ADMINISTRATION RECRUITMENT CLASSIFICATIONS
INTRODUCTION The following pages are only a guide on how administration and management positions can be classified. I have broken the classifications into Administration and Management to give you a rough analysis on the skills, abilities, knowledge, etc that most people in these positions will possess. The guide is not an exhaustive list and can be added to for catering to your own workplace/agency conditions.
ADMINISTRATION Level 1
Entry Level
Category
Entry Level
Activities
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Qualifications
• •
Experience Skills
• •
Knowledge
• • • •
Relationships
•
Supervision Authority & Independence
• • • • • • • • •
Personal Risks Position Impact Example Job Titles
Routine office duties: data entry, reception, mail, filing, bookings, etc On the job training Year 10 qualification Entry level/trainee position, no experience required Practical application of basic administration skills and procedures Basic literacy and numeracy skills Develop customer service skills Develop computing skills Develop knowledge of work practices Assist other staff with routine duties as a junior team member Works under close and direct supervision Work outcomes closely monitored Freedom to act limited by standards and procedures Assistance readily available Works in an office Minimal personal risk Minimal impact on clients or agency results Receptionist Office Clerk/Worker
2
Level 2
Clerical & Secretarial
Descriptor Activities
Clerical and Secretarial • • • •
Experience
• • • • • • • •
Skills
•
Qualifications
• • • Knowledge Supervision Relationships Authority & Independence
Personal Risk Impact Example Job Titles
• • • • • • • • • • • • •
Telephone and front counter reception Arrange bookings Provide service information to customers Operate computer programs and peripheral equipment Word processing and copying documents Provide secretarial assistance to other staff Respond to inquiries Receive and account for monies Maintain records TAFE Certificate or equivalent skills and experience On the job training Work experience in a secretarial, clerical and/or reception role Practical application of administration skills and procedures Basic literacy and numeracy skills Customer service skills Computing skills in word processing, spreadsheets and data entry Knowledge of work practices Works under regular supervision Reports to Senior Administrator or Coordinator Assist other staff with administrative duties Work outcomes monitored Freedom to act within established guidelines Exercise limited judgment Assistance readily available Works in an office Minimal personal risk May inconvenience customer or staff which may lead to complaints Administrative Assistant Receptionist
2
Level 3
Office Administration
Descriptor Activities
Office Administration • • • • • • • •
Qualifications
•
Experience
•
Skills
• • • • • • •
Knowledge
•
Relationships
•
Supervision Authority & Independence
Personal Risk Impact Example Job Titles
• • • • • • • • • • • •
General secretarial and clerical as per Level 2 plus some of the following duties: Provide a range of information to customers Administer intake procedure for new clients/customers Administer accounts payable and/or accounts receivable Administer payroll Maintain database and records management systems Proficient in word processing, email, spreadsheets and desk top publishing Provide administrative and secretarial support for senior staff requiring judgment, initiative, confidentiality and sensitivity TAFE Diploma in Business Studies or equivalent skills and experience Work experience in a range of administration duties including customer service, finance and records management Practical application of administration skills and procedures Organisational skills to plan and organise work, set priorities, manage time Customer service skills Verbal communication and interpersonal skills Ability to write case notes, reports, letters etc Financial administration skills Computing skills in word processing, spreadsheets and data entry Knowledge of administrative systems and procedures in accounts, payroll, computing, information management, customer service etc Establish and maintain professional relationships with employees and customers Work as part of a team Works under general supervision Operate as a member of a team Supervise lower classified employees or volunteers Work outcomes monitored Freedom to act within established guidelines Exercise judgement on a range of administrative matters Works in an office Minimal personal risk Errors may not be picked up immediately and have some impact on efficiency and client/staff satisfaction Administrative Assistant Finance Officer
2
Level 4 Descriptor Activities
Senior Administration Senior administration • • • • • • • • • • • • • • • • •
Qualifications
•
Experience
•
Skills
• • • • • • • •
Knowledge
•
Relationships
• • • • •
Provides admin support of a complex nature to senior employees Plan and implement organisational services and programs Organises rosters and work allocation Computer operations requiring technical expertise in software, applications, network administration and PC trouble shooting Provides on-the-job training in office and computer skills Administers corporate account and/or payroll systems Maintains human resource records Responsible for records management Assists with grant applications and service agreements Researches information Collates and presents statistical data Manages properties and other assets Plans and organises marketing, public relations and fundraising activities Designs and writes promotional material and newsletters Prepares and gives talks/presentations Provides advice to other employees in area of expertise Provides administrative support for senior staff requiring judgment, initiative, confidentiality and sensitivity Tertiary Qualification in Business or IT or equivalent skills and experience Experience working as an office supervisor; or extensive experience in accounts or payroll; or experience in PR; fundraising or IT Organisational skills in administrative practices and time management Financial skills Interpersonal skills Written communication Computing Public Speaking Event coordination Communication Knowledge of administration and information technology systems Knowledge of statutory requirements Knowledge of workplace roles and services Work closely with small team and/or work independently with clients Provide admin support to other staff and managers Liaise with contractors and suppliers
2
Supervision Authority & Independence
Personal Risk Impact
• • • • • • • • •
Example Job Titles
• • • •
Supervise administrative staff Supervised by Coordinator or Manager Plan and manage own work Sets outcomes and further develop work methods Exercises judgement/critical knowledge where procedures not clearly defined Works in an office Minimal personal risk Errors may have significant cost implications for The agency Poor performance will impact on staff morale and customer satisfaction Senior Administration Officer, Finance Officer, Senior Accounts/Payroll Officer Personal Assistant
2
Level 5
Organisational Services & Development
Descriptor Activities
Organisational Services & Development • • • • • • •
Qualifications Experience
• • •
Skills
•
• • • • • • Knowledge
•
Relationships
• • •
Responsible, at a corporate level, for IT, finance, human resources, public relations, fundraising, or executive support Supervise organisational and administrative functions across one or more divisions Develop corporate and divisional policies and procedures Provide training, information and technical support to staff Facilitate internal communication across the agency Liaise with contractors and consultants Provide policy and organisational support to CEO, Executive Managers and agency committees Research and write reports and proposals Tertiary qualification or equivalent skills and experience Experience coordinating finance, human resources, IT, contracts, assets and other corporate functions Specialist skills in: o Accounting; o Human resource management; o Information technology; o Marketing & public relations; or o Contract & asset management Organisational skills to plan and coordinate administrative functions Interpersonal skills Policy and writing skills to prepare reports, policies and procedures Research and analytical skills Problem solving and decision making skills Computing skills in MS Office, internet & specialist applications Knowledge of one or more specialist areas of management Worker/internal customer relationships Work closely with small team and/or work independently Provide specialist advice to other employees
Supervision and Authority
• • • • • •
Supervised by Manager or Executive Supervise administrative staff Exercise a degree of autonomy Control projects Assistance is available when required Exercises judgement/critical knowledge where procedures not clearly defined
Personal Risk
• •
Works mainly in their own office Minimal personal risk 2
Impact
• •
Example Job Titles
• • • • • • • •
Errors may disrupt and inconvenience services, with significant cost implications Poor performance impacts on staff morale and customer satisfaction Administration Coordinator Executive Assistant IT Coordinator Senior Public Relations Officer Personal Assistant Accountant Volunteer Coordinator
2
MANAGEMENT Level 6 Descriptor Activities
Program Coordination & Development Program Coordination & Development • • • • • • • • • • • • • •
Qualifications
• • •
Experience
•
Skills
• • • • • • • •
Knowledge Relationships
• • • • • • •
Develop, implement and coordinate services or programs Contribute to the formation of policies Develop and implement work practices and service standards Exercise initiative and judgment to make program/service decisions Responsible for program/service outcomes and accountability Prepare and monitor budgets and incur expenditure Prepare funding submissions Lead service and project teams Allocate and manage workloads Supervise, develop and encourage staff Implement and monitor health and safety procedures Prepare management and service evaluation reports Ensure compliance with service agreements Liaise and negotiate with government agencies and other service providers on behalf of the organisation Represent and promote the agency and its’ services Tertiary qualification in human services, business or management Continuing professional education or relevant skills and experience Experience in program management and service delivery Experience in staff supervision and teamwork Program management skills including planning, budgets and time management People management and teamwork skills including staff supervision Problem solving and decision making skills Interpersonal skills and verbal communication skills Representation, negotiation and advocacy skills Research and analytical skills Policy and writing skills to prepare reports, policies and procedures Computing skills in MS Office and internet Extensive knowledge of service areas Understanding of policies and services Manager/employee relationships Accountable to senior management for work area performance and outcomes Work cooperatively with other managers/coordinators within and outside the agency Provide specialist advice to employees
2
Supervision and Authority
Personal Risk Impact
• • • • • • • • •
Example Job Titles
• • •
Supervised by Manager or Executive Works under limited direction with significant delegated authority to manage services and projects Supervise staff and lead service/project teams Works mainly in an office Minimal personal risk Primary impact on project/program outcomes Impact on cooperation between service areas within the agency Impact on relationships with funding bodies and other stakeholders Poor performance impacts on program funding, employee morale and service reputation Coordinator Program Coordinator Accountant
2
Level 7 Descriptor Activities
Senior Supervisor/Coordinator Senior Supervisor/Coordinator • • • • • • • • •
Qualifications
• •
Experience
•
Skills
• • • • • • • • •
Knowledge
• • • •
Relationships
• • • • •
Manage a branch and/or multiple programs including planning, direction, control and evaluation of activities Develop work practices and procedures for programs and services Develop and apply appropriate methodology and techniques in providing specialized services Prepare budget submissions Establish, monitor and report on work area outcomes Review operations to determine their effectiveness Provide technical information and assistance to managers and other employees Apply complex professional problem solving Contribute to policy development at a program and divisional level Tertiary qualification in human services, business or management or relevant skills and experience Post graduate training in a specialist discipline Experience in program management and service delivery Experience in staff supervision and teamwork Program management skills including planning, budgets and time management Advanced specialist skills in a community development, counselling and/or management People management and teamwork skills including staff supervision and performance management Problem solving and decision making skills Interpersonal skills and verbal communication skills Representation, negotiation and advocacy skills Research and analytical skills Policy and writing skills to prepare reports, policies and procedures Computing skills in MS Office and internet Comprehensive knowledge of policies, procedures, services and resources Application of a high level of discipline knowledge Good understanding of the long term goals of the agency Manager/employee and manager/client relationships Accountable to senior management for program outcomes Work cooperatively with other managers/coordinators within and outside the agency Provide specialist advice to managers and employees Represent the agency externally
2
Supervision and authority
• • • •
Personal Risk Impact
• • • • • •
Example Job Titles
• • •
Supervised by Manager or Executive Works under limited direction with significant delegated authority to manage programs Supervise staff and lead program teams Discusses major policy and program decisions with supervisor Works mainly in an office Minimal personal risk Decisions and actions taken may have significant effect on work being managed Impact on cooperation between service areas within and outside the agency Impact on relationships with funding bodies and other stakeholders Poor performance impacts on program funding, employee morale and service reputation Coordinator Accountant Manager
2
Level 8
Manager
Descriptor
Manager
Activities
• • • • • • • • • • •
Qualifications
• •
Experience
• •
Skills
• • • • • • • • •
Knowledge
• • •
Manage a branch and/or multiple programs including planning, direction, control and evaluation of activities Undertake work of significant scope and complexity Initiate and formulate extensive programs and services Manage and administer complex policy and program matters Develop and implement work practices across work area Provide authoritative specialist advice on policy matters within the organization and externally Develop, evaluate and revise methodology and techniques Assess and review the standards of work of staff Prepare budget submissions Establish, monitor and report on work area outcomes Contribute to the development of organisational policy and procedures Tertiary qualification in human services, business or management or relevant skills and experience Post graduate training in a specialist discipline Experience in agency and program management Experience in policy formulation and program evaluation Organisational management skills including strategic and operational planning, financial management, human resource management and public relations Leadership skills, with a high level of initiative and drive Advanced program management skills including planning, budgets and time management Advanced specialist skills in a community development, counselling and/or management Policy formulation, research and evaluation skills Problem solving and decision making skills Advanced negotiation and advocacy skills Computing skills in MS Office and internet High level of proficiency in application of theoretical approaches Comprehensive knowledge of organisational and government policies Application of a high level of discipline knowledge Good understanding of the long term goals of the agency
2
Relationships
• • • • • •
Supervision and Authority
• • • •
Personal Risk Impact
• • • • • • • •
Example Job Titles
• • •
Manager/employee and manager/client relationships Accountable to executive for program outcomes Work cooperatively with other managers/coordinators within and outside the agency Provide specialist advice to managers and employees Participate in the Middle Management Group Represent the agency externally Works under limited direction with significant delegated authority to manage programs Significant independence of action within the constraints of agency policy Responsible for the supervision and performance management of coordinators and program staff Discusses major policy and program decisions with supervisor Works mainly in an office Minimal personal risk Substantial impact on policies and programs in the agency and in the sector Significant independence of action within constraints of organisational policy Decisions and actions taken have substantial effect on work being managed Impact on cooperation between service areas within and outside the agency Impact on relationships with funding bodies and other stakeholders Poor performance impacts on program funding, employee morale and agency reputation Program Manager General Manager Regional Manager
2