AN120130 – Clerical and Administrative Employees in Temporary Employment Services (State) Award

9. CLASSIFICATION STRUCTURE AND WAGES

(i) Grades — All employees shall be graded in one of the following grades and informed accordingly in writing within 14 days of appointment to the position held by the employee and subsequent graded positions.

(ii) An employee shall be graded in the grade where the principal function of his/her employment, as determined by the employer, is of a clerical nature and is described in paragraphs (a) to (d) of this subclause.

(a) A Grade 1 position is described as follows:

(1) The employee may work under direct supervision with regular checking of progress.

(2) An employee at this grade applies knowledge and skills to a limited range of tasks. The choice of actions required is clear.

(3) Usually work will be performed within established routines, methods and procedures that are predictable, and which may require the exercise of limited discretion.

Indicative tasks of a Grade 1 position are:

Unit	Element
Information Handling	♦ Receive and distribute incoming mail
	♦ Receive and despatch outgoing mail
	♦ Collate and despatch documents for bulk mailing
	File and retrieve documents
Communication	Receive and relay oral and written messages
	Complete simple forms
Enterprise	♦ Identify key functions and personnel
	Apply office procedures
Technology	♦ Operate office equipment appropriate to the tasks to be completed
	Open computer file, retrieve and copy data
	Close Files
Organisational	Plan and organise a personal daily work routine
Team	Complete allocated tasks
Business Financial	♦ Record petty cash transactions
	♦ Prepare banking documents
	Prepare business source documents

(b) A Grade 2 position is described as follows:

(1) The employee may work under routine supervision with intermittent checking.

(2) An employee at this grade applies knowledge and skills to a range of tasks. The choice of actions required is usually clear, with limited complexity in the choice.

(3) Work will be performed within established routines, methods and procedures, which involve the exercise of some discretion and minor decision making.

Indicative tasks of a Grade 2 position are:

Unit	Element
Information Handling	Update and modify existing organisational records
	Remove inactive files
	Copy data on to standard forms
Communication	Respond to incoming telephone calls
	Make telephone calls
	Draft simple correspondence
Enterprise	Provided information from own function area
	Re-direct inquiries and/or take appropriate follow-up action
	Greet visitors and attend to their needs
Technology	Operate equipment Identify and/or rectify minor faults in equipment
	Edit information by entering, changing or deleting information using the appropriate input devices such as keyboard, mouse, joystick etc
	Save files and exit programmes
	Produce document from written text using standard format
	Shutdown equipment
Organisational	Organise own work schedule
	Know roles and functions of other employees
Team	Participate in identifying tasks for team
	Complete own tasks
	Assist others to complete tasks
Business Financial	Reconcile invoices for payment to creditors
	Prepare statements for debtors
	Enter payment summaries into journals
	Post Journals to ledger

(c) A Grade 3 position is described as follows:

(1) The employee may work under limited supervision with checking related to overall progress.

(2) An employee at this grade may be responsible for the work of others and may be required to co-ordinate such work.

(3) An employee at this grade applies knowledge with depth in some areas and a broad range of skills. Usually work will be performed within routines, methods and procedures where some discretion and judgement is required.

Indicative tasks of a Grade 3 position are:

Unit	Element
Information Handling	♦ Prepare new files
	♦ Identify and process inactive files
	Record documentation movements
Communication	♦ Respond to telephone, oral and written requests for information
	♦ Draft routine correspondence
	Handle sensitive inquiries with tact and discretion
Enterprise	♦ Clarify specific needs of client/other employees
	♦ Provide information and advice
	♦ Follow-up on client/employee needs
	♦ Clarify the nature of a verbal message
	Identify options for resolution and act accordingly
Technology	♦ Maintain equipment
	♦ Train others in the use of office equipment
	♦ Select appropriate media
	♦ Establish document structure
	Produce document
Organisational	♦ Co-ordinate own work routine with others
	♦ Make and record appointments on behalf of others
	Make travel and accommodation bookings in line with given itinerary
Team	♦ Clarify tasks to achieve group goals
	♦ Negotiate allocation of tasks
	♦ Monitor own completion of allocated tasks
Business Financial	♦ Reconcile accounts to balance
	♦ Prepare bank reconciliations
	♦ Document and lodge takings at bank
	♦ Receive and document payment/takings
	♦ Despatch statements to debtors
	♦ Follow-up and record outstanding accounts s
	♦ Despatch payments to creditor
	Maintain stock control records

(d) A Grade 4 position is described as follows:

(1) The employee may be required to work without supervision, with general guidance on progress and outcomes sought. Responsibility for the organisation of the work of others may be involved.

(2) An employee at this grade applies knowledge with depth in some areas and a broad range of skills. There is a wide range of tasks, and the range and choice of actions required will usually be complex.

(3) An employee at this grade applies competencies usually applied within routines, methods and procedures where discretion and judgement is required, for both self and others.

Indicative tasks of a Grade 4 position are:

Unit	Element
Information Handling	♦ Categories files
	♦ Ensure efficient distribution of files and records
	♦ Maintain security of filing system
	♦ Train others in the operation of the filing system
	♦ Compile report
	Identify information source(s) inside and outside the organisation
Communication	♦ Receive and process a request for information
	♦ Identify information source(s)
	Compose report/correspondence
Enterprise	♦ Provide information on current service provision and resource allocation within area of responsibility
	Identify trends in client requirements
Technology	♦ Maintain storage media
	♦ Devise and maintain filing system
	♦ Set printer for document requirements when various set-ups are available
	♦ Design document format
	♦ Assist and train network users
	Shutdown network equipment
Organisational	♦ Manage diary on behalf of others
	♦ Assist with appointment preparation and follow up for others
	♦ Organise business itinerary
	♦ Make meeting arrangements
	♦ Record minutes of meeting
	♦ Identify credit facilities
	Prepare content of documentation for meetings
Team	♦ Plan work for the team
	♦ Allocate tasks to members of the team
	♦ Provide training for team members
Business Financial	♦ Prepare financial reports
	♦ Draft financial forecasts/budgets
	Undertake and document costing procedures

(iii) Adults — The minimum rates of pay for male and female adults shall be as set out in (i) of Table 1 — Rates of Pay, of Part B, Monetary Rates.

(iv) Juniors — The minimum rates of pay for junior employees shall be as set out in (ii) and (iii) of the said Table 1.

(v) The rates of pay set out in subclauses (iii) and (iv) of this clause are calculated as follows:

(a) Hourly temporary employees shall be paid at an hourly rate equal to the appropriate weekly rate as set out in subclauses (iii) or (iv) of this clause, together with 15 per cent of such rate, together with 1/12th of the total, divided by 38 and rounded off to the nearest five cents with a minimum payment of four hours' work at the appropriate rate.

(b) Part-time temporary employees shall be paid an hourly rate equal to the appropriate weekly rate as set out in subclauses (iii) or (iv) of this clause, divided by 38 and rounded off to the nearest five cents.

(c) In computing the number of ordinary hours worked by part-time temporary employees and hourly temporary employees in each separate pay period, any portion of an hour less than 30 minutes shall be reckoned as 30 minutes and any portion in excess of 30 minutes shall be reckoned as one hour and shall be paid for as such in accordance with paragraph (a) of this subclause, in respect of hourly temporary employees and in accordance with paragraph (b) of this subclause, in respect of part-time temporary employees.

(vi) Saving Clause — No employee is to receive less pay as result of regrading under this award. In the event that such regrading results in a lower grading, the present salary is to be maintained until overtaken by award increases.

(vii) Records of employees graded — An employer shall keep a list of employees and the grade in which they are employed pursuant to subclause (i) of this clause, and each employee shall be notified in writing within 14 days of appointment to that and subsequent graded positions.