AN150038 – Clerks (Retail Industry) Award

SCHEDULE 1 - CLASSIFICATIONS
OPDATE 12:03:2004 on and from

CLAUSE S1.1 CLASSIFICATION STRUCTURE DEFINITIONS

S1.1.1 The classification criteria provides guidelines to determine the appropriate classification of persons employed pursuant to this Award. In determining the appropriate classification, consideration must be given to both the characteristics and typical duties/skills.

S1.1.2 The characteristics are the primary guide to classification. They indicate the extent to which an employee can be expected to comprehend issues, problems and procedures, the level of supervision and accountability appropriate to the position, and the level of knowledge (training and/or experience) required. The characteristics must be read as a whole to obtain a clear understanding of the essential features of any particular classification and the competency required.

S1.1.3 The typical duties are a non-exhaustive list of duties/skills that may be expected of an employee within any given classification. An employee also may be required to perform duties other than those which are specifically listed where such duties are similar or analogous to those set out in the list of Typical Duties. They are a guide only, and employees in any classification may be expected to undertake duties of any classification lower than their own. Employees in any particular classification may be required to perform/utilise only some of these duties/skills, or all of them, depending upon the particular work allocated.

S1.1.4 The key issue to be looked at in properly classifying an employee is the level of competency and skill that the employee is required to exercise in the work performed, not the duties performed per se. For example, whilst word processing and copy typing are first specifically mentioned at Class 2 in terms of a typical duty/skill, it does not mean as soon as an employee operates a word processor or typewriter that the employee automatically becomes a Class 2 employee. Employees will achieve Class 2 (or higher) classification when they have acquired the necessary skills and competency envisaged by the definition for those higher classifications, and when they are required to apply that skill and competence as part of their employment.

S1.1.5 Class 1 is the initial classification at which employees learn and gain competency in the basic clerical skills required by the employer. As skills and competency increase, this should lead to progression through the classification structure.

CLAUSE S1.2 CLASSIFICATION STRUCTURE DEFINITIONS

S1.2.1 Clerical Officer Class 1

S1.2.1.1 Characteristics

(a) Employees at this level may include (but are not restricted to) the initial recruit who may have limited experience, and work may be performed under close supervision using established practices, procedures and instructions.

(b) At this level the principal function is to perform routine clerical and office functions requiring an understanding of straightforward rules or procedures, which may require the use of manipulative skills to enable the employee to operate office equipment.

(c) Employees at this level are responsible and accountable for their own work using established routines, methods and procedures, and the less experienced employees work may be subject to checking at all stages.

(d) The routine clerical functions performed at this level, while demanding intelligence and accuracy, do not involve to any substantial degree of supervisory responsibility or the conscious application of any specialised field of knowledge required for the employers business.

S1.2.1.2 Typical Duties/Skills

Indicative typical duties and skills at this level may include:

• Reception/switchboard duties
• Filing, collating, photocopying etc.
• Operation of keyboard and other allied equipment for standard copy typing and preparation of standard correspondence
• Operation of facsimile systems, calculator or adding machine
• Maintenance of records and creating and indexing new files in a previously established system (whether manual or computerised)
• Handling and distribution of mail
• Collecting and counting of cash receipts
• Recording, matching, checking and batching of accounts, invoices, orders, store requirements, etc.
• Preparation for and undertaking of banking of monies (*)
• Daily and weekly balance reports (*)
• Arithmetical calculations (*)

*With regard to the typical duties/skills marked with an asterisk (*), it may be (if employees are required to perform these duties at a level beyond that appropriate to a routine level) that a higher classification is appropriate.

S1.2.2 Clerical Officer Class 2

S1.2.2.1 Characteristics

(a) Employees at this level will have sufficient experience/skills and knowledge to enable them to carry out their assigned duties under general direction.

(b) At this level the principal function is to perform clerical and office functions (including the operation of office equipment) but of a higher standard of skill and competency than required of a Clerical Officer Class 1.

(c) At this level employees are responsible and accountable for their own work which is performed within established guidelines. Relevant clerical skills and/or experiences and a general working knowledge of the employers business and/or the retail industry will have been acquired and will be necessary. This may require the employee to exercise judgment and initiative under general direction within the employees range of skills and knowledge.

(d) The work of these employees may be subject to final checking and as required progress checking. Such employees may be required to check the work and/or provide guidance to other employees at a lower level and/or provide assistance to less experienced employees at the same level.

S1.2.2.2 Typical Duties/Skills

Indicative typical duties and skills at this level include:

• Switchboard attendant solely employed
• Word processing to a prescribed program, procedure and format (e.g. the use of a word processing software package to create, format, edit, correct, print and save text documents such as standard correspondence and business documents.)
• Stenographer/person solely employed to take shorthand and to transcribe by means of appropriate keyboard equipment
• Copy typing and audio typing.
• Employees required to use computers as part of their normal duties where this work involves use of a software package which may include one or more functions such as creating data base spreadsheets/worksheets or graphics. These employees normally follow standard procedures and use existing models/fields of information
• Full-time data entry

S1.2.3 Clerical Officer Class 3

S1.2.3.1 Characteristics

(a) Employees at this level are required to and have achieved a standard which enables them to perform specialised non-routine tasks or features of the work required for the operation of the employers business or the retail industry generally.

(b) These employees require only general guidance or direction, and there is scope for them to exercise limited initiative, discretion and judgment in carrying out their assigned duties.

(c) Such an employee should have a significant degree of experience and competence which enables the employee to be responsible for the supervision and on-the-job training of either junior employees or clerical officers of a lower grade if so required by the employer.

S1.2.3.2 Typical Duties/Skills

Indicative typical duties and skills at this level may include:

• Provide direction, supervision and on-the-job training to clerical officers of a lower grade, including responding to customer, public or supplier problems when guidance on these matters is sought by clerical officers of a lower grade
• Verify and balance cash summaries and banking reports, reconciliation statements and wage/salary requirements to test the detailed figures
• Correspond with or have contact on behalf of the company with customers using highly developed interpersonal skills
• Arrange travel bookings/itineraries/appointments and implement visitor protocol procedures on behalf of company executives.
• Provision of information and application of information on credit procedures to Clerical Officers Classes 1 and 2 and to junior clerical officers
• Use existing software packages to create and implement basic applications of data base, spreadsheets and other software packages.

S1.2.4 Clerical Officer Class 4

S1.2.4.1 Characteristics

(a) Employees at this level have achieved a level of retail industry knowledge sufficient to enable them to give advice and/or information to the company and its customers in relation to specific areas of the employees responsibility. These employees are required to apply a substantial degree of knowledge of procedures of specialised fields required for the operation of the employers business.

(b) Employees at this level normally require only limited guidance and direction and report to senior staff as and when it is necessary to do so. These employees may be responsible for the supervision and on-the-job training of clerical officers of a lower grade and coordination and checking of their work. They are required to exercise a degree of initiative and judgment.

S1.2.4.2 Typical Duties/Skills

Indicative typical duties and skills at this level may include:

• Supervise, coordinate and provide on-the-job training to clerical officers of a lower level, including the allocation of work, monitoring its flow and checking and/or reconciling results
• Organise meetings, personal contact systems, manage appointments and establish reference lists on behalf of a senior executive
• Utilise a knowledge of workers compensation procedures under the direction of a senior executive and report to management on these issues
• Prepare advanced applications utilising existing software packages for a micro computer, personal computer or central computer resource
• Provide secretarial/executive support services which may include the following:

- maintain executive diary;
- attend executive/organisational meetings and take minutes;
- establish and/or maintain current working and personal filing systems for executive;
- answer executive correspondence from verbal or handwritten instructions

• Responsibility for application of policies and procedures (and an ability to provide advice and/or information) regarding wage/salary requirements including taxation, superannuation, other deductions, employment conditions, credit procedures and reporting to management on such issues. This may require that the employee be able to prepare financial/tax schedules, calculate costings and/or wage and salary requirements; complete personnel/payroll data authorisation; reconciliation of accounts to balance; credit control.

S1.2.5 Clerical Officer Class 5

S1.2.5.1 Characteristics

(a) Employees at this level have achieved a standard of relevant clerical and/or administrative specialist knowledge and experience in the retail industry sufficient to enable them to advise on a range of activities and contribute to the determination of objectives within their area of expertise.

(b) They are responsible for their own work and for the work of employees under their control or supervision. These employees possess well-developed clerical and/or administrative skills and report to senior staff or management. Supervision of these employees is minimal.

(c) Employees at this level occupy a senior clerical position within the company and are responsible for the supervision of clerical employees of a lower grade.

(d) They would also be able to train, direct and supervise employees in lower classes by means of personal instruction and demonstration. They often exercise initiative, discretion and judgment in the performance of their duties.

(e) An employee at this level would normally be employed within a head office or State/regional office of a major retail operation.

S1.2.5.2 Typical Duties/Skills

Indicative typical duties and skills at this level may include:

• Provide direction, supervision and on-the-job training to clerical officers of a lower level
• On direction from a senior company executive, undertake small projects which will require information gathering and presentation to management on items
• such as equipment replacements, tendering jobs, etc.
• Exercise discretion, initiative and judgment where company procedures are not clearly defined
• Provide high-level secretarial and/or administrative support to company executives
• Utilise and/or manipulate and/or prepare complex applications using existing computer software packages within either a micro computer, personal
• computer or central computer resource. This includes the integration of complex word processing or desktop publishing, text and data documents
• Provide high-level secretarial and/or administrative support to company executives which will require the provision of reports in any or all the following areas:

- accounting/financial
- legislative requirements
- other company activities

CLAUSE S1.3 CLASSIFICATION APPOINTMENT AND ADVICE

S1.3.1 Each employee will be appointed by the employer to a class in accordance with the classification criteria, and will be notified in writing by the employer of the class to which the employee has been appointed within fourteen days of the appointment. The employer will also notify the employee in writing of any future appointment to another class.

S1.3.2 Upon application by an employee or the union, the Commission will have the power to determine and appoint the class applicable to an employee and the date such employment will have effect.

S1.3.3 An employer will on seven days notice having been given by the union, make available to an accredited representative of the union, for inspection at the principal place of business of the employer, information in writing setting out the class to which each employee has been appointed.