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SPOTLESS GROUP LIMITED

POSITION DESCRIPTION

POSITION TITLE:

Reception / General Administration

REPORTS TO:

Administration Supervisor

DATE:

October 2011

POSITION SUMMARY (Statement of Purpose)


The primary role of the Reception/Administration position is to provide exceptional
administrative and clerical support to the village site ensuring all flight and accommodation
administration tasks are completed to ensure efficient air transport and room allocation
processes for camp residents. Further, this role will assist the Accommodation Supervisor and
other Contract Managers in the collection, collation, processing and reporting of data relevant
to the contract for provision to both internal and external clients.
Important within the context of this position is the requirement for the staff member to
perform other duties, as may be required, to ensure all mandated services are delivered as
per the scope of the contract. This could include, but not be limited to: retail duties; room
cleaning; dining room attendant duties.
JOB CONTEXT AND ENVIRONMENT
Energy Resources Australia (ERA) operates a Uranium Mining business within Australia,
providing uranium for both domestic and export use. ERA operates two villages and a mine
near the township of Jabiru, 260km SE of Darwin, in the Kakadu National Park.
The environment at these sites is tropical, experiencing temperatures ranging from low to
extremely high with temperatures above 40 degrees Celsius not uncommon accompanied by
very high humidity. Kakadu National Park is heritage listed by the Australian Government, as
such staff will be required to be extremely diligent in their work and leisure activities so that
they minimise any disruption to the local flora and fauna. Training with respect to this will be
provided to all staff at site.
The site is split into a number of work areas such as the village, town area and mine site area.
Staff may be required to work at any one or all of these areas in the performance of their
duties. Staff will be required to work both indoors and outdoors within this environment and
must undertake and pass a medical assessment to determine their fitness to perform the
duties of this role.
Safety of staff and residents within these camps and work areas is paramount and no staff
member may knowingly act, or allow others to act, in a manner that may cause injury to
another person: make a work area unsafe to work in; or make a task unsafe to perform. Staff
must participate in safety meetings on site, undergo site inductions and safety training as
required, to reside and work at these sites. When working on site, staff must have a zero Blood
Alcohol Content (BAC) and must not be under the influence of drugs and staff may be tested at
any time to ensure they are compliant with this rule. All staff will be provided uniforms and
personal protective equipment (PPE) which must always be worn whilst on duty.
As the site is a regional location, staff will be flown into site from Darwin airport by client
charter planes, then transported to their work place. At the end of their shift, staff will be flown
back to Darwin Airport. Staff must make their own way to and from Darwin Airport each time
they attend work. Staff may elect to drive from Darwin to site (at their own cost) as opposed to
fly in, fly out. Please note that ERA and Spotless have a policy that no staff may drive back to
Darwin during night hours (darkness) as part of their journey.
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JOB HOLDERS REQUIREMENTS


Each site houses a number of miners who work a variety of shifts and rosters. Flights need to
be booked and rooms need to be allocated, cleaned and prepared for resident use
commensurate with their rosters and movements in and out of each camp. As such, staff may
be required to work a variety of shifts to perform these duties and must work to challenging
deadlines to ensure all accommodation process are completed within daily deadlines.
The accommodation office is open at two distinct times each day. In between those hours, the
office will be closed but the administrative tasks will still be performed as required. Whilst the
office is open, staff in this role will handle requests from camp residents for any minor
maintenance issues relative to the rooms or other village facilities, assist residents with other
general enquiries and provide room keys to residents for room access.
This position entails working in a fast-paced office environment, often working to tight timeframes. This role requires prolonged sitting and extensive computer based work and daily
communication with representatives from ERA to coordinate mine staff movement and room
bookings. The role will receive direction from the Accommodation Supervisor but will be
required to perform most duties largely unsupervised so must be responsible and self reliant
when carrying out their daily duties.
When performing duties or tasks other than administrative in the Villages, staff will receive
broad direction from nominated supervisory or experienced personnel. The position therefore
requires an individual with the willingness to work flexible hours and an ability to manage their
own time in order to meet deadlines.
When not working in an administrative capacity, the role requires staff to perform a number of
physical activities including manual handling and lifting, bending, using heavy equipment and
may require incumbents to stand for lengthy periods and work in hot and noisy environments.
Staff may use a Van or ute to drive around the villages for transporting linen and cleaning
equipment so as to clean accommodation rooms. Alternatively, they may also be required to
walk and carry equipment or push a cleaning trolley.
QUALIFICATIONS & TRAINING
Certificate level qualification in administration an advantage
A Northern Territory drivers licence may be required for this role.
If staff are required to obtain qualifications to perform other duties then Spotless will
provide training to ensure staff will be able to perform these duties safely and to the
required standard.
EXPERIENCE
Previous experience in an administrative or clerical role; or
Previous experience working in a hospitality environment involving customer service;
Experience using Microsoft Office suite required;
Experience using In-Flight software (preferred but not essential);
Experience using office equipment including computers, telephones, photocopiers, and
fax machines;
Previous experience working at a remote location in a service role (desirable).
OTHER
All staff are required to undergo and pass a medical assessment to ensure they are fit
for work prior to commencing work at the site.
All staff are required to undergo a Police check prior to commencing work at site.
All staff must undertake a range of ERA general and site specific inductions prior to
commencing work at the site, the number and type of inductions will relate to the work
duties performed.

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DIMENSIONS

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Number of Employees reporting direct


(and total)
Other Information
Budget

n/a
nil

KEY RESULT AREAS


Key Result Areas
Occupational Health and Safety (OH&S)

Ensures a safe and hazard free workplace


environment by reporting any health and
safety hazards.

Complies with the organisations


occupational health and safety standards at
all times.

Demonstrate support of safety first


culture by pro-actively supporting and
meeting all corporate policies and initiatives
on OH&S

Promote and support continuous


improvement of safety practices in the area
of responsibility which includes:

Personal safety action plan

Scheduled safety observations

Induction of all new staff

Incident reporting
Quality of Work

Ensures quality standards are met,


attends to key details, and works to minimise
errors.

Ensures accuracy of data recorded and


reported via constant checking of information
and correlation with other data sources as
required.
Time Management

Key Performance Indicators

OH&S statistics
Number of accidents or incidents
during the month;
Number of breaches of company
health and safety standards.

Accurate completion of tasks;


Supervisory ratings of
performance;

Consistently meets deadlines;


Requests actioned within set
timeframes.

Follow policies and procedures as


outlined in Spotless manuals, JSAs and task
descriptions.
Customer Service

Perform duties as per the


specifications

Customer expectations are met


with regards to quality and timely
delivery of services;
Number of customer complaints;
Customer and supervisory
feedback.

Carries out administrative duties to required


standards, within prescribed deadlines, using
allocated resources.

Plans and prioritises workload and operates


in an organised manner.

Business Systems & Procedures

Ensures professional, courteous and


friendly service is consistently provided to
internal and/or external customers.
Provides fast, yet efficient administrative
support and is responsive to the demands
and needs of internal and/or external
customers.

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Use & Care of Equipment

Uses all equipment in accordance with


procedures and instructions and maintains all
equipment in a clean condition.

Report faults and damage of or to


equipment to supervisor.
Team Delivery

Develops constructive and cooperative


working relationships with team members
and addresses colleagues in a professional
and courteous manner at all times.
Demonstrates an ability to work well
within a team environment and takes on the
responsibility of ensuring all work tasks are
completed.

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Number of breaches of equipment


usage procedures;
Inspection of work area;
Adheres to safe working
procedures
Team output all tasks are
completed;
Supervisory ratings.

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COMPETENCIES
Behavioural
Team Member Works as a member of a team and assist others with completion of duties
to ensure all daily tasks are completed on time. Develops a good working relationship with
team members and works effectively in the team.
Processes Information - Comprehends and understands written and verbal
communication. Is able to understand and follow policies, procedures and instructions.
Acts Reliably - Demonstrates consistency in work is reliable, dependable, and punctual and
follows instructions accurately.
Pays Attention to Detail - Pays attention to small details, is able to narrow in on detail and
apply such detailed attention to work and outcomes
Focuses on Quality - Consistently achieves excellent outcomes and maximises efficiency.
Maintains high quality standards set by Spotless.
Focuses on Customers - Meets the needs of customers and acts with customers in mind.
Makes improvements based on customer feedback.
Safety Adheres to all safety instructions, policies and procedures. Informs Supervisor or
Management of any safety issues or hazards in the workplace.
Personal Presentation - well-groomed, presentable, high level of cleanliness and hygiene
Flexible Is willing to work a variety of shifts, perform a variety of job tasks and duties and
take direction from various supervisory personnel to assist Spotless complies with all service
delivery obligations.

Technical/Knowledge

Knowledge of administrative and clerical procedures and systems i.e. word processing,
database management, managing files and records, and other office procedures and
terminology.
Advanced skill in using the Microsoft Office Suite.
Accurate keyboard skills.
Knowledge of workplace health and safety practices

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