AP784988CRV - Insurance Industry Award 1998
Table of Contents
Grade 1 |
|
Grade 2 |
|
Grade 3 |
Clerical |
Secretarial/Keyboard | |
Administrative | |
Grade 4 |
Supervisory |
Technical | |
Secretarial | |
Grade 5 |
Supervisory |
Technical | |
Secretarial/Administrative | |
Grade 6 |
Managerial |
Specialist | |
Grade 7 |
Managerial |
Specialist |
How to use grade descriptions
GRADE 1
Typical purpose/responsibilities
To assist others in the company by carrying out a range of straight- forward tasks.
No responsibility for the work of others.
Typical activities
1. Open, sort, deliver incoming mail.
2. Collect, package, frank and despatch outgoing mail.
3. Distribute newspapers, faxes and similar items.
4. Sort and file documentation.
5. Record information (in writing or on PC).
6. Check accuracy of information transfer (eg. form to PC).
7. Complete standard forms/letters according to rules.
8. Despatch/process cheques/payments.
9. Telephone/write to clients for additional information (eg. regarding questions unanswered on application/claim forms).
10. Photocopy and bind documents.
11. Other duties similar to those above as required.
Note: May require significant amounts of walking, climbing, lifting, carrying, pushing trolleys etc, and/or some working in a "non-office" environment.
Note: Individual jobs in this grade typically involve only a few of the above activities.
Typical background requirements
Can typically be performed by a school leaver (Year 10) with no prior experience, after a short period (eg. six to eight weeks) of basic training.
GRADE 2
Typical purpose/responsibilities
To carry out general clerical and related work: eg. processing (claims, underwriting alterations, etc.), reconciliation (data input, preparation and output, etc.), telephone (general enquiries/requests for information and resultant sales), typing, and/or operation of equipment.
Usually part of a team performing similar work and reporting to a supervisor or team leader in the same specialism. No formal responsibility for the work of others but may assist in work familiarisation of newcomers.
Typical activities
1. Process/issue standard non-complex documentation (including relevant recording and simple correspondence) relating to uncontentious policy matters involving little or no personal discretion on the part of the job holder.
2. Prepare cheques/payments/invoices.
3. High volume data input.
4. Prepare standard/regular reports (eg. weekly payments summary).
5. Check/cross-reference/record information and correct as authorised.
6. Receive, pay out, and record cash transactions.
7. Provide relevant information in response to telephone/written enquiries.
8. Provide straightforward typing/word processing support such as letters, memos, cheques.
9. Operate and/or control one or two specific pieces of machinery or equipment.
10. May include duties typical of grade 1, as appropriate.
11. Other duties similar to those above as required.
Typical background requirements
Competence in English and Maths typical of Year 11 or 12 school leaver; plus 3-9 months' work experience and training in relevant clerical skills.
May require a high level of dexterity/keyboard skills.
GRADE 3 (CLERICAL)
Typical purpose/responsibilities
To carry out more complex duties or duties which require the exercise of more discretion than at level 2 and/or act as a reference point to other team members in dealing with queries. May have some formal responsibility for the team (but not responsible for performance reviews/disciplinary action) and may be responsible for training, and checking and allocating their work.
Typical activities
1. As Grade 2 but concerned with more difficult/complex operations/casework (eg. in issuing policy documentation involving non-standard terms/ conditions or initial determination of liability in disputed cases) requiring an element of discretion on the part of the job holder.
2. Help Grade 1/Grade 2 staff with more difficult operations/cases.
3. Train Grade 1/Grade 2 staff.
4. Check work of Grade 1/Grade 2 staff.
5. Allocate work to Grade 1/Grade 2 staff.
6. Other duties similar to those above as required.
Typical background requirements
Competence in English and Maths to HSC level; plus 6-12 months of Grade 2 experience to acquire further technical knowledge and general understanding of the insurance industry.
May require a high level of dexterity/keyboard skills.
GRADE 3 (SECRETARIAL/KEYBOARD)
Typical purpose/responsibilities
To provide a range of typing/word processing, reception and basic secretarial services to an individual or group.
Not responsible for the work of others.
Typical activities
1. Take dictation.
2. Type or word-process a wide range of documents from dictated notes, audio or script.
3. Set up and administer computer based spreadsheet documents.
4. Answer telephone(s), take messages and redirect callers.
5. Arrange meetings/travel etc, and keep office diaries.
6. Establish and maintain a filing system.
7. Open and sort incoming mail.
8. Process, record and despatch outgoing mail.
9. Other duties similar to those above as required.
Typical background requirements
Competence in English and Maths (to year 11); plus word processor, shorthand or secretarial skills typically gained by attending secretarial college or equivalent formal training course; little prior work experience necessary.
Usually requires a high level of dexterity/keyboard skills.
GRADE 3 (ADMINISTRATIVE)
Typical purpose/responsibilities
To carry out clerical/technical and administrative duties in support of immediate superior, who is usually in a specialist/advisory position. Usually performs work of a different type from immediate colleagues and may have formal responsibility for a Grade 1/Grade 2 clerk.
Typical activities
1. Collect, prepare and record information.
2. Answer (or refer) general enquiries.
3. Produce standard reports on a regular basis.
4. Research and investigate information.
5. Check and reconcile information.
6. General administrative/record keeping duties (eg. sorting mail/sick leave records/filing).
7. Grade 2 duties as appropriate.
8. Other duties similar to those above as required.
Typical background requirements
Competence in English and Maths to HSC level; plus 6-12 months of relevant work experience to gain technical knowledge of boss's specialism; good keyboard skills are usually needed.
GRADE 4 (SUPERVISORY)
Typical purpose/responsibilities
To supervise a team of 5-15 people engaged in basic clerical activities, to ensure that work is completed accurately and on time. Usually one of several supervisors in the same area reporting to a boss at senior supervisor/ junior managerial level. Job holder shared with boss overall responsibility for the output of the team and carries out performance appraisals, first stage disciplinary action and review of operating procedures. May be assisted by one or two Grade 3's but team usually comprises mainly Grade 2's.
Typical activities
1. Schedule/organise workflow of section.
2. Allocate tasks to subordinate staff.
3. Check work/output of staff.
4. Deal with more complex problems referred by staff (or those outside subordinates' authority limits).
5. Handle enquiries from a range of contacts and deal with difficult contacts referred by staff.
6. Train and motivate staff.
7. Conduct performance appraisals.
8. Initiate disciplinary action when necessary.
9. Prepare regular straightforward reports for management information.
10. Perform duties of subordinates (as needed to cope with work peaks or absences).
11. Other duties similar to those above as required.
Typical background requirements
A full working knowledge of procedures relating to own work area and an understanding of relevant business/insurance issues; typically based on education in a range of subjects to HSC level; plus at least 12 months' experience at Grade 3 level to acquire technical knowledge of own specific work area.
GRADE 4 (TECHNICAL)
Typical purpose/responsibilities
To provide a technical service to users, within a predominantly clerical team or as a junior member of an advisory/technical team; within a head office, state branch or large local branch; usually works alone on specific casework and reports to (and receives guidance from) a senior supervisor, specialist or junior manager.
Typical activities
1. Provide advice and information to users/clients on a range of straight- forward technical matters within own specific area.
2. Process basic technical casework (eg. low value non-standard underwriting and claims application, financial analysis, filling staff vacancies etc).
3. Provide basic design and testing services (eg. writing computer programs) to users from detailed specifications provided by more senior technical staff.
4. Provide quotations/proposals on risks within very clear guidelines and close limits, under supervision.
5. Approve work proceesed by clerical staff within own authority limits.
6. Negotiate with/interview contacts on straightforward matters.
7. Handle enquiries from a range of clients/users/other contacts regarding their requirements, problems etc.
8. Provide technical supervision and training to clerical staff.
9. Produce regular standard reports.
10. Other duties similar to those above as required.
Typical background requirements
A full working knowledge of at least one or two aspects of a technical specialism; typically based on either formal education to HSC level plus at least 2 years' relevant work experience; or part-professional qualification plus 6-12 months' work experience to gain specific technical knowledge in own area of technical specialism.
GRADE 4 (SECRETARIAL)
Typical purpose/responsibilities
To provide a full range of secretarial services to one or more manager(s) or director(s). May be responsible for allocating/checking work of 1 or 2 Grade 3 typists.
Typical activities
1. Carry out secretarial duties as at Grade 3.
and additionally
2. Deal with routine office administration (eg holiday/sickness records).
3. Reply to letters etc. in manager's absence and take action in clearcut situations.
4. Prepare straightforward periodic reports/analyses for boss.
5. Organise conference bookings.
6. Maintain confidential filing system.
7. Other duties similar to those above as required.
Typical background requirements
Competence in English and Maths (to year 11); plus word-processor, shorthand or secretarial skills typically gained by attending secretarial college or equivalent formal training course; plus 2 years' relevant work experience.
GRADE 5 (SUPERVISORY)
Typical purpose/responsibilities
To supervise a team of 5-15 clerical/administrative staff in providing a service in one specific field, to ensure that work is completed accurately and on time. Usually one of several supervisors reporting to a boss at managerial level; shares with boss responsibility for effectiveness of service and carries out a full range of supervisory duties. Usually supervises a range of Grade 2 and Grade 3 staff and possibly one or two at Grade 4.
Typical activities
1. Schedule/organise workflow of team.
2. Allocate tasks to subordinate staff.
3. Review, check and approve the work of staff.
4. Train and motivate staff.
5. Handle enquiries from a wide range of contacts and deal with difficult contacts referred by staff.
6. Approve/give specific commitments regarding casework (eg. claims).
7. Produce regular reports and management information on a range of subjects.
8. Other duties similar to those above as required.
Typical background requirements
A full working knowledge of techniques and procedures relating to own work area and a general understanding of relevant business/insurance issues; typically based on education to HSC level; plus 3 to 4 years' practical experience and specific training, including some experience in a supervisory role.
GRADE 5 (TECHNICAL)
Typical purpose/responsibilities
To provide a technical service to users, usually as a member of an advisory/technical team within a head office, state branch or large local branch; may work alone or be supported by one or two junior technical/clerical staff; typically reports to a specialist team leader or manager.
Typical activities
1. Provide advice to users/clients on a range of technical matters within own specialised area.
2. Discuss technical requirements with users.
3. Provide design, specification and testing services to users.
4. Write technical documentation (eg. user manuals).
5. Provide technical training to users and other staff.
6. Research and analyse data, systems/procedures, etc.
7. Provide quotations, proposals on risks within clear limits and guidelines, under general supervision.
8. Prepare complex accounts, financial analyses, etc., for review by others.
9. Other duties similar to those above as required.
Typical background requirements
A full working knowledge of a technical specialism, and a general understanding of relating business/insurance issues; typically based on either formal education to HSC level plus 3-4 years' relevant work experience;
or a part-professional qualification plus 2-3 years' experience.
GRADE 5 (SECRETARIAL/ADMINISTRATIVE)
Typical purpose/responsibilities
To provide a comprehensive secretarial and administrative service to a C.E.O./M.D. or senior (main board) director.
Responsible for 1-3 Grade 3 secretarial staff to whom routine work will be delegated.
Typical activities
1. Allocate work to subordinates.
2. Check work of subordinates and deal with outstanding problems/issues.
3. Enable boss to work efficiently by dealing with callers and other contacts and referring matters to other managers/directors as appropriate.
4. Organise board meetings/high level conferences.
5. Conduct research and analytical exercises and prepare briefing papers for boss (in preparation for board meetings etc).
6. Produce periodic reports and summaries for boss's information.
7. Maintain highly confidential filing system including data relating to corporate strategy issues, etc.
8. Other duties similar to those above as required.
Typical background requirements
Competence in English and Maths (to year 11); plus word-processor, shorthand or secretarial skills typically gained by attending secretarial college or equivalent formal training course; plus 3/4 years' relevant work experience (including 2 years at grade 4).
GRADE 6 (MANAGERIAL)
Typical purpose/responsibilities
To manage a team of 10-20 staff carrying out a range of predominantly clerical activities, through one or two subordinate levels of supervisor; providing a complete service in one specific area (eg. underwriting, claims or policy servicing) to clients or other departments within the company; at a head office, state branch or large local branch; solely responsible for the effective operation of the area and reports to a departmental or branch manager.
Typical activities
1. Plan resource requirements to meet agreed activity levels, within immediate area of responsibility.
2. Monitor and report on progress against budget.
3. Hire, develop and motivate staff.
4. Organise day-to-day workload through subordinate supervisors.
5. Monitor and review operating systems/procedures and make recommendations for changes as appropriate.
6. Deal with a wide range of contacts at all levels inside the company, to provide advice, explanation or gain commitment on specific issues, verbally and in writing.
7. Make technical decisions and give commitments on important and/or high value casework within clear guidelines and policies.
8. Produce regular management reports on specific matters (eg. monthly exceptions, commission levels, etc).
9. Undertake special ad hoc projects.
10. Other duties similar to those above as required.
Typical background requirements
A broad knowledge of relevant business and insurance issues together with a full working knowledge of own specialist area; typically based on advanced school education to HSC; plus at least 4-6 years' relevant experience and training in technical/professional procedures and management/supervisory skills (including at least 2 years in a supervisory role).
GRADE 6 (SPECIALIST)
Typical purpose/responsibilities
To provide a specialist service frequently in collaboration with technical staff to clients or other functions within the company; based at head office or state branch; may be responsible for either achieving specific targets such as sales or underwriting revenues with no subordinate staff in support; or providing a design or advisory service with the support of 1-3 junior specialist/clerical staff.
Typical activities
1. Research, design, package and/or deliver specialist services to users.
2. Provide specialist advice to technical staff in design of technical services.
3. Make decisions/give commitments within clear guidelines and policies.
4. Interact with others at all levels, influence and gain commitment by advising, selling etc, predominantly either inside or outside the company, verbally and in writing.
5. Draft specialist literature/documentation/reports.
6. Train and lead subordinate staff (if any).
7. Recommend changes of a specialist nature to technical procedures and implement following approval.
8. Co-operate with others to research and develop specialist and/or technical knowledge.
9. Occasionally required to work in unpleasant or difficult environments, e.g. extensive travelling and/or on-site inspection of risks/damage.
10. Other duties similar to those above as required.
Typical background requirements
An in depth knowledge of specialist techniques in own area plus a broad understanding of related business issues; typically based on
either education to advanced school level plus at least 4-6 years' relevant experience
or a part-professional qualification plus 3-4 years' experience and training in specific skills (eg. systems design, underwriting high value non-standard risks, marketing techniques, etc.).
GRADE 7 (MANAGERIAL)
Typical purpose/responsibilities
To manage a team of 10-25 staff carrying out a range of clerical, technical or professional activities, through one or two subordinate levels of supervisor; providing a complete service in one technical or professional specialised area (eg. technical underwriting, sales or accounting) or two or three closely related areas to clients or other departments within the company; at a head office, state branch or large local branch; solely responsible for the effective operation of the function and reports to a senior departmental/ branch manager.
Typical activities
1. Plan resource requirements to meet agreed activity levels in a technical or professional area.
2. Monitor and report on costs/revenues against plan.
3. Hire, develop and motivate staff, monitor attainment of performance objectives.
4. Monitor and review operating systems/procedures and implement changes as appropriate.
5. Interact with and influence a range of contacts at all levels inside and outside the company, verbally and in writing.
6. Undertake analysis of business issues and make decisions/give commitments on sensitive or high value casework, eg. involving important clients/intermediaries.
7. Take part in projects to develop new products, services or systems.
8. Carry out ad hoc special projects on a range of matters.
9. Other duties similar to those above as required.
Typical background requirements
A broad knowledge of related subjects including in depth expertise in own specialist area; typically based on
either advanced schooling to HSC level plus at least 6-8 years' relevant experience including at least 2-3 years in a supervisory/junior managerial role.
or a part-professional qualification plus 4-5 years' experience.
GRADE 7 (SPECIALIST)
Typical purpose/responsibilities
To provide an "expert" advisory or professional service to clients or other functions within the company; based at a head office or large state branch; responsible for achieving specific targets such as sales or underwriting revenues; manages 2-6 staff, possibly through one subordinate level of specialist/supervisor.
Typical activities
1. Provide input to functional resource requirement plan to meet objectives/ targets.
2. Provide advice on sensitive/complex technical matters to company management or clients.
3. Analysis or co-ordinate complex cases or problems.
4. Make decisions/give commitments on specific technical matters, involving high value risks/liabilities, within general guidelines and company policies.
5. Interact with and influence clients/intermediaries/company managers on complex or sensitive issues, verbally and in writing.
6. Consult with professional colleagues/peers on matters of principle.
7. Supervise and train subordinate specialists and/or support staff.
8. Determine or provide definitive input to company standards or guidelines on technical matters, for approval at senior management level.
9. Co-ordinate research/keep abreast of current trends in own specialism.
10. Occasionally required to work in unpleasant or difficult environments, eg. extensive travelling and/or on-site inspection of risks/damage.
11. Other duties similar to those above as required.
Typical background requirements
An in-depth expert knowledge of own specialist area and a broad understanding of related business issues; typically based on either education to HSC level plus at least 6-8 years' experience and training in own specialist area (eg. structural engineering or surveying) or a part-professional qualification and 4-5 years' experience.
USING THE GRADE DESCRIPTIONS
The following steps will enable you to use the grading system quickly and accurately.
1. Decide what type of job you are considering.
If nature of job is: |
Job will be found in: |
Managerial/Supervisory |
G7(mgr), G6(mgr), G5(sup) or G4(sup) |
Specialist/Technical |
G7(spec), G6(spec), G5(tech) or G4(tech) |
Clerical/Administrative |
G3(cler), G3(Adm), G2 or G1 |
Secretarial |
G5(sec), G4(sec) or G3(sec) |
Keyboard |
G3(sec) or G2 |
Office support |
G2 or G1 |
2. Look at the Typical purpose/responsibilities of the job.
What main function does the job holder perform? Whom does the job holder report to? How many staff report to the job holder? Do they all report directly to the job holder or do some report through others?
By answering these questions you should be able to determine the approximate grade (ie narrow the choice down to just one or two possibilities: say, "about 6 or 7").
3. Check the Typical activities of each of the possible grades.
Remember that very few jobs involve all the activities listed for any grade and that individual jobs may involve other duties that have not been detailed. However, from the alternative lists of activities it should be reasonably clear which grade is the closer fit on balance.
4. Review the Typical background requirements.
Once you have decided on a grade, as a further check compare the background requirements listed for that grade with the known minimum requirements of the job. Note that the background requirements listed in the description indicate typical combinations of education, training and experience. Individual jobs may be specific as requiring different combinations (eg. a lower level of qualification accompanied by more experience, or vice-versa). In particular, do not be influenced too heavily by the specific background of the current job holder, unless this appears to fall short of requirement on both formal education and experience.
You will seldom find that any job matches the descriptions exactly but if you look at the job after going through this process you should feel more confident about your decision.
