Executive Administrative Assistant

JD No: 253 Issue No: 22 Issue date: 13/07/2016

Authorised by: Steve Willis Group Managing Director

AIM This job description has been developed so that the incumbent of the position is totally aware of her/his responsibilities.

The Executive Administrative Assistant is responsible to the Human Resources Coordinator who is in turn is responsible to the Group Managing Director who is ultimately responsible to the Board of Directors.

The Executive Administrative Assistant is specifically responsible for; -

DUTIES MEASUREMENT TOOL

K.P.I.’s

Employee Inductions

Carry out administration requirements for inductions three days per week on the days designated, Mon, Wed & Fri or adhoc if agreed

Ensure site specific inductions are prepared for prospective employees as required on the computer terminals provided.

Allow access for chemical supplier training representative and union representative to present to the prospective employees at the allocated time.

Ensuring that all employees attending induction have the necessary paperwork completed prior to entering the induction session.

Completing visa check the morning of induction and updating the visa information on the employee profile

Ensuring all paperwork is received for the new employee, creating employee profile on AX Dynamics and submitting completed files to Operation Assistant for action the same day as the induction is completed.

Submitting the police clearance application same day as induction, periodically checking to see if it has been returned

Provide management with information of induction issues to allow follow up as required

Email a report of all inductees that have passed induction to the General Managers Operations to include what the start date is on the work pattern form, whether they are full time or part time and what site they will be working at

Ensuring that all new employees leave the induction with the correct Airlite and Site Induction, name badge, uniforms, RCD and Induction CD

Setting up of all new QLD’s employee’s ensuring full employment pack is received before setting up in AX Dynamics

Following through on all inductions renewals ensuring that all staff have up to date inductions on file and all expired inductions are dealt with

Induction Pack Completed personnel files Vevo website AX Dynamics AX Dynamics Induction pack and paperwork completed at induction CV Check National Police Clearance Email and call Email Employment pack AX Dynamics AX Dynamics Personnel file Airlite Inductions

Ensure all staff booked for induction are inducted with completed profile’s created on Dynamics and completed files given to the relevant Operations Assistant on the same day of induction Visa checks lodged on the day of the induction. Requested same day As it occurs Same day Employees leave with everything needed to commence the job Once completed pack is received As due

Executive Administrative Assistant

JD No: 253 Issue No: 22 Issue date: 13/07/2016

Authorised by: Steve Willis Group Managing Director

Ensuring that all Airlite Inductions are up to date and reflective of current practices and procedures and all in the same format and approved template

As required

Police Clearances

Ensure each new employee commencing induction is aware that the cost of the police clearance will be deducted from their pay or that they can produce a current (within 3 months) Police Clearance

Advising Human Resources Coordinator of any criminal records and should such records exist obtain authority forward to Human Resources Coordinator for approval

Submitted police clearance applications for existing employees when

required

Ensuring all returned police clearances are reflected on employee profile and personnel file

CV Check National Police Check Email CV Check AX Dynamics

National Police clearance available on employee profile and personnel file Once Police Clearance is available Same day As returned

Visa Checks & Students

Ensuring all visa checks are completed as per the AX Dynamics expiry alerts. Updating the employee profile on AX Dynamics to reflect new visa information and filing a copy of the visa check in the personnel file

Reporting any change to working rights to the relevant Manager and the Human Resources Coordinator ensuring that Airlite is always protected and only has on its book staff that have the correct working rights

Updating the Student register with any new students or existing student holiday letters. Ensuring register is up to date at all times and all letters are updated within 24 hours of being received, this includes those on a student visa with unlimited working rights

Actioning the student report received fortnightly from payroll, sending out the student over hours letters and actioning all responses and ensuring all correspondence is saved on the personnel file

Reporting any Manager that allows a student to work over 20 hours a fortnight without receiving the necessary holidays etc. to the Human Resources Coordinator

Vevo Ax Dynamics

Email Student Register AX Dynamics Student Report Student Register Email Email

As expired As identified At inductions As received Same morning as the report is sent Same day

General Administration

HR Reception area is kept in a tidy condition at all times.

Tea and Coffee to be made available on days of employee inductions,

training sessions and meetings

Keeping stock of Evolis Pebbles name badges and ribbons, the retractable key changes and lanyards

Ordering of stationary for the department ensuring all stationary

HR Reception area Tea/Coffee/Water available Order from suppliers Stationary Orders

Clean and tidy Available Stock available at all times COB every Friday

Executive Administrative Assistant

JD No: 253 Issue No: 22 Issue date: 13/07/2016

Authorised by: Steve Willis Group Managing Director

requests are submitted to reception by COB on a Friday Paper stock

Uniform Requirements

Maintain a safe and organised uniform room

Ensure adequate stock levels of uniform requirements

Liaison and compile uniform orders to the uniform supplier

Organise laundry services

HSEQ RESPONSIBILITES (HEALTH, SAFETY ENVIROMENTAL AND QUALITY)

Exercise duty of care at all times, you are responsible for your own duty of care and that of those around you. It is imperative that you perform your duties in a safe manner.

Follow the company’s policies and procedures.

Notify any breach in the policies or procedures to your Supervisor/Manager.

If you identify a hazard follow the company hazard reporting procedure (QP310). If safe to do so eliminate the hazard or if not possible control the hazard to minimize the risk to others.

If an incident occurs follow the company incident reporting procedure (QP311)

Maintain a clean and hazard free work area at all times

Follow all Safe Work Methods Statements/JSEA’s and training provided that is relevant to your assigned duties.

Follow instruction given by your Supervisor/Manager at all times.

Do not undertake any activity if there is any doubt regarding the safety and wellbeing of yourself or others around you.

Be aware of the company HSEQ system and be knowledgeable in the use of the system where applicable to your position

Do not edit or recreate any documentation available on the Company Intranet. Should you require a change in the available documentation you must put this request through the QA Coordinator for action. Do not save any documentation from the Company Intranet to your computer.

Carry out designated duties in a manner that will not cause any pollution to the Environment.

Recognise that you are a representative of the Airlite Group of Companies and act in the Companies interest at all times.

Ensure you obey all legal requirements relevant with your position.

ACKNOWLEDGEMENT

I, _______________________________________________________ have read, understood and agree to the above duties.

Signed:_______________________________________

Date:_________________