Townsville Airport Pty Limited Position Description

Position:

Junior Administration Assistant - Reception

Location:

Townsville Airport Pty Ltd

Department:

Administration

Reports to:

GM Commercial Townsville Airport Pty Ltd

Status:

Permanent Full Time

Purpose of the role To provide exceptional customer service to all internal and external enquiries and clients, guests and visitors to the office. Ensure the smooth operation of the Reception area at all times and to support and assist the Administration team with administrative and secretarial tasks.

Key Result Areas 1. Reception 2. Administration 3. Team Participation, Quality and WH&S

Staffing responsibility: Nil Liaises with: Internal: Staff at all levels External: Public Enquiries, Stakeholders, Visitors, Contractors and Suppliers.

Junior Administration Assistant - Reception Townsville Airport Pty Ltd

Duties and Responsibilities 1. Reception 

Ensure TAPL maintains its good first impression by way of the environment, presentation and friendly welcome. Reception area is clean and tidy at all times.

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General Hours of work: 8.00am to 4.30pm with 1 hour for lunch – flexibility may be required to ensure the smooth operation of the Administration Team.

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Organise collection of daily Mail from Australia Post at Domain Central.

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Manage the switch board by efficiently answering, assisting and redirecting all incoming telephone calls.

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Accurate message taking.

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Greeting clients, guests and visitors and notifying relevant staff member

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Arrange and coordinate couriers

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Distribute incoming mail, magazines (as per distribution listing) and faxes

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Arrange the outgoing mail for afternoon drop off to Australia Post.

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Up-date telephone lists, contact lists and other relevant lists that appear on TAPL’s intranet site.

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Each morning unpack Dishwasher and ensure kitchen is clean and tidy. Each afternoon check kitchen and pack Dishwasher.

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Off-site Archiving. Assist with lodging and recalling documents lodged at off-site facility.

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On a weekly basis SharePoint Fax Transmissions Lists

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Diary Management and Appointments for ASIC applications.

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Complete ASIC application procedures as per regulatory guidelines as required.

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Complete VIC processing and issuing of visitor passes as per regulatory guidelines.

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Manage the key cabinet, ensuring key log is maintained daily.

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Ensure the Reception Manual is kept up-to-date.

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Order catering as required

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Manage Reception banking.

Junior Administration Assistant - Reception Townsville Airport Pty Ltd

2. Administration 

Data entry of weekly flight charges.

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Typing of correspondence, reports, agenda, minutes and other documentation for relevant managers as instructed

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Copying, scanning and binding for relevant managers as instructed.

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Ensure filing is up to date using the SharePoint Electronic Filing system

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Process purchase orders for relevant purchases made by Administration

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Receipt all PIN payments made at Reception and forward to PINS Coordinator

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Assist on a as needs basis with Boardroom/Meeting Rooms/Training Room: Food and Beverages; other supplies; servicing of rooms; ensure rooms are ready for meetings (e.g. water, glasses, tea, coffee, serviettes); kept clean and tidy with whiteboards, tables, chairs etc.

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Provide ad hoc support to the Administration Team as requested by the Administrative Supervisor

3. Team Participation, Quality and WH&S 

A proactive, positive involvement as part of the Administration team

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Ensure all relevant legislation, policies and procedures are adhered to

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Identify any WH&S issues and report using appropriate procedure

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Provide quality internal and external customer service

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Works in a harmonious and co-operative manner with other team members to achieve the aims of the team as determined by the Administrative Supervisor and advised to team members

Person Specifications Knowledge, qualifications and experience    

Ability with training to manage a busy reception and switchboard Experience in basic Administration skills such as photocopying, collating, binding and mail procedures Experience in dealing with the General Public in a work or professional situation. Clear speaking voice.

Skills and competencies 

Ability to provide exceptional internal and external customer service skills

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Accurate typing speed (60 wpm with 95% accuracy)

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Good computer literacy (Microsoft suite, Outlook, Word, PowerPoint, Excel )

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Strong organisational, time, task and priority management skills

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Good problem solving and decision making skills

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Excellent personal presentation

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Willing participant in training and future self-development

Junior Administration Assistant - Reception Townsville Airport Pty Ltd

Personal attributes Responsibility and accountability – Responsible and accountable for own and direct staff practices and standards of work able to work with minimal supervision and strong attention to detail Achievement orientation – Committed to achieving company, team and personal objectives Flexibility – Able to adapt to and work effectively within a variety of situations and understanding and appreciating different and opposing perspectives Communication – Understand and respond appropriately in a constructive and professional manner Teamwork – Encourage and participate in a positive teamwork environment Developing self– Willing to participate in training and development Integrity – Respectful, courteous and cooperative relationships established and maintained with all staff, stakeholders and internal and external customers Confidentiality – Confidentiality of information maintained regarding QAL and staff Stress resistance – Perform consistently during peak times and when under pressure Professional management – Professionally manage oneself and be accountable for the professional application of duties

Junior Administration Assistant - Reception Townsville Airport Pty Ltd

Organisational Values The employee is expected to promote and act in accordance with our core values: Customer Service We recognise that our customers are key to our business and we promote an atmosphere where we can work together to satisfy our customers’ expectations. We participate in and promote a customer-centred culture that emphasises outstanding service at every level of our organisation. Teamwork The employee will engage in and champion a culture where employees work together and are committed and responsible. We are loyal to each other, support each other’s efforts and care for our fellow employees, both personally and professionally. QAL creates value by working within and across our business units. We acknowledge that the best solutions come from sharing ideas knowledge and skills. Passion & Enthusiasm Passion and enthusiasm underpins our organisation. We embrace and meet challenges with a positive attitude showing pride, enthusiasm and dedication in everything we do. We are committed to providing high quality service and are creative in delivering value to our stakeholders by anticipating change and capitalising on opportunities. Respect QAL employees treat each other with respect at all times. We value our colleagues, encourage development and reward good performance. Interaction with our team members, customers and stakeholders is approached with the highest degree of dignity, equality, trust and sensitivity. At QAL, we appreciate the importance of diversity and value all individuals and their contributions. Professionalism We are committed to proficiency, reliability, and excellence in all aspects of our conduct and performance. We are accountable for our actions and to our communities, stakeholders and one another. We embrace ethical standards by exhibiting a courteous, conscientious, well presented business-like manner. Integrity We are all personally accountable for the highest standards of behaviour, including openness, honesty and fairness in all aspects of our work. We abide by our word and fulfil our commitments as responsible citizens and employees. We are principled and prudent in the way we manage ourselves and the business.

Junior Administration Assistant - Reception Townsville Airport Pty Ltd

Performance Measurement KRAs 1. Reception

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   2. Administration

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3. Team Participation Quality and WHandS

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Measurement Method All reception duties and responsibilities carried out to agreed standards and timeframes - Messages removed from Out of Office Answer Service each morning - Mail distributed each morning - Outgoing Mail ready for collection by 4:00pm - Messages emailed promptly and accurately to relevant person - Courteous and Polite manner in dealing with fellow staff members and the public Ensure Internet cafe and kitchen are clean and tidy and printers are fully stocked each day. Ensure Fax Transmission Lists are filed in SharePoint Punctuality with start/finish time and lunch breaks All administration duties and responsibilities carried out to agreed standards and timeframes Contribution to the Administration Team when required, to the satisfaction of the Administrative Supervisor All compliance requirements (e.g. legislative, policies, procedures) adhered to WHandS issues identified and reported Quality internal and external customer services provided

Time Allocation Key Result Areas

%

1. Reception

70

2. Administration

30

3. Quality and WH&S Total

Junior Administration Assistant - Reception Townsville Airport Pty Ltd

Ongoing 100%

Acknowledgement

I acknowledge that I have read and understood the key result areas described in this Position Description and agree to carry out my duties and responsibilities to the best of my ability. I also understand that at times I may be required to undertake other duties relevant to the position that are not listed in this statement. I acknowledge my employer’s right to alter this Position Description from time to time.

Name: ………………………………………………

Signed: ………………………………………………

Junior Administration Assistant - Reception Townsville Airport Pty Ltd

Date: ….../..…./…...