1. Healthcare

POSITION DESCRIPTION Group Assistant
Purpose of the position ….
This role encompasses a range of general administration and group support duties and assists
with the provision of Reception servicing, building, facilities and fleet management as well as
other human resources and administrative tasks within the SATC.
The role has a strong focus on customer service and supporting the administrative needs of the
SATC by providing efficient, effective and timely services and systems.
Role specifics:
Position title:
Group Assistant – Finance
and Business Services
Group / Unit:
Finance and Business
Services / Human
Resources and Facilities
Reports to:
Human Resources and
Facilities Manager
Location:
Position Classification:
Level 3, 121 King William
Street, ADELAIDE
 Nil
Non-Executive Contract
Direct reports:
Essential Criteria:
Desirable Criteria:
Qualifications ….
Qualifications….
 Cert IV in Business
Skills, experience, and knowledge ….
 Ability to provided exemplarily
administrative and clerical support,
including writing correspondence.
 Experience with the operation of a
reception facility and front-line customer
service.
 Experience in the full suite of Microsoft
Office, including Outlook, Word and Excel.
 Proven ability to maintain and file data.
 Ability to organise workloads and
priorities, cope with pressures and meet
deadlines.
 Flexibility to work as a team member
and/or function autonomously with a ‘cando’ attitude.
 Proven ability to handle information of a
confidential nature, within relevant
guidelines and protocols.
 Exemplary communication and
interpersonal skills.
 Basic financial skills and understanding of
financial processes
Skills, experience, and knowledge ….
 Studying or completed relevant studies
relating to Administration and/or Business
(i.e TAFE)
 Experience in dealing with facilities
management (including warehousing and
fleet vehicles).
 Experience
in
RecFind
records
management system.
 Experience in working in a personal
assistant/executive support capacity.
 Knowledge of the role of the SATC and its
functions
 Knowledge of the State Records Act and
Guidelines
 Knowledge of Government Policies and
Procedures i.e Fleet SA, Dept Premier and
Cabinet Circulars, WHS principles
South Australian Tourism Commission
Position reviewed: Feb 2015
POSITION DESCRIPTION Group Assistant
Key result area:
Reception
Major activities:
Performance
measures:
 Ensure the provision of an professional and
effective reception service for the SATC by:
o Greeting visitors in a courteous and
professional manner
o Recording visitors in the visitors book.
o Ensuring contractors sign in to the
contractor book.
o Ensuring security access procedures are
maintained at all times
o Manage the booking of the SATC’s pool
of fleet vehicles
o Providing
accurate
and
relevant
information to enquirers
o Maintaining an awareness of SATC’s
activities and services
o Contribute to the training of other relief
reception staff
 Ensure that Grapevine is up to date with staff
information including phone numbers and
locations for new staff, staff movements and
removing information for staff who have
ceased.
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 The successful completion of
a variety of administrative
tasks and projects to a high
standard and within required
timeframes.
 Completion of each task as
per relevant operational
procedures.
 Daily mail is processed by
9:30am and ready for
collection by 4pm.
 The Chief Financial Officer is
provided with an appropriate
level of administration
support, as required.
 Correspondence and minutes
are actioned within 24 hours
and completed to the
required standard and within
required timeframe.
 Demonstrated awareness of
SATC corporate goals and
group priorities
 Correspondence is responded
to, file requests, and file
creations are actioned within
24 hours.
 General filing and disposal
Administration /
Group Support
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Assisting Human Resources and Facilities staff
with a diverse range of administrative functions
including building facilities management, motor
vehicle management and the general upkeep of
SATC amenities (eg Kitchens etc).
Assist the Chief Financial Officer in coordinating
diary appointments, assisting with urgent
administration tasks, and providing appropriate
administrative and executive support services
Support the HR and Facilites team and Finance
and Business Services group with general
administrative
tasks
including
writing
correspondence, filing and mail processing.
Open and distribute the general mail daily and
process the afternoon mail.
Ensure that accounts and expenses made by
the HR and Facilities Unit and are correctly
coded and paid within an appropriate time
frame.
Assist the Human Resources and Facilities
Manager with management of the Corporate
Stationery (Letterhead, envelopes etc) to
ensure appropriate stocks are maintained and
order new stock as required.
Arrange ordering of general stationery,
business cards and other items as required.
Manage all processes relating to Australia Post
and Cabcharge requirements (including
South Australian Tourism Commission
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Incoming calls are answered
within 5 rings.
Guests are greeted in a
professional and courteous
manner within a short
timeframe of arrival.
All visitors and contractors
are signed in as per the
SATC’s security protocols.
Motor vehicles bookings are
maintained, efficient and no
double bookings occur.
Position reviewed: Feb 2015
POSITION DESCRIPTION Group Assistant
Work Experience /
Industry Placements
requests and statement processing).
 In conjunction with the Chief Financial Officer
manage the Agenda and minutes for the
Finance and Business Services group meetings.
 Provision of minute taking and correspondence
writing for the HR and Facilities team during
meetings.
 Manage the Grapevine page for Finance and
Business Services and HR and Facilities
information. Send out Grapevine alerts as
required.
 Undertaking minor administrative and Finance
and Business Services projects or assisting with
larger projects as required
 Assist SATC staff with mail and courier services.
 Ensure that the SATC kitchen provisions and
services are stocked and in a clean, hygienic
state.
 In conjunction with the HR Consultant, manage
the internal payroll processing responsibilities
for the Finance and Business Services team,
including collecting timesheets and reviewing
bonafide reports.
 Assist staff with short term hire requirements
through Fleet SA.
 Assist Records Management Officer and other
Finance and Business Services staff with
correspondence management (e.g. information
is recorded, tracked, distributed and filed)
 Assist SATC staff with the creation of files and
with the retrieval of records as requested.
 Management of all HR filing including Recfind
filing
 Coding of Human Resources and Facilities
invoices.
 Coordinate the SATC’s “No Vacancy” responses
to adhoc employment applications.
 Assist with the coordination and set up of
internal training courses as required.
 Assist the Human Resources Consultant with
preparation of leave reports, bonafides,
timesheets and other ad hoc reports as
required.
 Liaise with Shared Services SA and other
internal payroll contacts as required.
undertaken as required.
 Appropriate records are kept
within the defined records
management system.
 Demonstrated knowledge of
records
management
procedures and state records
processes
 Manage general enquiries from students either
by mail, phone or the internet
 Identify placements within the SATC and liaise
regularly with Managers with regards to these
placements.
 Prepare correspondence to confirm or to reject
placement.
 A quality work experience
program offered to students
that benefits both the SATC
and the students.
 Continuous
improvement
practices applied to the
program to ensure maximum
South Australian Tourism Commission
Position reviewed: Feb 2015
POSITION DESCRIPTION Group Assistant
Corporate Social
Responsibility
Organisational
Contribution/Safety
Awareness
 Proactively
discuss
work
experience
opportunities with Managers.
 Liaise with Educational Institutions to maximize
the benefits for the SATC.
 Review and recommend changes to the SATC
Work Experience Program to ensure continuous
improvement.
benefit and minimal effort.
 A structured program that
identifies a number of
placements available each
year as negotiated with SATC
Management.
 Identify volunteering opportunities for staff to
contribute back to the community / Charity.
 Manage Casual day funds to various charities
and report on dollars raised every three months
or as required.
 Promote casual day to staff and ensure that
there is a high level of participation by keeping
activities fun.
 Identify fundraising opportunities for various
charities.
 At least three volunteering
opportunities presented to
staff each year.
 Staff informed monthly of
casual day fund and who we
are supporting.
Prompt
payment of these monies to
respective charities.
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Ensure effective personnel management by
managing diversity, staff or volunteer training
and development and occupational health and
safety issues.
Adhere to SATC policy and procedures on all
matters relating to health and safety.
Ensure that SATC vehicles are maintained in
accordance with SATC Motor Vehicle Policy,
attend driver training, and drive according to
the law and prevailing conditions.
Follow the principles of a sustainable working
environment by following organisational
greening initiatives
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100% commitment to WHS
100% attendance in relevant
safety training i.e. safe driver
training
Knowledge and appropriate
application of WHS
procedures and policies
Competencies:

Customer Service
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Communication
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Initiative
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Time Management
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Teamwork
Proactively develops customer relationships by making efforts to listen to and
understand the customer (both internal and external); anticipates and
provides solutions to customer needs; gives high priority to customer
satisfaction.
Speaks clearly and fluently in a compelling manner to both individuals and
groups. Clear and concise written communication utilising the appropriate
style and grammar for the reader.
Takes action to achieve objectives beyond what is required. Self-starting,
rather than accepting passively. Displays a sense of urgency and high
energy/drive to get the job done. Anticipates problems and takes action.
Organised and efficient in own work habits; plans and priorities time
effectively; has tools and/or a system in place to prioritise tasks and keep
track of promised actions and important deadlines.
The genuine intention and interpersonal skills to work cooperatively with
others, within and across the organisation. It includes respecting others,
valuing ideas and diversity, supporting the team environment, and
subordinating own objectives to the objectives of the organisation or team.
South Australian Tourism Commission
Position reviewed: Feb 2015
POSITION DESCRIPTION Group Assistant
Special conditions:
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The contract is conditional upon the achievement of performance objectives and the allocation of
sufficient funding.
The incumbent will be required to undertake an annual performance agreement with direct manager,
using the SATC’s Performance Development process.
Take personal responsibility for understanding and complying with the SA Tourism Commissions policies
on WHS, equal employment opportunity and public administration.
The incumbent is responsible and accountable for keeping accurate and complete records of their
business activities in accordance with the State Records Act 1997.
It is the policy of the Commission that staff can be reassigned to other positions or roles consistent with
their classification level to meet changing work demands and/or their personal development needs.
Possession of a current Class C Drivers License, willingness to drive and successful completion of required
driver training.
National Police Certificate and other security checks may be required to undertake this position.
Out of hours work, intrastate and interstate travel may be required.
South Australian Tourism Commission
Position reviewed: Feb 2015