UWA SPORT AND RECREATION ASSOCIATION (UWA SPORTS)
POSITION DESCRIPTION AND ACCOUNTABILITY STATEMENT
POSITION DETAILS
Position Title:
Reception and Administration Assistant
(Rentals)
Business Unit:
Central Services
Permanent/Contract:
Contract 12 months
Position Number:
Classification:
Band 1
Award/Agreement:
Enterprise Agreement
REPORTING RELATIONSHIP
Executive Director
Associate Director Central Services
Reception & Administration Supervisor
Manager
THIS POSITION
centre
POSITION CONTEXT
UWA SPORTS MISSION STATEMENT
To provide high quality sport and recreation opportunities and experiences at UWA through
membership and participation.
AIMS
 To provide and manage sport, fitness and recreation programs, services and facilities
required to meet the needs of the University community.
 To promote amateur sporting and physical recreation amongst members as an essential
feature of University life; and
 For that purpose, to encourage and assist in the formation amongst members of sporting
and physical recreation clubs and to support and coordinate the activities of clubs so
formed.
VALUES
UWA Sports embraces the Olympic values of Sportsmanship, Education, Exceeding One’s
Expectations, Happiness, Solidarity and Friendship to complement the core values of The
University.
STRATEGIC PRIORITIES
 To improve the quality of the student learning experience.
 To improve the quality and impact, and productivity of research and research training.
 To improve the University’s positioning and reputation, and to develop strategic
relationships and community engagement.
 To develop our people and resources.
BUSINESS UNIT OBJECTIVES AND ACCOUNTABILITIES


To manage and supervise the administration of the Association to ensure efficiency and
effectiveness.
To be measured by participation, enrolment and usage numbers, financial performance,
and customer perception of quality of services and other key performance indicators
identified in the Operational Priority Plan.
POSITION OBJECTIVES AND ACCOUNTABILITIES
POSITION OBJECTIVE:
To provide effective and efficient customer service and front desk support.
responsible for overseeing the administrative duties in the area of Bookings.
To be
MAJOR ACCOUNTABILITIES:
 To provide customers with high quality support and attend to their enquiries in a timely
manner.
 To provide high quality support to the Operations team.
 To provide high quality customer service support.
 To provide high quality administrative support within the Bookings area.
 To execute and deliver outcomes as outlined on the Operational Priorities Plan and
Service Level Agreement between The University of Western Australia and UWA Sports.
 To be a valuable member of the Association team.
 To meet occupational safety and health and other compliance requirements.
POSITION RESPONSIBILITIES AND OUTCOMES
KEY ACCOUNTABILITIES:
Administration – 20%
 To provide assistance to the Reception and Administration Supervisor in day to day
tasks.
 To assist the Reception and Administration Supervisor in ensuring all policies and
procedures are adequately implemented and continuously reviewed.
 To ensure all customer queries are adequately managed and responded to.
 To ensure cleanliness and tidiness of the Front Desk areas and foyers.
 To maintain the filing of documentation.
 Developing strategies to overcome errors within the front line team.
Bookings – 60%
 To liaise with potential customers regarding bookings of venues and grounds.
 To roster Duty Supervisors for functions.
 To maintain the Accounts Receivable reports as per the Associations policies.
 To liaise with facility managers regarding their respective facilities and upcoming
bookings.
 To oversee the set up and pack down of functions.
 To ensure bookings are processed according to the Association’s policies and
procedures.
 To ensure all booking documentation is filed according to the Association’s policies and
procedures.
Other Association – 15%
 To be an integral part of the Association team.
 Other duties as required by the Executive of the Association.
Occupational Health and Safety – 5%
 To comply with the University’s, UWA Sport and Recreation Association’s and other
regulatory bodies’ policies and procedures.
 To take reasonable care to ensure personal health and safety in the workplace.
Key Performance Indicators
 To maintain regular and effective communication with the respective Facility Managers
and key stakeholders.
 To provide adequate support to the Reception and Administration Supervisor when
required and in a timely manner to meet the Association’s Operational Priorities Plan
and Service Level Agreement.
 To maintain and update policies and procedures as per the requirements of the
Association.
 To ensure customers are provided with high quality support on a daily basis.
 To ensure all customer correspondence is adequately responded to in a polite and timely
manner.
 Daily inspection checklist to be signed off at the Association’s venues for Reception and
Administration Supervisor’s approval.
 To correctly file all paperwork in a timely manner as per the Association’s guidelines.
 To provide potential customers with relevant information regarding bookings, i.e.
availability, cost, venue terms and conditions.
 To ensure Duty Supervisors are confirmed and assigned to functions no less than two
weeks prior to functions.
 To ensure the Facility Managers are aware of all functions taking place in their facilities
and to manage any function that are conflicting.
 To make certain functions have the correct equipment setup as per the customer’s
request, prior to the commencement of the function.
 To complete booking forms when requests are made, rental contracts are signed and
returned and all payment made 14 days prior to the commencement of the booking.
 To make certain all documentation regarding each booking is kept together and filed
away in the corresponding file.
 To contribute to the Association where required.
 To ensure occupational safety and health and all other compliance processes are met.
SELECTION CRITERIA
Essential
 Excellence in customer service
 Excellent communication skills
 Experience in handling cash and managing a cash register
 Excellent time management and organisational skills
 Demonstrated keyboard typing at a minimum 50 words per minute
 Strong computer skills and literacy
 Excel within the area of conflict resolution
 Ability to prioritise tasks and maintain a high level of work during peak periods
 High level of adaptability and a proactive approach
 A Class C Licence; First Aid Certificate; National Police Clearance
 Knowledge of the Sport and Recreation industry
 Experience in retail sales
 Relevant Certificate III or higher
Desirable
 Working with Children Check
 Class software experience
 OHS training / awareness