Role Description

Administration Support Officer

Cluster Planning, Industry and Environment

Agency Environment, Energy and Science
Division/Branch/Unit Biodiversity and Conservation
Location Various
Classification/Grade/Band Environment Officer Class 4
Role Number Generic
ANZSCO Code 531111
PCAT Code 1137391
Date of Approval 02 February 2015
Agency Website www.dpie.nsw.gov.au

Agency overview
The Planning, Industry and Environment Cluster brings together the functions from the former Planning &
Environment and Industry Clusters.

The new Cluster will drive for greater levels of integration and efficiency across key areas such as long term
planning, precincts, housing, property, infrastructure priorities, open space, the environment, our natural
resources – land, water, mining – energy, and growing our industries. In particular, there will be a redoubling
of emphasis on regional NSW.

Primary purpose of the role

Provide diverse administrative and related services ensuring compliance with relevant NSW public sector
policies, practices and statutory requirements; oversee administration systems; ensure communication
systems are in place and facilitate information transfer to and from the Division/Branch/Region and the Service
Centre as required and deliver a quality information service to the public to support the efficient day to day
operations of the branch/region.

Key accountabilities
 Provide diverse and high quality administrative support consistent with service level agreements,
including assisting with quality control for Audit and Treasury requirements to support the effective day
to day operations of the Branch/Region
 Assists with the provision of support and guidance to Branch/Region staff on matters which affect
administration and organisational policies and assists in the delivery of administrative services;
assesses and propose changes to address administrative issues as they arise in the workplace and
assist in drafting and preparation of correspondence, reports and related documentation
 Provide financial support including of accounts receivable and accounts payable, manage petty cash
and counter sales and reconcile revenue reports with SAP, checking monthly expenditure and income

1
 reports, bank revenue collected within the work area ensuring compliance with relevant public sector
accounting policies, practices and statutory requirement
 Provide information and advice to the Service Centre as required under the terms of the Service Level
Agreement; ensure human resource information is despatched promptly to ensure employment records
reflect due entitlements and payments to local staff are made within agreed timeframes, and coordinate
annual registration, maintain vehicle registers and provide fleet records and information as required to
the Service Centre.
 Oversee the Branch/Region records management system, receipt and distribution of mail, maintain
registers, and assist with organising conferences and meetings as required and respond to public
inquiries either direct or referral to appropriate officer for attention

Key challenges

 Keeping up to date with developments in hardware and software to provide basic support to local users
 Providing a supporting customer service role, responding to and demonstrating initiative in handling
public inquiries, telephone calls and correspondence and, when appropriate, re-directing inquiries to
relevant sources

Key relationships
Who Why
Internal
Supervisor  Receive guidance and support and exchange information
Branch/region staff  Provide and support on diverse administrative matters and
exchange information
Service Centre  Liaise regarding the provision of service under the SLA and
exchange information
External
Suppliers of goods and services  Liaise and follow up on orders, deliveries and payments
Public  Respond to enquiries and requests for information and assistance

Role dimensions
Decision making
The Administration Support Officer operates in a structured work environment governed by established
operating practices and protocols. The position has day to day independence in providing general
administrative support within the overall priorities determined by Supervisor/Manager. The position also makes
recommendations to the Supervisor/Manager on the effectiveness of office administrative systems.

Reporting line
The Administrative Support Officer reports to the Supervisor/Manager

Direct reports
Nil

Budget/Expenditure
Nil

Role Description Administration Support Officer 2

Essential requirements
Demonstrated experience in office administration.

Experience in the use of computer based systems and records management system.

Knowledge of financial and human resource management procedures, policies and practices.

Capabilities for the role

The NSW Public Sector Capability Framework applies to all NSW public sector employees. The Capability
Framework is available at www.psc.nsw.gov.au/capabilityframework

Capability summary
Below is the full list of capabilities and the level required for this role. The capabilities in bold are the focus
capabilities for this role. Refer to the next section for further information about the focus capabilities.

NSW Public Sector Capability Framework

Capability Group Capability Name Level
Display Resilience and Courage Foundational
Act with Integrity Intermediate
Manage Self Foundational
Value Diversity Foundational

Communicate Effectively Intermediate

Commit to Customer Service Intermediate
Work Collaboratively Intermediate
Influence and Negotiate Foundational

Deliver Results Intermediate

Plan and Prioritise Foundational
Think and Solve Problems Foundational
Demonstrate Accountability Foundational

Finance Intermediate
Technology Intermediate
Procurement and Contract Management Foundational
Project Management Foundational

Role Description Administration Support Officer 3

Focus capabilities
The focus capabilities for the role are the capabilities in which occupants must demonstrate immediate
competence. The behavioural indicators provide examples of the types of behaviours that would be expected
at that level and should be reviewed in conjunction with the role’s key accountabilities.

NSW Public Sector Capability Framework

Group and Capability Level Behavioural Indicators
Personal Attributes Intermediate  Represent the organisation in an honest, ethical and
Act with Integrity professional way
 Support a culture of integrity and professionalism
 Understand and follow legislation, rules, policies,
guidelines and codes of conduct
 Help others to understand their obligations to comply with
legislation, rules, policies, guidelines and codes of conduct
 Recognise and report misconduct, illegal or inappropriate
behaviour
 Report and manage apparent conflicts of interest
Relationships Intermediate  Focus on key points and speak in ‘Plain English’
Communicate Effectively  Clearly explain and present ideas and arguments
 Listen to others when they are speaking and ask
appropriate, respectful questions
 Monitor own and others’ non-verbal cues and adapt where
necessary
 Prepare written material that is well structured and easy to
follow by the intended audience
 Communicate routine technical information clearly
Relationships Intermediate  Support a culture of quality customer service in the
Commit to Customer organisation
Service  Demonstrate a thorough knowledge of the services
provided and relay to customers
 Identify and respond quickly to customer needs
 Consider customer service requirements and develop
solutions to meet needs
 Resolve complex customer issues and needs
 Co-operate across work areas to improve outcomes for
customers
Results Intermediate  Complete work tasks to agreed budgets, timeframes and
Deliver Results standards
 Take the initiative to progress and deliver own and
team/unit work
 Contribute to allocation of responsibilities and resources to
ensure achievement of team/unit goals
 Seek and apply specialist advice when required
Business Enablers Intermediate  Apply computer applications that enable performance of
Technology more complex tasks
 Apply practical skills in the use of relevant technology
 Make effective use of records, information and knowledge
management functions and systems
 Understand and comply with information and
communications security and acceptable use policies
 Support the implementation of systems improvement
initiatives and the introduction and roll-out of new
technologies

Role Description Administration Support Officer 4