POSITION DETAILS

POSITION TITLE Administration Support

DIRECTORATE Maintenance

DIVISION Network Maintenance Division

Business (Hard Line Responsibilities)
REPORTS TO
Business Support Manager (Dotted Line Responsibilities)
POSITION NUMBER Various

CLASSIFICATION RC03
HEALTH ASSESSMENT
Not a Rail Safety Worker (Category 3)
CATEGORY

PRIMARY PURPOSE
Business and administration support to Line Managers and relevant staff within an assigned business
unit or location
Ensuring the delivery of quality service levels are maintained for internal and external customers

ORGANISATIONAL ENVIRONMENT
Sydney Trains has approximately 10000 staff and was established in July 2013. Its vision is to Keep Sydney
Moving by putting the customer at the centre of everything it does and delivering safe, reliable and clean rail
services to the people of Sydney. The organisation is focused on providing sustainable, efficient and cost
effective services.

Sydney Trains has a'make it happen' culture where each individual accepts both a personal and shared
responsibility for being innovative, for making a difference and for developing organisational capability.

Joining Sydney Trains presents an exciting opportunity to shape the future of rail services in Sydney and
make a genuine difference for the people of NSW by providing the rail system they deserve.

KEY ACCOUNTABILITIES
Provide confidential business and administration support to Line Managers and their team(s)
Be an active member of a team that promotes responsibility for working in an environment that includes
multi-skilling, self management, team support and contributing (or identifying) opportunities for continuous
improvement
Business and administration support will include but not necessarily be limited to activities and tasks such
as:
1. Researching, collecting, entering and compiling data and information, and preparing standard reports
and documents making minor modifications as required
2. Undertaking formulae, numerical and format checking and basic analysis and reconciliations to identify
discrepancies and errors, amending after consultation as required
3. Preparing reports, draft letters and documents, take and prepare meeting minutes and agenda,
develop routine policies, procedures and charts, etc, and copy, distribute and file documents
4. Managing inquiries, and review delegated documents and emails to expedite resolution
5. Reconciling and processing contractor invoices as required
6. Providing on site support as required, including security passes and access, repairs to fixed
equipment and facilities, cleaning, etc
7. Preparing purchase requests on Ariba and documentation for purchases, including office supplies, on
a Purchase Card, and make purchases with Purchase Card, as required
8. Creating, maintaining, storing, retrieving and monitoring files through effective use of TRIM system
9. Undertaking a range of routine administrative tasks, including diary management, copying, distributing
and filing documents, and general office administration (as and when required), staff travel, meetings
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 and new starters requirements (badge, log on etc) and staff records.
10. Utilising standard and non-standard office software and office equipment to a medium to high level of
proficiency and troubleshoot routine to complex technology problems
11. Execute safety responsiblities, authorities and accountabilities consistent with Sydney Trains safety
management system requirements which are defined in SMS document number SMS-02-RG-3058.

KEY RELATIONSHIPS
INTERNAL across/within Sydney Trains
MAIN CONTACT and PURPOSE

Senior and Line managers and relevant staff providing ongoing feedback on the quality and service levels
of support meeting or exceeding expectations and business requirements
Line managers and relevant staff for work requests, report outputs, priority setting, issues management,
completion of suggested actions and drafted work activities
Staff from other divisions and directorates to gather and provide information and provide advice on
matters related to the unit(s) supported and business and administration processes
Business Support Manager for feedback on the delivery and management of workload, quality service
levels, process improvements and capability and skills development

EXTERNAL outside of Sydney Trains

MAIN CONTACT and PURPOSE

TfNSW Transport Shared Services (HR and Business Support)

Contractors and Suppliers
Clients and Providers
Other Rail Organisations

DECISION MAKING
The position is fully accountable for the formulation of advice and coordination across all operational objectives.
Independent decision making requirements of the position include:
Quality decisions on own work
Reconciliations and minor modifications to others documents and data
Resolution of non-routine inquiries, with referral for more complex matters
Correction of routine or standard documents
Purchases with Purchase Card where delegated
Collaborative decision making requirements of the position include:
Calendar and meeting management
Business Support Manager staff coaching and development

CHALLENGES
Streamlining processes to enable efficiencies and removal of duplication of workload
Balancing daily demands from internal and external customers requests whilst delivering an efficient
and effective level of administration support
Supporting transformational change given the range of internal and external stakeholders, the
potential resistance to change and the need for both structural and cultural change

POSITION IMPACT
DIRECT REPORTS: None

BUDGET (CapEx/Salary): N/A

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SELECTION CRITERIA
Demonstrated experience in providing administrative support with minimal supervision (systems,
procedures, instructions, policies and records management) in a large complex organisation
Demonstrated medium to high level computer skills and experience in relevant software such as MS Office
Suite and databases
Very good communication (verbal and written), interpersonal and negotiation skills for working
collaboratively across all levels and advising managers and employees about policies, procedures and
instructions
Demonstrated strong organisational and time management skills with the ability to plan, prioritise and
complete work within allocated timeframes
Demonstrated problem solving, research and analytical skills to identify issues and develop solutions
Demonstrated experience in the delivery of high quality work and service standards

PERFORMANCE STANDARDS
Dimension Performance Level
Safety goals achieved through personal commitment, no harm to self or others an participation in safety initiatives
Hazard and incident identified and reported
SAFETY Used safety and management systems
Safety principles, procedures and practices followed
Competence for role achieved through required training
Customer service standards in the areas of timeliness, information, passenger safety & cleanliness understood
and met
CUSTOMER Consistent and reliable results for customers achieved by following agreed methods & measures
Self-discipline raised standards and delivered improved customer outcomes
Immediate customer satisfaction achieved through use of initative
Tasks completed as requested and quality standards met
Agreed methods used to efficiently complete tasks
FINANCIAL
Process improvements suggested
Costs considered when resources used
Demonstrated behaviour consistent with enterprise values/ behaviours
Change efforts actively participated in
Team purpose understood
LEADERSHIP Learnt from mistakes
Demonstrated awareness of own impact on others
Relationships with peers and managers developed and maintained
Effective communication with peers and manager contributed to teamwork and sharing

BEHAVIOURS
Critical
Behaviour Statement
behaviours
PRIDE Take care of your kit, look good and be ready to lend a hand

Be on time. Meet deadlines through careful planning and accessing the information you require to make
ACCOUNTABILITY
a timely and informed decision

Talk in a respectful and open way, providing and accepting honest and constructive feedback. Act with
COLLABORATION
self-awareness of your impact on others.

Arrive prepared, informed and enthusiastic. Warmly greet and reach out to your colleagues and
EXCELLENCE
customers by anticipating their needs

Look out for your mates and immediately raise awareness to any safety risks or hazards. Accept
SAFETY
personal responsibility for your own safety and that of your team and obey safety rules

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