CHSHA JDF Administrative Assistant Broome Residential College.pdf

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COUNTRY HIGH SCHOOL HOSTELS AUTHORITY 
 
JOB DESCRIPTION FORM - ADMINISTRATIVE ASSISTANT 
 
1 
 
Director 
Country High School Hostels Authority 
 
JOB DESCRIPTION FORM 
 
TITLE: 
ADMINISTRATIVE ASSISTANT 
RESIDENTIAL COLLEGE: 
BROOME 
POSITION NUMBER: 
BRO/AA/1 
LEVEL: 
2 
AWARD/AGREEMENT: 
Government Officers Salaries, Allowances and 
Conditions General Agreement 2006 
CHSHA Residential College Administrative 
Officers  Agreement 2003 
JDF EFFECTIVE: 
1 March 2007 
REPORTING RELATIONSHIPS: 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Scope and Context 
The Country High School Hostels Authority provides boarding facilities in strategic locations for 
rural students.  There are ten residential colleges in Western Australia, situated in Albany, 
Broome, City Beach, Esperance, Geraldton, Katanning, Merredin, Moora, Narrogin and Northam.  
Over 130 employees support the Authority in its operations. 
 
Key Responsibilities 
Provides administrative, financial and payroll support to the College Manager and contributes to 
the college operations. 
Central Office Staff 
Residential 
College 
Board of Management 
Minister for Education 
and Training 
Chairperson - CHSHA 
Chief Executive Officer  
College Manager 
Senior Supervisor 
Supervisor 
Administrative Assistant 
Ancillary Staff 
COUNTRY HIGH SCHOOL HOSTELS AUTHORITY 
 
JOB DESCRIPTION FORM - ADMINISTRATIVE ASSISTANT 
 
2 
 
 
STATEMENT OF DUTIES 
 
TITLE: 
ADMINISTRATIVE ASSISTANT 
RESIDENTIAL COLLEGE: 
BROOME 
POSITION NUMBER: 
BRO/AA/1 
LEVEL: 
2 
 
1. 
Student Enrolments 
 
1.1. Communicates effectively and diplomatically with staff, students, parents and the 
community thereby enhancing the positive image of the College. 
 
1.2. Maintains College databases, information and record systems, including the 
Provisional Enrolment Register and student records. 
 
2. 
Accounting 
 
2.1. Maintains and operates the College accounting system (including assets) and 
student accounts in accordance with Authority policy. 
 
2.2. Daily collection, receipting and banking of money. 
 
2.3. Prepares accounts and presents accounts and cheques for signature. 
 
2.4. Produces financial statements and reports; including reconciliation of financial 
management system to bank accounts on a monthly basis, production of financial 
reports, payments and receipts journal and detailed cleared transaction report at the 
Bank. 
 
2.5. Administers and reconciles Petty Cash advance. 
 
2.6. Calculates and arranges payment of Fringe Benefit Tax and Business Activity 
Statements. 
 
3. 
Payroll and Personnel 
 
COUNTRY HIGH SCHOOL HOSTELS AUTHORITY 
 
JOB DESCRIPTION FORM - ADMINISTRATIVE ASSISTANT 
 
3 
 
3.1. Prepares wages and salaries for college staff; arranges payment of tax, 
superannuation and other deductions, maintains relevant records and prepares 
group certificates. 
 
3.2. Processes and maintains personnel records and files. 
 
3.3. Compiles submissions for workers compensation and monitors progress reports. 
COUNTRY HIGH SCHOOL HOSTELS AUTHORITY 
 
JOB DESCRIPTION FORM - ADMINISTRATIVE ASSISTANT 
 
4 
 
 
STATEMENT OF DUTIES 
 
TITLE: 
ADMINISTRATIVE ASSISTANT 
RESIDENTIAL COLLEGE: 
BROOME 
POSITION NUMBER: 
BRO/AA/1 
LEVEL: 
2 
 
 
4. 
Human Resources 
 
4.1. Prepares employment contracts in accordance with the CHSHA Human Resource 
Manual. 
 
4.2. Provides advice to staff and applies CHSHA Awards and Agreements, personnel 
and establishment policies and practices. 
 
4.3. Maintains and provides data relating to EEO, FTE and MOIR reporting for central 
office. 
 
4.4. Provides administrative support when vacant positions are advertised in accordance 
with approved procedures. 
 
5. 
General 
 
5.1. Undertakes secretarial and administrative duties required in day-to-day operation of 
the College, including mail and reception. 
 
5.2. Types and prepares correspondence, reports and other College material for 
distribution. 
 
5.3. Prepares personnel and statistical returns required by State and Commonwealth 
agencies. 
 
5.4. Assists in the organisation of appointments, travel arrangements, staff and board 
meetings and functions.  Acts as minute secretary as required. 
 
5.5 
Undertakes to uphold the W A Public Sector Code of Ethics and the CHSHA Code of 
Conduct. 
 
5.6 
Other duties as required. 
 
COUNTRY HIGH SCHOOL HOSTELS AUTHORITY 
 
JOB DESCRIPTION FORM - ADMINISTRATIVE ASSISTANT 
 
5 
 
 
SELECTION CRITERIA 
 
TITLE: 
ADMINISTRATIVE ASSISTANT 
RESIDENTIAL COLLEGE: 
BROOME 
POSITION NUMBER: 
BRO/AA/1 
LEVEL: 
2 
 
ESSENTIAL 
 
 Office management skills, including knowledge of administrative procedures, secretarial 
practices and records management. 
 
 Well developed interpersonal and liaison skills. 
 
 Financial management skills, including bookkeeping, reconciliation knowledge and skills with an 
ability to use a computerised accounting package. Knowledge of taxation legislation in regard 
to GST and FBT requirements. 
 
 Ability to perform payroll and personnel functions, including capacity to interpret and apply Acts, 
Awards and Agreements.  Knowledge of taxation and superannuation legislative requirements 
and ability to interpret industrial relations and human resources policies. 
 
 Able to demonstrate effective written and oral communication skills. 
 
 Good word processing and spreadsheet skills. 
 
DESIRABLE 
 
 Understanding of Indigenous Australian culture. 
 
 Experience with computing systems:  
 
 
 
 
 
 
(Highly) 
 database (preferably Access) 
 
 Knowledge of Public Sector policies and procedures. 
 
Other Conditions of Employment 
 Providing evidence of clearance of police screening.  You are required to provide photocopies 
of”100 point” identification documents and to complete a consent form for the Department of 
Education to undertake the police screening.   
 Completing the CHSHA Declaration of Good Character form. 
 Supplying proof of age, in the form of a Birth Certificate, Birth Extract or Passport. 
 Satisfactory completion of an initial 6 month probationary period. 
 Travel to Perth once per year for a minimum of two days professional training. 
COUNTRY HIGH SCHOOL HOSTELS AUTHORITY 
 
JOB DESCRIPTION FORM - ADMINISTRATIVE ASSISTANT 
 
6 
 
 
CERTIFICATION 
 
TITLE: 
ADMINISTRATIVE ASSISTANT 
RESIDENTIAL COLLEGE: 
BROOME 
POSITION NUMBER: 
BRO/AA/1 
LEVEL: 
2 
 
 
The details of this document are an accurate statement of the duties, responsibilities and other 
requirements of the job. 
 
COLLEGE MANAGER 
DIRECTOR 
Signature 
 
Signature 
 
Date 
 
Date 
 
 
 
 
 
As occupant I have noted the statement of duties, responsibilities and other requirements as 
detailed in this document. 
 
NAME 
SIGNATURE 
DATE APPOINTED DATE