HRB 32B (10/11)
DFEEST/06/50941
JOB AND PERSON SPECIFICATIONS
Title of Position Senior Administration Officer
Classification ASO3
ASCO Code
6111
Appointment Fraction 1.0 FTE
Directorate/Division TAFE SA Adelaide North
Workgroup/Section Electrical & Refrigeration
Position Analysis
 Originated by:
 Classified by:
Permanent / Ongoing
Contract
Term
Casual
Term
Other
Term
Position Reference No
Position Created
Administrative Unit DFEEST
Stephen Wold
Human Resources
Occupant
TAN0979
Version No
1.0
Version Date
May 2012
Job and Person Specification Approval
/
/
Commissioner for Public Employment or Chief Executive or Delegate
Job Specification
1 Summary of the broad purpose of the position in relation to the organisation’s goals
The Senior Administration Officer, Electrical & Refrigeration is accountable and responsible to the Administration
Manager for the Refrigeration and Electrical program. The Senior Administration Officer is responsible for
providing accurate and timely information to students, staff and the general public, efficiently undertake financial
and clerical support for the work unit, as well as word processing and customer service duties to assist Academic
Staff in the effective training of students within the program. The Senior Administration Officer is required to coordinate and supervise the other administration officers with the Electrical/Refrigeration team.
2
Reporting/Working Relationships
Internal:
External:
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Responsible to the Administration Manager. Is required to supervise the Administrative Support
staff within the unit. The Senior Administration Officer is required to liaise with Finance and
Enrolments, TAFESA staff, managers and students.
Liaise with relevant Organisations including, Employers, Industry personnel, Government
departments, Australian Apprenticeship representatives, other Training Providers and
associated Licensing Authorities.
Special Conditions
Out of Hours Work:
Some out of hours work may be required
Travel:
Some intra/interstate travel and overnight absences may be required.
Location:
Initial appointment will be to Regency Campus in the first instance.
Other Conditions:
Appointment to this position will be subject to a satisfactory criminal history check
Authority
Levels/limits of authority in relation to finance, human resources and administrative requirements are defined by
Departmental delegations and policies.
Departmental delegations and policies define levels/limits of authority in relation to finance, human resources and
administrative requirements. The manager of the position will clarify delegations/authority in line with the
specifics required of the position.
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Voluntary Flexible Working Provisions
In line with the Department’s Flexible Working Arrangements Policy, this position is able to access the range of
options available such as flexi-time, compressed weeks, purchased leave etcetera through negotiations with the
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relevant manager.
Flexitime:
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Working Part-time:
Compressed Weeks:
Job Share:
Working at Home:
Purchased Leave (48/52):
Statement of Key Responsibilities/Duties
Manage the TAFE SA Student Information System (SIS) by ensuring the integrity (Accuracy) of student
enrolment, academic progress and roll books and reporting this to the Office Manager by:Coordinating student information and enrolment periods leading to effective and efficient student enrolment.
Ensuring registration procedures and systems are in place and followed efficiently.
Ensuring the preparation and maintenance of class maintenance forms and roll books.
Ensuring the process of student refund applications in accordance with TAFE SA and Campus policies and
procedures
Ensure the provision of a secure system of student certification for graduating and other students.
Identify improvement to TAFE SA SIS (Student Information System) systems and procedures.
Monitor audit procedures and practices to ensure that relevant departmental and Government acts and
regulations are adhered to - this includes TAFE SA SIS and general administration.
Advising lecturing and administration staff on procedures and policies (including audit requirements) relating to
TAFE SA SIS.
Ensure Student Information System (SIS) is compliant with audit requirements.
Provide a quality administration/financial support service to the Office Manager by:Providing up to date productivity reports, including predictions on student registration.
Facilitating performance management with administrative staff.
Providing instruction/training to administration staff in regard to processes and procedures which may involve
one on one or group training.
Advising any training that is required for administration staff to be considered.
Providing consistent information to clients in relation to Electrical, Refrigeration and Air-conditioning.
Screening calls, taking messages and attending to customer enquiries.
Maintaining accurate and relevant filing systems (both hard copy and on disk).
Authorising/ordering/processing goods and materials (including journals and invoices) using computerised
purchasing packages within the delegated authority.
Timely preparation of Contracts of Service and Contracts of Employment (HPI)
Provide recommendations to the Management Group on Strategies for improvement.
Contribute to the effective management of the Unit by maintaining comprehensive knowledge of the
Unit's operations and activities by:Liaising with the Office Manager and lecturing staff when additional classes are required to fill student’s needs.
Providing advice and solutions for administrative procedures in setting up of classes.
Making day-to-day decisions regarding administrative matters on behalf of the Office Manager.
Liaising with internal and external clients to resolve administrative issues.
Assisting with the evaluation, review and enhancing the support services provided.
Assisting in the generation of ideas for the improvement and review of work practices by examining
procedures and by advising and implementing improved work practices.
Participating in group staff meetings and planning days.
Fostering and maintaining good working relationships with the Unit's internal and external clients by regular
collaboration and providing high quality advice to all clients. Maintaining knowledge and links with industry
bodies.
Project work as directed.
Monitor the SATAC enrolment process at the program level by:
Ensure minimum entry requirements are submitted to SATAC within deadline
Generate appropriate reports from SATAC date warehouse
Advise applicants of enrolment process in a clear, concise and timely manner
Ensuring that processes are in place to accurately reflect academic outcomes by:
Verifying student eligibility to receive certificates
Organising the issue of certificates for students
- Assist in the organisation of Graduation Ceremonies
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Ensuring that associated Policies and Practices on Human Resource Management are implemented and
maintained by giving due regard to the merit principle training and development, equal opportunity and
occupational health and safety under the direction of the Office Manager.
Contribute to the effective management of the Institute by maintaining a comprehensive knowledge of the
Institutes policies and procedures.
Contribute to the effective application of sound human resource management practices by:
-
Complying with government/departmental policies and procedures; and
Actively participating in Performance Management.
Contribute/adhere to the Institute compliance and improvement framework (Australian Quality Training Framework
- AQTF) as related to daily business responsibilities and service to clients.
Contribute to the Department’s objective of achieving and subsequently maintaining the quality management and
continuous improvement standards.
Ensure that a safe and health work environment, free from discrimination is provided for employees by:
- Implementing departmental human resource policies including OHS&W
- Ensuring that the principles of EEO and Ethical Conduct are a normal part of doing business
The principles and practices of Equal Employment Opportunity, Diversity, Workplace Health & Safety, Risk
Management and Business Continuity, general public sector aims and the Code of Ethics are promoted and
implemented and the provisions of the relevant legislation and regulations are adhered to.
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Position Context
The Department of Further Education, Employment, Science and Technology (DFEEST) is responsible for:
1. Ensuring high levels of participation and achievement in learning and work and raising the skill levels of
South Australians;
2. Assisting industry and employers to develop their workforce and meet their skills needs;
3. Building the capability, quality and capacity of the vocational education and training (VET) and higher
education systems to meet the demands of individuals and of industry;
4. Providing public funding for training to approved providers;
5. Advancing science and research and the information economy through developing and implementing whole
of State strategies.
The carriage of both education and children’s services (eg early childhood) and science and information
economy by one Minister is a unique opportunity.
The lead role in support of the Science and Information Economy (SIE) Portfolio will be undertaken by the Digital
Economy and Technology (DET) directorate and the Quality Tertiary Education, Science and Research
(QTESR) directorate.
These directorates will provide policy advice and investment direction to support science and research and
information economy activities. The objective of these ‘whole of government’ and ‘whole of state’ activities is to
support improved state productivity, higher value jobs and skills; including skills that people need to proposer
and advance in a digitally connected world.
This work includes developing evidence based policy and strategic programs relevant to SIE that help address
and have measurable impact upon the State’s economic, environmental and social priorities and challenges.
TAFE SA is a current business unit within DFEEST. Through the Skills for All reform, there will be an operational
separation of TAFE SA from DFEEST. This will be a staged approach with TAFE SA having greater autonomy
through the Office of TAFE for the 2011-2012 financial year and then statutory authority status from 1 July 2012.
Until this happens, TAFE SA staff and budget are still considered part of the overall DFEEST FTE and budget.
DFEEST is an equal opportunity employer and encourages Indigenous Australians, young people, people with
disabilities, people from culturally diverse backgrounds and women to apply for advertised positions. All
Corporate Directorates work collaboratively with a strong emphasis on outcomes and accountability to ensure
organisational goals are met.
There is approximately 3300 fte staff in the Department and the budget is some $460m (including TAFE SA).
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Position Challenges
The Electrical and Refrigeration programs comprises of separate Work Units for the areas of Electrical,
refrigeration and Air Conditioning across Regency and Elizabeth Campuses. The Senior Administration Officer
will be required to work with a variety of departmental systems such as SIS, TAFEMIS, FASMIS, and
BASWARE.
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Certified Correct
Approved:
Line Manager
/
/
Endorsed:
Human Resources
/
/
/
/
Occupant
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HRB 32B (10/11)
Person Specification
ESSENTIAL MINIMUM REQUIREMENTS (Maximum of 8 criteria)
Educational/Vocational Qualifications
Nil
Personal Abilities/Aptitudes/Skills

Ability to analyse complex problems and formulate effective solutions.

Proven ability to communicate, liaise and relate effectively with a range of people at different levels both
within and outside the department and maintain confidentiality.

Proven ability to produce administrative work of a high standard within time constraints and without
supervision with proven ability to provide quality advice, including preparing and presenting reports and
recommendations in a clear, concise and logical manner.
Experience
 Proven extensive experience in the use of computer systems and packages, including word processing,
spreadsheets and databases, internet and email.
 Experience in the co-ordination and supervision of a range of administrative activities and staff within a
workgroup, including the monitoring of workflow and preparation of sensitive and confidential documents.
Knowledge
 Knowledge of audit requirements and administrative policies and procedures as they apply to the position.
 Knowledge of administrative policies and procedures.
 Applying workplace health and safety and workers compensation legislative requirements in business
activities for which the position is responsible, whilst ensuring compliance to Agency workplace health and
safety policies, procedures and processes including the identification, assessment and control of risks and
evaluation of mitigation strategies to minimize the likelihood of injury and/or disease incorporating the
agencies risk management framework.
DESIRABLE CHARACTERISTICS (Maximum of 4 criteria)
Personal Abilities/Aptitudes/Skills
Experience
 Experience in the use of Microsoft Office software and computerised management reporting packages
such as Student Information System (SIS), TAFEMIS, FASMIS and MASTERPIECE.
 Ability to work accurately with financial and enrolment data.
Knowledge
 Knowledge of the role and function of TAFE SA (DFEEST) and associated administrative and procedures
and policies.
Educational/Vocational Qualifications
 Relevant qualification in administration and/or line management.
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