POSITION DESCRIPTION
Position
Title:
Administrative
Assistant (Publishing)
Employee Name:
Department: Publishing
Date commenced employment at
Aspire:
Location:
Melbourne
Employment
status
Reports to:
Production Manager
Full-time fixed term
contract to 15 Dec 2017
Date:
Direct
Reports:
0
Time
fraction:
1.0
June 2017
Aspire Learning
Resources
Aspire Learning Resources is a non-profit organisation that specialises in developing
and publishing competency-based training and assessment resources for vocational
education and training. Aspire is committed to excellence, innovation and equity in
VET and to facilitate this, has developed the Aspire Foundation whose charter is to
assist disadvantaged groups and or individuals access to relevant, high-quality VET
and life-long learning.
Company Strategic
Pillars:
The strategic pillars that underpin Aspire’s activities from 2014/15 through to 2016/17
are:
1. Improve speed to market
2. Source and cultivate mutually beneficial strategic alliances and relationships
3. Aspire is the market leader in online resources
4. Resource catalogue is viable
5. Aspire is viable, sustainable and secure
6. Staff have skills, experience and attributes required to achieve organisational
goals.
Organisational goals have been developed for each of these strategic pillars. A copy
of these goals can be viewed on Aspire’s intranet.
Publishing Department:
The Publishing Department is responsible for:
 setting the strategic direction of the Company’s resource development plan for
online, print and other resources
 developing the Company’s annual resource development plan supported by
recommendations that include product concepts, briefs and costings
 creating, testing and maintaining print, online, ebook, app and other resources
 identifying potential alliance partners and other opportunities including managing
ongoing alliance partner relationships
 investigating and analysing developments and issues in the VET, publishing and
technology sectors to identify their impact on Company processes and resource
development
 reviewing and analysing competitor resources and activity to identify impact on
the Company’s resource content, product format, range of product etc
 researching client needs to inform resource development
 continuously improving department processes and procedures
 managing resource stock levels including print, warehousing and distribution
functions.
Position Summary:
Through the provision of excellent administrative support, the Publishing Assistant:




Publishing Assistant
undertakes administrative functions relating to resource development
assists with the Company's product review and quality assurance processes
assists with resource maintenance
undertakes support functions relating to stock and print management.
June 2017
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Key duties and
responsibilities:


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Key Performance
Indicators
Qualifications,
Attributes and
Experience:
Publishing Assistant
Assist with development of new product, including but not limited to:
o preparing project files and downloading unit information
o preparing base documents using templates provided
o generating product codes, ISBNs and blurbs from templates provided
o preparing project tracking sheets
o preparing Trainer's and Assessor's Resources (TARs) with preliminary
information
o undertaking image research and downloads.
Administer QA/review processes for Aspire’s products, including but not limited
to:
o contacting and liaising with potential and confirmed reviewers
o coordinating despatch of material to reviewers
o tracking progress of reviews and chasing reviewers as necessary
o informing the Publishing Manager and project managers of review progress.
Assist the Publishing Manager with print and stock functions, including but not
limited to:
o downloading and checking stock reports
o identifying stock items that require reprinting
o cross-checking and annotating print invoices received
o comparing Attaché and supplier stock-on-hand reports
o preparing sales information for stock security levels.
Assist with resource maintenance, including but not limited to:
o cross-referencing new to old versions of units of competency
o carrying out initial changes to learner guides/templates
o applying standard changes to a range of resources
o preparing/updating TAGs
Assist with other administration tasks of the Publishing Department as required
by the Publishing Manager. This may include:
o assisting with the preparation of financial data
o assisting with resource version control and master copies
o assisting with the external writers' database.
1. Ensure that tasks relating to new product development are completed accurately
and to schedule.
2. Ensure that QA/review processes are administered accurately so that:
 sufficient feedback is received in line with scheduling requirements
 reviewer feedback is forwarded appropriately to facilitate continuous
improvement of resources.
3. Ensure that tasks relating to print and warehousing functions are completed
accurately and to schedule:
 daily stock reports downloaded and entered into system with 100% accuracy
 proposed print quantities reflect requirements highlighted in Attaché
 print orders are created and sent to print supplier with 100% accuracy
 stock-on-hand comparisons are completed accurately and to schedule
4. Ensure that maintenance tasks (including those relating to Training Package
updates) are completed to schedule and accurately follow brief and instructions
received.
5. Ensure that all other tasks undertaken are completed to schedule and accurately
follow brief and instructions received.

A relevant degree, diploma or certificate in editing/publishing

Provision of administrative support within an office environment

Excellent attention to detail

Initiative and ability to work unsupervised

Excellent organisational skills

Excellent communication skills

The ability to prioritise work effectively

High level of numeracy
June 2017
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Key Relationships:

Demonstrated ability and willingness to work as a team member

High level of computer literacy with:

Microsoft Office

Adobe InDesign and Acrobat

High level proofreading ability
Internal
 Publishing Manager
 Publishing Team
 Customer Service Department
 Sales Department
 Other cross-functional teams
External
 Contract staff, including writers, formatters, proofreaders
 External suppliers including printer
 Reviewers (QAs, RTOs, peak bodies)
 Skills Service Organisations
Hours of Duty
Standard office hours are 38 hours per week to be worked between the hours of 7.30
am and 6.30 pm; however, the employee may be required to work outside these
standard hours from time to time.
SIGNED
Publishing Assistant:
Name:
Signature:
Date:
Publishing Manager:
Name:
Signature:
Date:
Publishing Assistant
June 2017
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