JOB DESCRIPTION
Position:
Administrator
Bill Richardson Transport World
Responsible to:
Hours of Work:
Operations Manager
Monday to Friday, 30 - 40 hours per week
Purpose:
To be responsible undertaking a range of administration functions across the
business, including supporting the conference centre, museum, gift shop and
management.
Key Responsibilities:
Key Tasks
1. To undertake all administrative
requirements assigned by
Management.
Performance Outcomes
 Ensure a pro-active approach is demonstrated towards
undertaking all administrative activities assigned.
 Ensure that a professional image and a customer service
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quality focus is presented at all times.
Answer telephone calls and either assist callers or re-direct
where appropriate.
Ensure full knowledge and understanding of Bill Richardson
Transport World operations.
Attractive and creative presentation of documents for the
business using a range of technology as may be required.
Diary management for the Management team.
Process all travel arrangements for the Management team and
any other staff as required.
2. To be responsible for completion of
word processing requirements.
 Complete work in a timely and accurate manner, ensuring set
3. Updating website, Facebook page,
brochures, advertising publications
and phone messages, publications.
 Computer systems and web design are picked up quickly and
deadlines are met and exceeded where possible.
 Prioritise work in an appropriate manner in order to meet
deadline requirements.
 Ensure all work is treated with the utmost of confidentiality.
used proficiently within a short time frame.
 Website and all social media sites are updated with current
information and photographs
 Keep abreast of museum activities ensuring suitably public
savvy photographs are taken with the view for sharing on social
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media pages.
 All publications and marketing materials are updated within the
timeframes specified and distributed internally and externally as
required
 Management of a Membership Club for the business ensuring
regular communication with club members.
 Ensure the regular publication and distribution of a Bill
Richardson Transport World newsletter to club members and
other interested parties.
4. Undertake financial administration
tasks for the business.
 All transactions are properly recorded and accounted for in the
accounting system.
 Banking is carried out and reconciliations are performed on a
regular basis, with any variances being explained.
 All aspects of accounts receivable and accounts payable are
processed accurately and on time.
 Undertake debtor monitoring.
 Completion and maintenance of statistical information as
required by Management.
5. Assist with the co-ordination and
management of events.
 Provide assistance to the Operations Manager and Events
Coordinator in the running and management of events.
 Liaise closely with customers to understand their requirements,
make the appropriate bookings and ensure catering needs are
booked with the on-site catering company.
 Ensure the smooth running of conferences and other events.
 Trouble-shoot any issues that arise with conferences and
events.
6. To provide accurate, efficient and
timely information and support to the
Board.
 Provide regular and up-to-date and accurate reports to
7. To provide a high level of customer
service at all times.
 Customers are greeted in a polite and welcoming manner as
Management, as required.
 Ensure timely and accurate follow through of all requests for
information arising from Management.
 Report any issues or concerns regarding the financial accounts
Management.
they enter Bill Richardson Transport World.
 The Bill Richardson Transport World history, values and
philosophy are demonstrated in interactions with customers at
all times.
8. Contribute to the development of new
ideas that improve the operation and
adminsitraiton of the business.
 New ideas are bought to the attention of the Operations
9. Effective
verbal
communication
 Telephone/email communication are effective and professional.
 Personal communication is effective.
and
written
10. Maintain the highest level of grooming
and professionalism at all times.
Manager.
 Actively participate in team meetings and put forward ideas and
suggestions for the improvement of the business.
 Manner is courteous and diplomatic at all times.
 Well groomed and neat at all times.
 Approachable at all times.
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11. Adhere to all Health and Safety
policies and procedures.
 To ensure own safety and the safety of others.
 Read, understand and adhere to all Health and Safety Policies
and procedures.
 Ensure all hazards are identified and reported so that they can
be recorded on the Hazard Register and workplace map.
Ensure all hazard controls are maintained and adhered to.
 Ensure all incidents, near misses, accidents, injuries are
reported and recorded appropriately following the policies and
procedures.
 Ensure all emergency procedures are understood and adhered
to, particularly taking into consideration customer safety.
12. Complete any general tasks and
assignments, projects or
responsibilities delegated or assigned
by Management.
 All other tasks, activities, assignments or responsibilities
delegated or assigned by Management are completed
accurately, professionally and in a timely manner.
 Work in any other areas of the business as may be required,
including the museum, gift shop, kids areas and conference
areas.
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PERSON SPECIFICATION
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CORE COMPETENCIES
In achieving the preceding performance outcomes of the position, the appointee will be expected to demonstrate
the following knowledge skills and attributes.
Competency
Analysis/Judgement
Able to analyse a range of information
and arrive at solutions and/or
recommendations fitting to the particular
situation.
Oriented to Achievement
Drive and goal focus required for the job.
Personal Leadership
The ability to exercise leadership in one’s
own job, being an example to others.
Customer Service
Demonstrates a strong orientation
towards a customer service approach
and reflect this in actions and services
provided.
Quality Orientation/Attention to Detail
Demonstrates attention to detail in areas
of work.
Teamwork
Demonstrates the ability to be a team
player. This includes actions within and
across departments that are directed
towards working cooperatively to achieve
common goals.
Personal Qualities
Support effective job performance and
the demonstration of the above
competencies
Definition
 Identify and/or use relevant data to solve individual issues
and/or contribute to solving team problems
Look for new ways of doing things
Interpret general policies and guidelines to new situations
Make sense of a wide range of new information
Pull together ideas, issues and observations into a single
concept or clear presentation
 Proactively manage conflicting demands on available time
 Manage activities/processes to meet deadlines
 Take individual responsibility for making things happen
 Set and work towards challenging goals
 Respond to changing priorities in a positive “can do” manner
 Consult appropriately where job activities impact on others
 Explore ways of improving own job processes and outcomes
 Consistently set an example of excellence for others to follow.
 Willingly accept one or more leadership functions for the team
 Willingly confront performance and behaviour that is less than
acceptable or unprofessional
 Show courtesy and respect for a customers both internal and
external
 Anticipate customer needs and respond without waiting for a
request
 Behave and dress to appropriate standards of required
professionalism
 Seek feedback from customers
 Follow up on complaints, problems and commitments within
timeframes acceptable to customers
 Create opportunities to improve service
 Accomplishing tasks through concern for all areas involved, no
matter how small.
 Showing concern for all aspects of the job, accurately checking
processes and tasks.
 Willing response to others requests for help
 Share knowledge to assist colleagues
 Make and keep commitments to others
 Take the time to learn functions outside your own job
 Discuss the priorities that assist whole team effort/goals
 Prepare for and willingly contribute at team meetings
 Contribute information about others’ performance
 Take action to prevent problems for others
 Reliable and honest
 Uses initiative
 Puts the team interests first
 Willingly takes responsibility for actions rather than attribute
blame to others
 Encounters criticism without becoming offended or defensive
 Deals positively with pressured situations
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QUALIFICATIONS
Minimum of four years secondary education.
Ideally, polytechnic level training in administration or similar.
EXPERIENCE
Experience in providing personal assistance and a high level of administrative support.
Previous experience coordinating events would be advantageous.
Excellent written and verbal communication skills
High level of proficiency in Microsoft packages including Word and Excel.
Experience with financial packages preferred.
Agreed by:
_________________________________________ (Job holder’s signature)
_________________________________________ (Manager’s signature)
________________________ Date
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