Tuesday, June 22, 2010


Reports to: X ( Line Manager)

Interacts with: Internal
All X staff and contractors and their staff

Customers, suppliers
• Local/ regional and National organisations
• Whanau / hapu / iwi organisations
• Funding assistance Agencies
• Business Networks
• Local and Central Government agencies

Primary Purposes:
• To provide an effective and efficient administration service to all internal and external customers with empathy and professionalism.
• To efficiently and accurately manage the Accounts Payable function and other accounting procedures as directed.
• Manage reception and the telephone system with professionalism and promptness.

Principal Objectives:
• Respond efficiently and effectively to all enquiries.
• Maintain integrity of inward and outward correspondence and filing systems.
• Actively support and assist all co-workers with a quality administrative service.
• To communicate internal/external events and/or meetings in a timely fashion.
• Effectively manage the accounts payable processes and monitor all purchasing requisitions within the required deadlines.
• Undertake all other accounts duties as required.
• To manage all filing requirements.
• To undertake special projects as directed.
• Be aware of ’s Customer Target Groups as defined from time to time by the CEO.

Key Accountabilities:
• Produce accurate documents within negotiated time frames.
• Organise and prioritise workload so as to allow for regular flow within acceptable time frames.
• Maintain confidentiality of inwards and outwards correspondence and filing systems.
• Accurate processing of Accounts Payable and filing of invoices for payment by the due dates.
• Accurate reconciliation of supplier statements against invoices and the addressing of discrepancies each month.
• Effective reconciliation of accounts and bank statements.

• Respond efficiently and effectively to all administrative enquiries, including room bookings and customer appointments.
• Assist in the set up of Seminar Rooms as required.
• Co-ordinate mail-outs as required
• Control and manage administrative duties, including purchasing requisitions and accounts; monitor/respond to all payments and debts.
• Assist in the management of the booking systems for seminars, workshops and courses as per any quality processes or requirements and input data into appropriate databases or schedules as required to meet time-frames.
• Assist in the control, monitor and organise of all stationery, kitchen, cleaning and toiletry requirements.
• Carry out quality verifications for the functions performed.
• Establish customer/visitor needs and make appropriate referral.
• Create a welcoming/culturally comfortable environment in reception area, by being empathetic and professional at all times.
• Ensure inwards and outwards mail is processed, distributed and posted daily.
• Maintain a safe workplace in accordance with OSH requirements.
• Manage special projects according to project plan and objectives
• Be aware of co-worker’s workloads/time constraints and be actively supportive and assist wherever possible
• Adhere to ’s Q-Base Quality Programme, the Heath & Safety Policy, the Privacy Act and other statutory obligations

Key Result Areas:
• Quality reception service to internal/external customers.
• All invoicing and accounts processes undertaken are accurate and on time
• Up to date tidy accurate files
• Prompt availability of documents/files.
• Maintain adequate internal resources.
• Timely/accurate word processing completions.
• Timely/accurate data input and schedules maintained.
• Support is provided to all other Administration staff as required
• Directives from the ( Line Manager) have been met


• All personal tolls, faxes and mail must be recorded for private payment.
• All purchases over $100 must be covered by a Purchase Order signed by your supervisor prior to any commitment to purchase.


Qualifications: (Minimum)
• Relevant tertiary/professional qualification is desirable.

Experience: (Minimum)
• At least 2 yrs of proven experience in planning and organising work and priorities.
• At least 2 years Accounts Payable experience

Physical Requirements:
• Able to use PC for long periods of time.
• Ability to sit at Reception Desk alone.
• Driving Licence.

• High level of knowledge & skill of Microsoft Office programmes
• Empathy for cultural and gender differences.
• Minimum of two years of Bookkeeping experience
• Working knowledge of computerised accounting systems
• Understanding of management principles and Best Practice Models
• Understand the dynamics of manawhenua / tangatawhenua and iwi Maori in relation to an urban environment

• Facilitation and networking skills.
• Problem solving and mediation skills.
• Highly developed interpersonal and representational skills and a proven superior standard of written and oral communication skills.
• Ability to exercise sound judgement.
• Good computer skills
• Team building.
• Negotiation skills.

Desired Attributes:
• Ability to work autonomously, with self-management and prioritising skills.
• Initiator.
• Ability to meet deadlines.
• Effective communication.
• Ability to work collaboratively with team members and internal and external stakeholders to accomplish organisational goals and contractual obligations.
• Empathy, listening skills and ability to use appropriate interpersonal skills.
• Non-judgemental attitude.
• Understand, value and respect differences
• Energy and enthusiasm.
• Networking skills.
• Analytical and problem solving skills.


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Source: Purchasing clerk job description

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