POSITION DESCRIPTION
POSITION TITLE:
DIVISION / DEPARTMENT:
CLASSIFICATION LEVEL:
MODE OF EMPLOYMENT:
Administration Officer- Central Stores
TAFE PACCT Level 2
Corporate - Property and Procurement Services
Full Time / Ongoing
*LOCATION:
Date:
555 Latrobe St, Melbourne
June 2013
*Note that the incumbent may be required to operate from any work sites of the Institute
GENERAL INFORMATION ABOUT THE INSTITUTE
William Angliss Institute is the State government endorsed Specialist Centre for Hospitality,
Tourism and Culinary Arts and is recognised as Australia’s leading provider of training for these key industry sectors. The Institute aims to provide excellent vocational education and training services for industry, students and government in Victoria, Australia and globally.
Programs offered by William Angliss Institute range from one-day courses and weekend industry training, through to apprenticeships, nationally recognised certificates and two-year full-time advanced diploma programs. The accreditation of two specialist degree programs including a
Bachelor of Tourism and Hospitality Management and a Bachelor of Culinary Management, extends the Insti tute’s portfolio to provide higher level business and management education. Close links with industry and continuing innovation in the delivery of services ensure the relevance of programs to today’s workplace.
GENERAL INFORMATION ABOUT THE DEPARTMENT
The Department provides a full range of Property and Procurement services to the Institute and includes Retail Outlets, Maintenance, Security and Environmental Services. The Central Stores area operates as the primary purchasing and supply point for teaching, restaurant and retail outlets of the Institute. It is responsible for the ordering, receipt, storage and issuing of food, beverage and some other selected products for the Institute.
PRIMARY PURPOSE & OBJECTIVES OF THE POSITION
Collate and process supplier orders, returns and stock transfers and supplier invoices into the
Check EAM Inventory System which is the Primary inventory system in the Central Stores area.
Assist in the maintenance of the filing system for all relevant paperwork, which needs to be updated on a weekly basis. This includes updated supplier pricing, distribution of Market reports to Other
Departments and general supplier information.
Assist other Departments with Stock requirements, transferring of products to Cost Centres via the
CHECK EAM System.
Provide support and assist the Store persons with the preparation of trolleys for classes and delivery as required.
Administration Officer Central Stores

REPORTING RELATIONSHIPS
As a member of the Property and Procurement Services Department, this position reports directly to the Team Leader – Central Stores and does not have any sub-ordinate staff.
Central Stores Coordinator
Team Leader Central
Stores
Administration Officer Stores Persons (2)
KEY DUTIES
Ensure the accurate processing of supplier orders, invoices, returns and stock transfers in a timely manner within the CHECK EAM Inventory system.
Create purchase order from requisitions submitted from other Departments in conjunction with the
Team Leader to ensure that the goods are ordered and delivered for class.
Provide high level customer service to both internal and external clients of Central Stores.
Assist in the proper operation of the Stores area within the Institute guidelines on Food Safety,
OH&S and other policies and procedures as appropriate.
Provide administrative support to the Admin and System support officer from time to time in conjunction with the Team Leader – Central Stores.
Promotions & Marketing
Distribute and display fresh produce Market reports for staff to peruse and decide on alternative seasonal products.
Finance & Budget
Process supplier orders and invoices on a regular basis via the Check EAM system and batch invoices for authorized signatures
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Interaction
Liaise with suppliers regarding invoicing queries and returns.
Assist staff and students with enquiries relating to Central Stores and provide assistance as required.
Provide information to other Central Stores staff regarding correct data input and assistance.
Participate in decision making processes at Department meetings
Internal Communication
The position liaises with:
Internal customers of Central Stores;

teaching staff within the Institute;

Kitchen Attendants for stock requisitioning and control;
External Communication
The position is required to communicate with existing and potential suppliers to the Institute.
Notes:

The incumbent can expect to be allocated duties not specifically mentioned in this document but within the capacity, qualifications and experience normally expected from persons occupying positions at this classification level.

Specific performance objectives will be negotiated as part of the Institute’s regular performance planning and review process.

The incumbent will be required to comply with the Institute and Public Sector Code of Conduct,
Occupational Health and Safety Policy and Procedures, Managing Diversity Policy and
Procedures and any other relevant legislation, policy, procedures or practices.
In accordance with the William Angliss Institute of TAFE PACCT Staff Enterprise
Agreement 2011 (PACCT EBA), the following descriptions apply for PACCT LEVEL 2 positions:
EDUCATION, TRAINING AND EXPERIENCE
Normally requires completion of trade certificate or year 12 and demonstrated relevant experience or, equivalent relevant experience. Employees with lesser formal qualifications and relevant knowledge of the job or experience may be appointed at this level.
TASK LEVEL
Tasks at this level are generally straightforward with clearly established procedures. At times tasks require more complexity involving the choice of application of the best approach within established procedures.
Responsible for the timely completion of various tasks which are within their own control.
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JUDGEMENT AND PROBLEM SOLVING
Exercise judgement on the organisation of work in accordance with daily work routines and work flows.
Make decisions within established rules, techniques and procedures.
Choose between a range of alternatives to solve relatively simple problems with reference to established techniques and practices.
Assistance is available when required.
Exercise judgement on work methods and task sequences within specified timelines and standard practices and procedures.
SUPERVISION AND INDEPENDENCE
Routine supervision where decisions and options are limited and work outputs are monitored by immediate supervisor.
Routine supervision of straightforward tasks, close supervision of more complex tasks.
Exercise discretion within standard practices and processes.
ORGANISATIONAL RELATIONSHIP AND IMPACT
May provide general information / advice and assistance to members of the public, students and other staff that is based on an operational knowledge of the functional area.
Perform tasks / assignments that require knowledge of the work area processes and an understanding of how they interact with other related areas and processes.
INTERPERSONAL SKILLS
Ability to communicate operational requirements to members of the public and / or other employees in the performance of well-defined individual and team activities.
Require skills in verbal and written communication to enable the preparation of routine correspondence and reports.
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

KEY SELECTION CRITERIA

Sound knowledge and experience of administrative practices, procedures and processes.

A high level of keyboard skills with demonstrated knowledge and proficiency in operation of computerised information systems.

Well developed interpersonal, verbal and communication skills, especially the ability to communicate with management and staff at all levels.

Knowledge of Stock Inventory systems would be an advantage.
Ability to prioritise tasks whilst maintaining close attention to detail
Demonstrated behaviours that align with the William Angliss Institute Values
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The Institute has developed a Transition Plan which charts the path that William Angliss Institute needs to follow to work through the recent changes to government funding. Even with these changes the current strategic framework in broad terms will apply.
STRATEGIC PLANNING
William Angliss Institute will be a leader in food tourism and hospitality education, training and industry services in 2020.
William Angliss Institute plans to grow in a manageable and profitable manner.
William Angliss Institute plans to use a differentiation strategy, based on our specialist expertise, broad range of courses, the quality of our facilities, our connection to the industry community and our corporate experience base.
On aspiration:
Staff see William Angliss Institute as an industry specialist and a leader in education nationally and internationally.
On culture:
Staff seek an engaging environment to work or study specifically a culture which:

Models mutual respect, nurturing, listening, empowering and feeling valued,

Encourages and recognises innovation, being proactive and keeping abreast of industry trends and pedagogy,

Builds teamwork through collaboration and consultation across operational activities.
STRATEGIC THEMES
William Angliss Institute has established a 10 year vision of its strategic priorities. In looking to
2020 the seven strategic priorities are:

Enhanced program flexibility

Broadening our scope, integration and specialisations

Developing and expanding international partnerships

Developing a national operating network

Becoming a recognised part of higher education

Developing an applied research capability

Investment in facilities and infrastructure

In order for William Angliss Institute to achieve its strategic priorities and educational and financial objectives an internal analysis has been completed and three key themes have been identified that are essential in building William Angliss Institute’s capability to respond to changes in the market place and changes in government policy. The three key themes of the 2012 – 2016 Strategic Plan are:

Product Leadership

Resource and Capability Leadership

Process Leadership
INSTITUTE VALUES
Personal Responsibility: accountability, responsiveness, integrity, respect impartiality
& human rights
Inspiration: passionate, stimulating and optimistic
Empowerment: nurturing, encouragement, confidence
Community: sharing, partnership and connections
Expertise: leadership, dedication, excellence
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