AN150039 – Clerks' (South Australia) Award
SCHEDULE 1. CLASSIFICATION OF EMPLOYEES
OPDATE 26:08:97 1st pp on or after
CLAUSES1.1 CLASSIFICATION CRITERIA
The Classification Criteria provides guidelines to determine the appropriate classification level of persons employed pursuant to this Award. In determining the appropriate level, consideration must be given to both the characteristics and typical duties/skills. The characteristics are the primary guide to classification as they indicate the level of basic knowledge, comprehension of issues, problems and procedures required and the level of supervision or accountability of the position. The totality of the characteristics must be read as a whole to obtain a clear understanding of the essential features of any particular level and the competency required. The typical duties/skills are a non-exhaustive list of duties/skills that may be comprehended within the particular level. They are an indicative guide only and at any particular level employees may be expected to undertake duties of any level lower than their own. Employees at any particular level may perform/utilise one such duty/skill, or many of them, depending on the particular work allocated.
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 they perform, not the duties they perform per se. It will be noted that some typical duties/skills appear in more than one level, however when assigning a classification to an employee this needs to be done by reference to the specific characteristics of the level. For example, whilst word processing and copy typing are first specifically mentioned at Level 2 in terms of typical duty/skill, it does not mean that as soon as an employee operates a word processor or typewriter they automatically become Level 2. They would achieve a Level 2 classification when they have achieved the level of skill and competency envisaged by the characteristics and the relevant indicative duty(ies)/skill(s) of a Level 2. Level 1 in this structure is to be viewed as the level at which employees learn and gain competence in the basic clerical skills required by the employer, which in most cases would lead to progress through the classification structure as their competency and skills increase and are utilised.
Level 1
Characteristics
Employees at this level may include the initial recruit who may have limited relevant experience. Initially work is performed under close direction using established practices, procedures and instructions.
Such employees perform routine clerical and office functions requiring an understanding of clear, straightforward rules or procedures and may be required to operate certain office equipment. Problems can usually be solved by reference to established practices, procedures and instructions.
Employees at this level are responsible and accountable for their own work within established routines, methods and procedures and the less experienced employee's work may be subject to checking at all stages. The more experienced employee may be required to give assistance to less experienced employees in the same classification.
Typical Duties/Skills
Indicative typical duties and skills at this level may include:
(i) Reception/switchboard, e.g. directing telephone callers to appropriate staff, issuing and receiving standard forms, relaying internal information and initial greeting of visitors
(ii) Maintenance of basic records.
(iii) Filing, collating, photocopying, etc.
(iv) Handling or distributing mail including messenger service.
(vi) Recording, matching, checking and batching of accounts, invoices, orders, store requisitions, etc.
(vii) The operation of keyboard and other allied equipment in order to achieve competency as prescribed in Level 2.
Level 2
Characteristics
This level caters for the employees who have had sufficient experience and/or training to enable them to carry out their assigned duties under general direction.
Employees at this level are responsible and accountable for their own work which is performed within established guidelines. In some situations detailed instructions may be necessary. This may require the employee to exercise limited judgement and initiative within the range of their skills and knowledge.
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.
Typical Duties/Skills
Indicative typical duties and skills at this level may include:
(i) Reception/switchboard duties as in Level 1 and in addition responding to enquiries as appropriate, consistent with the acquired knowledge of the organisation's operations and services, and/or where presentation, and use of interpersonal skills are a key aspect of the position.
(ii) Operation of computerised radio/telephone equipment, micro personal computer, printing devices attached to personal computer, dictaphone equipment, typewriter.
(iii) Word processing, e.g. the use of a word processing software package to create, format, edit, correct, print and save text documents, e.g. standard correspondence and business documents.
(iv) Stenographer/person solely employed to take shorthand and to transcribe by means of appropriate keyboard equipment.
(v) Copy typing and audio typing.
(vi) Maintenance of records and/or journals including initial processing and recording relating to the following:
- reconciliation of accounts to balance
- incoming/outgoing cheques
- invoices
- debit/credit items
- payroll data
- petty cash imprest system
- letters etc.
(vii) Computer application involving use of a software package which may include one or more of the following functions:
- create new files and records
- spreadsheet/worksheet
- graphics
- accounting/payroll file
- following standard procedures and using existing models/fields of information.
(viii) Arrange routine travel bookings and itineraries, make appointments.
(ix) Provide general advice and information on the organisation's products and services, e.g. front counter/telephone.
Level 3
Characteristics
Employees at this level have achieved a standard to be able to perform specialised or non-routine tasks or features of the work. Employees require only general guidance or direction and there is scope for the exercise of limited initiative, discretion and judgement in carrying out their assigned duties.
Such employees may be required to give assistance and/or guidance (including guidance in relation to quality of work and which may require some allocation of duties) to employees in Levels 1 and 2 and would be able to train such employees by means of personal instruction and demonstration.
Typical Duties/Skills
Indicative typical duties and skills at this level may include:
(i) Prepare cash payment summaries, banking report and bank statements; calculate and maintain wage and salary records; follow credit referral procedures; apply purchasing and inventory control requirements; post journals to ledger.
(ii) Provide specialised advice and information on the organisation's products and services; respond to client/public/supplier problems within own functional area utilising a high degree of interpersonal skills.
(iii) * Apply one or more computer software packages developed for a micro personal computer or a central computer resource to either/or:
- create new files and records
- maintain computer based records management systems
- identify and extract information from internal and external sources
- use of advance word processing/keyboard functions.
(iv) Arrange travel bookings and itineraries; make appointments; screen telephone calls; respond to invitations; organise internal meetings on behalf of executive(s); establish and maintain reference lists/personal contact systems for executive(s).
(v) Application of specialist terminology/processes in professional offices.
* NOTE: These typical duties/skills may be either at Level 3 or Level 4 dependent upon the characteristics of that particular Level.
Level 4
Characteristics
Employees at this level will have achieved a level of organisation or industry specific knowledge sufficient for them to give advice and/or information to the organisation and clients in relation to specific areas of their responsibility.
They would require only limited guidance or direction and would normally report to more senior staff as required.
Whilst not a pre-requisite a principal feature of this level is supervision of employees in lower levels in terms of responsibility for the allocation of duties, co-ordinating work flow, checking progress, quality of work and resolving problems.
They exercise initiative, discretion and judgement at times in the performance of their duties. They are able to train employees in Levels 1-3 by personal instruction and demonstration.
Typical Duties/Skills
Indicative typical duties and skills at this level may include:
(i) employment conditions
(ii) workers compensation procedures and regulations
(iii) superannuation entitlements, procedures and regulations
- create new files and records
- maintain computer based management systems
- identify and extract information from internal and external sources
- use of advanced word processing/keyboard functions.
* NOTE: These typical duties/skills may be either at Level 3 or Level 4 dependent upon the characteristics of that particular Level.
Level 5
Characteristics
Employees at this level are subject to broad guidance or direction and would report to more senior staff as required.
Such employees will typically have worked or studied in a relevant field and will have achieved a standard of relevant and/or specialist knowledge and experience sufficient to enable them to advise on a range of activities and features and contribute, as required, to the determination of objectives, within the relevant field(s) of their expertise.
They are responsible and accountable for their own work and may have delegated responsibility for the work under their control or supervision, in terms of, inter alia, scheduling workloads, resolving operations problems, monitoring the quality of work produced as well as counselling staff for performance as well as work related matters.
They would also be able to train and to supervise employees in lower levels by means of personal instruction and demonstration. They would also be able to assist in the delivery of training courses. They often exercise initiative, discretion and judgement in the performance of their duties.
The possession of relevant post secondary qualifications may be appropriate but not essential.
Typical Duties/Skills
Indicative typical duties and skills at this level may include:
(i) account/financial
(ii) staffing
(iii) legislative requirements
(iv) other company activities.
1.2 CLASSIFICATION, APPOINTMENT AND ADVICE
1.2.1 Each employee will be appointed by the employer to a level in accordance with the classification criteria, and must be notified in writing by the employer of the level to which the employee has been appointed within fourteen days of the appointment. The employer must also notify the employee in writing of any future appointment to another level.
1.2.2 Upon application by an employee or the Union, the Commission will have the power to determine and appoint the level applicable to an employee and the date such appointment will have effect.
1.2.3 An employer must 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 level to which each employee has been appointed.
1.3 TRANSLATION PROVISIONS
1.3.1 Minimum Translation Arrangements
1.3.1.1 Employers must, as a minimum, and by not later than 26th April, 1993 translate all employees from the old classification structure to the new classification structure in accordance with 1.3.1.2 hereof.
1.3.1.2
Classification prior to 26/4/93 |
New Classification from 26/4/93 |
Group 1 |
Level 1 |
1st year of service |
1st year of service |
2nd year of service |
2nd year of service |
3rd year of service |
3rd year of service |
Group 3 - Class 1 |
Level 1 |
1st year of service |
1st year of service |
2nd year of service |
2nd year of service |
3rd year of service |
3rd year of service |
4th year of service |
3rd year of service |
Group 2 |
Level 2 |
1st year of service |
1st year of service |
2nd year of service |
2nd year of service |
3rd year of service |
2nd year of service |
Group 3 - Class 2 |
Level 2 |
1st year of service |
1st year of service |
2nd year of service |
2nd year of service |
3rd year of service |
2nd year of service |
4th year of service |
2nd year of service |
Group 3 - Class 3 |
Level 3 |
1st year of service |
1st year of service |
2nd year of service |
2nd year of service |
3rd year of service |
2nd year of service |
4th year of service |
2nd year of service |
Group 3 - Class 4 |
Level 4 |
1st year of service |
1st year of service |
2nd year of service |
2nd year of service |
3rd year of service |
2nd year of service |
4th year of service |
2nd year of service |
1.3.1.3 Employees who are translated in accordance with this Clause will retain their existing anniversary date for the payment of any subsequent years of service payments.
1.3.2 Reclassification Provisions
1.3.2.1 Employer’s must, by not later than 26 April 1993, classify their employees using the new classification structure contained in this Schedule. This may result in an employee being reclassified to a level higher than their minimum translation classification.
1.3.2.2 Upon reclassification of an employee to a level higher than their minimum translation classification, the employee will commence at the first year of service of the new level.
1.3.2.3 Those employees who are reclassified to a level higher than their minimum translation classification will obtain the new increment date of 26 April 1993, that date being the date of reclassification.
1.3.3 Reclassification Adjustment
1.3.3.1 For those employees who are reclassified to a level higher than their minimum translation classification, the difference between their minimum translation rate and their reclassification rate (hereafter known as the Reclassification Adjustment) need not be paid by their employer until the first full pay period commencing on or after the 26 July 1993.
Example: An employee classified under the old classification structure as a Group 2 clerk, third year of service would, under the minimum translation set out in 1.3.1 of this Schedule, be classified as a Level 2, 2nd year of service clerk under the new classification structure. If however, upon classification using the new criteria contained in this Schedule, the employee is reclassified as a Level 3 clerk, then that employee need not be paid the difference in amount between Level 2, 2nd year of service and Level 3, 1st year of service (the reclassification adjustment) until 26 July 1993.
1.3.3.2 Those employees who are reclassified in accordance with this sub-clause as at 26 April, 1993 and receive a reclassification adjustment at 26 July 1993, will retain their anniversary date of 26 April 1994, for the payment of the 2nd increment in their new classification.
1.3.3.3 The reclassification adjustment may be absorbed into any existing overaward payments.
1.3.4 Savings Provision - No loss of income
No employee will suffer any loss of income for ordinary hours of work as a result of the introduction into this Award of the classification structure contained in this Schedule.
