Administrative Assistant
School/Section/Centre
Faculty/Division
Information about completing this template:
Any area written in this colour and italics needs to be completed by you following the instructions. You need
to then delete these references. The final template should be all in the same font (Arial) size (10) and colour
(Black) and non-italicised. Please ensure tidy page layout with page breaks in logical places, i.e. the selection
criteria should be on its own page with contact information.
Please refer to “Position Descriptions – Guide to Reviewing” found under Information and Resources for
the recruitment of Continuing and Fixed Term Appointments on the HR website which will provide guidance
and examples of how to complete each heading below. This document has been hyper-linked to each
heading on the contents page for quick and simple access.
For further information please contact your HR Liaison Team.
Position Number
Insert, as per establishment
Campus
Insert, Location of position
Classification
Level 4
Delegation
This position has delegated authority to Band 1.
Hours per Week
Insert (delete for academics)
Special Conditions
Insert, Special requirements of hours or weekend work
Nature of Employment
Choose, Continuing or Fixed term
Employee Contribution to Superannuation
7% (flexible contribution options available)
Employer Contribution to Superannuation
Choose, superannuation guarantee rate or 17%
Workplace Agreement
Charles Sturt University Enterprise Agreement 2013 - 2016
Date Last Reviewed
Insert
Faculty/School/Division/Centre – Organisational Environment
This area is an opportunity for promoting your Faculty/ School/Division/Centre to potential applicants and
describing how it fits within the University structure and contributes to the University Strategy. This can be
copied and pasted from your section of the CSU website and a hyperlink should be included.
CSU Position Description - <position>
Month 2015
Page | 1
Organisational Chart
The organisational chart explains where the actual position is placed in the context of your relevant Division/
School/Faculty/Centre.
Insert a link to the relevant organisational chart from you website.
If your area does not have your organisational chart on your website below is a sample that you may adapt
and complete.
Executive Dean/
Executive Director
Faculty of <>/Division
<>
Executive
Assistant/Officer
Course Director
Head of <School>/
Director
Associate Head of
School (if applicable)
Associate Head of
School (if applicable)
Academic Staff
School Office
Manager /Team
Leader(if applicable)
Administrative/
Technical Staff
Reporting Relationships
This position reports to:
<insert position title>
This position supervises:
<insert position title/s>
Position Overview
This section should contain a brief statement that explains the overall purpose of the position in 1 paragraph.
The position purpose provides a snapshot of what the position is expected to accomplish and why the position
exists.
CSU Position Description - <position>
Month 2015
Page | 2
The Administrative Assistant (School/Section/other) provides high quality, customer focused administrative
support to the (School/Section/other) for the purpose of creating an environment that enhances our students’
experience with CSU and enables their pathway for success.
Key aspects to this role include: (dot point just a few of the primary functions of the role)

Providing timely and accurate administrative and clerical support

Ensuring day to day office operational requirements are met

Proficiently interpreting and applying relevant CSU and School/Section policies and procedures; and

Ensuring a professional image is maintained.
The Administrative Assistant is expected to be well presented and conduct themselves professionally at all times.
Principal Responsibilities
This section usually comprises of 8 to 12 ‘outcome’ statements describing the key requirements for this
position in an approximate order of priority. The statements should clearly demonstrate what is to be
achieved (the end result of actions) and how that action is taken.
You can group like activities into a single responsibility and include examples of typical activities.

Provide timely, accurate and high level administrative and clerical support as follows:
 Receive, manage and document enquiries on a range of issues, including redirecting,
escalating and following up enquiries by phone, in person and email.
 Contribute to and enhance the service culture, ensuring the operations meet strategic
outcomes.
 Process and reconcile financial transactions, including but not limited to invoices, purchase
requisitions and travel claims.
 Assist with the development, implementation and maintenance of documentation, as required.
 Draft and prepare correspondence.
 Manage Outlook email and calendar/s,, including organising and scheduling meetings as
required (face to face, videoconference, teleconference).
 Assist with the planning, preparation, review and evaluation of events, functions and
conferences, and participate in identifying improvement opportunities.
 Assist with the organisational and administrative aspects of induction, performance
management, probation and recruitment within the School/section.
 Assist with maintaining the School/Section website.
 Provide secretariat services to relevant committees, including the preparation of
agendas, papers and minutes and effecting follow up actions.
 Prepare and process casual appointments and pay claims.
 Source, collate and analyse information as required.

Ensure day to day office operational requirements are efficient and addressed in a timely manner.
 Ensure relevant documentation is processed for accidents/incidents.

Be proficient in interpreting relevant CSU and School/Section policies and procedures and apply them
appropriately to work processes. This includes, but is not limited to:
 Hyperlink and list a maximum of five
CSU Policy Library

Ensure a professional image is maintained by:
 Facilitating a respectful environment for clients, students, colleagues and visitors
 Keeping the work environment clean and tidy.
CSU Position Description - <position>
Month 2015
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
Other duties appropriate to the classification as required.
School/ Faculty (Additional responsibilities if applicable):
Administrative support for subjects, courses and academia

Liaise with academic staff, Divisions and other stakeholders to implement administrative processes
and ensure appropriate record keeping related to student and academic matters.
Provide administrative support for arranging exams
Assist with the planning, preparation, review and evaluation of events such as Orientation Week and
Graduation ceremonies.

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Administrative support for workplace learning

Liaise with academic staff, students, placement organisations and other stakeholders to implement
administrative processes and ensure appropriate record keeping related to workplace learning and
work placement opportunities.
Capabilities
This section usually comprises of 6 to 10 ‘outcome’ statements describing the key capabilities the applicants
would need to have in order to be successful in achieving the outcomes of the position and in an approximate
order of priority. These statements should clearly demonstrate what an applicant should have and why it is
important to the role.
For samples of Capabilities please refer to “Position Descriptions – Guide to Reviewing”.
Physical Capabilities
This section outlines any essential physical requirements needed to carry out the work that is to be performed.
It should be specified where substantial manual handling is an inherent physical requirement of this role as
well as consideration to any other physical requirements.
Applicants are expected to be physically able to:

Work for significant periods of time sitting at a desk utilising computer equipment that includes
keyboard and mouse operations and reading from a computer screen.

On occasion drive or travel in a university vehicle for distances up to 500kms per day within the terms
of the University’s Driving Hours Policy and Guidelines.

Perform in a safe and appropriate manner, push/pull, reaching, grasping and fine manipulation tasks,
and infrequently lifting items up to 15kg.
For further samples of Physical Capabilities please refer to “Position Descriptions – Guide to Reviewing”.
CSU Position Description - <position>
Month 2015
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Selection Criteria
Detail the necessary qualifications, knowledge, experience, skills and aptitudes that the applicants must have
(essential) to carry out the responsibilities of the role successfully. They should be numbered and ranked in
order of importance. There should be no more than 10 essential criteria and 4 desirable criteria.
Applicants are expected to address the selection criteria when applying for this position.
OR
Applicants are expected to have the following requirements to be considered for this position:
Essential
The first of the essential criteria will be the Qualifications & Experience or an equivalent level of knowledge as
per the Position Classification Standards/Descriptors or Standards, Expectations and Qualifications Policy Academic Staff.
1. Completion of an associate diploma level qualification with relevant work related experience (including
experience gained in parallel with undertaking fractional-time study) or a certificate level qualification
with post-certificate relevant work experience; or Year 12 and at least 4 years’ relevant work
experience, often combined with some formal training, leading to a detailed knowledge of specific
administrative procedures and technical office skills; or an equivalent level of knowledge gained
through any other combination of education, training and/or experience.
2. Exemplary organisation, time management and task prioritisation skills.
3. Excellent skills in written and verbal communication and strong interpersonal skills for the purpose of
liaising with a diverse range of individuals in a diplomatic and confidential manner.
4. Proficient with using information technology, especially Microsoft Office (e.g. Excel and Outlook), with
ability to adopt new systems.
5. Demonstrated ability to maintain accuracy while working under pressure and managing competing
demands.
6. Proven ability to work productively, both independently and in a team environment, and capable of
following instructions.
7. Experience in performing a wide range of administrative tasks in an office environment (or similar).
8. Systems focused with experience in the management and/or maintenance of financial transactions
and record keeping.
Desirable
Desirable criteria are the qualifications, knowledge, experience, skills and aptitudes that the applicant would
ideally have but are not deemed essential.
1.
Experience in providing high level administrative services to committees.
2.
Previous experience in the tertiary education sector.
3.
Ability to travel as required.
4.
Current Class C or equivalent driver’s licence.
CSU Position Description - <position>
Month 2015
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Further information is available from
<insert name>
<position>
Phone:<contact phone number>
Email:<contact email address>
CSU Position Description - <position>
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Attachment (i)
Information for Prospective Staff
Your Application
E-recruitment is the method by which CSU manages its recruitment processes and it is preferred that all
applications be lodged using this method. Please refer to www.csu.edu.au/jobs/.
If intending applicants are unable to access this website, please contact the HR Service Centre on 02 6338
4884.
Staff Benefits
CSU is committed to providing an employment environment that fosters teamwork, innovation, reflective
practice, continual learning, knowledge sharing and opportunities for staff to achieve their full potential. CSU
is committed to providing a flexible working environment that encourages employees to live a balanced
lifestyle, combining work and family responsibilities.
To find out more: http://www.csu.edu.au/jobs/working-with-us/benefits-and-rewards.
Essential Information for Staff




All employees have an obligation to comply with all the University’s workplace health & safety
policies, procedures and instructions and not place at risk the health and safety of any other person in
the workplace;
All employees are required to be aware of and demonstrate a commitment to the principles of equal
opportunity in the workplace;
All employees are to ensure the creation and maintenance of full and accurate records of official
University business adheres to the University’s Records Management Policies; and
All employees are expected to undertake an induction program on commencement.
Further information regarding the policy and procedures applicable to Occupational Health and Safety and
Equal Opportunity can be found on the CSU website http://www.csu.edu.au/division/hr/.
Further information regarding the policies and procedures of CSU can be found in the CSU Policy Library at:
https://www.csu.edu.au/about/policy.
The following links are listed from CSU Policy Library on relevant specific policies:



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Code of Conduct
Staff Generic Responsibilities Policy
Delegations and Authorisations Policy
Outside Professional Activities Policy
Intellectual Property Policy
CSU Position Description - <position>
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