costing and catalogues. Ellipse Development Ellipse enhancements and customisation, development of appropriate tools, implementation and training. Contracts Establishment of Forward Purchasing Agreements, contracts administration, and supply chain improvements including consolidation and reduction of slow moving maintenance stock. Property - Policies, strategies and reviews for appropriate accommodation and facilities for State Transit and staff and the efficient management of State Transit s property. Environment Environmental policies and plans including State Transit s Environment Management System, incident plans, emergency response plans and environmental effects and risk registers. Fleet Policy and Standards Policies, programs, standards and services for contract specifications, fleet modifications, fleet reliability, configuration control, technical investigations and evaluations, and technical projects. Fleet Management Projects, programs and services for new bus acquisitions and existing fleet including: fleet refurbishment, decals, warranties, RTA HVIS records, registration renewals, Ellipse fleet register, and other related fleet activities such as CNG tank replacement. Fleet Systems Projects, programs and services for major systems installed on buses, including Compressed Natural Gas (CNG) systems, Radios, Closed Circuit TV (CCTV), Ticketing Systems, Public Transport Information Priority System (PTIPS), Global Positioning System (GPS), THOREB and other new Technical Projects for equipment installed in fleet buses.

3 Fleet Support Projects, programs and service for fleet infrastructure, fuel (Ad Blue, Diesel, Compressed Natural Gas) infrastructure such as bowsers, asset security, jacking systems, pits, hand tools, major plant, electrical testing and related areas. Security Policies, plans and interagency communications covering State Transit asset security, for buses and depots, and its employees. Revenue Protection Policies and plans to protect State Transit revenue, reduce fare evasion and educate customers. Issuing of penalty notices for infringements on buses, State Transit property and in bus zones. REPORTING RELATIONSHIPS The Administration Assistant reports directly to the Finance and Administration Manager and provides support to the Division in regards to general administrative matters. KEY CHALLENGES As the first contact for the Corporate Group and the Operations and Fleet Division s customers, contractors and internal and external stakeholders, the Administration Assistant needs to be proficient and professional in carrying out duties, in particular ensuring the switchboard and reception functions are provided at all times. Work with confidential, commercial and often sensitive information requiring discretion, judgment and confidentiality in the administration of documents and files, and in receiving enquiries or requests for information Develop sound professional working relationships within the Operational and Fleet Support Division, and actively build cooperative relationships with internal and external stakeholders, customers and contractors. Organise, prioritise, and schedule work to balance a continual workflow of varying administrative, financial, clerical and project support requirements to meet the needs of the Division in a timely and responsive manner. SPECIFIC ACCOUNTABILITIES Provide telephone switchboard services for State Transit s Corporate Group and responding efficiently and effectively to a wide range of internal and external customers. Provide reception services and administrative duties for the Finance and Administration Manager and the Division. Respond to customer enquiries and liaise with internal stakeholders including corporate and depot staff, and external stakeholders including RTA, NSW Transport Infrastructure personnel, NSW Police, unions on operational and fleet matters. Induct visitors and new staff to the Division s site.

4 Provide administrative and clerical support with word processing, spreadsheets, graphics and database operations in the preparation of general correspondence, submissions, statistics and reports to support the Finance and Administration Manager and the Division to achieve key business and operational requirements. Sort and distribute incoming and outgoing mail. Track internal and outgoing correspondence for follow up action where necessary. Maintain an effective and efficient filing system for the Division (paperbased and electronic) to support efficient access to information and to maintain confidentiality and security. Establish, co-ordinate and maintain a wide range of records and administrative systems for the Division such as for fleet requisition and inspections documentation, toll and infringement notices of State Transit vehicles on database, and KPIs. Assist with organisational arrangements for meetings and technical training including site induction of participants, preparation and distribution of training material, organising venues, equipment, facilities, catering and provision of hospitality. Assist with purchase orders by providing procurement administration, preparation and matching, and filing of associated records. Prepare and submit daily attendance sheets and maintain records of staff leave requests, where required. Maintain office equipment such as printers, photocopiers, facsimile machines, laminator, laptops and/or other items. Monitor office supplies and stationery, and keep supplies stored securely. Implement all required actions assigned to the position in State Transit s Safety management System (SM), summarised in the BMS Work Instruction OHS Responsibility, Authority & Accountability Matrix (WI ). KNOWLEDGE AND EXPERIENCE Experience and skills in the provision of administrative and clerical support services. Good planning, organisational and time management skills to administer a wide variety of tasks and meet deadlines. Good oral and written communication skills to communicate clearly and directly. Ability to accurately add basic calculations and assist with purchase orders.

5 Well developed interpersonal skills to deal with a wide range of business, industrial and government issues. Strong word processing skills using Microsoft Word. Spreadsheet development skills using Excel Spreadsheets and other databases. Desktop publishing skills using Microsoft Powerpoint. Competence in the use, operation and maintenance of office equipment. Commitment to quality customer service. Ability to work as part of a team, to develop and maintain effective team relationships. Understanding of the principles of equal employment opportunity, equity, cultural diversity, occupational health and safety, ethical practice and related areas.