23 July 2008

Rail, Tram and Bus Union - National Office

The Australian Rail, Tram and Bus Industry Union (RTBU) is an industry based union with membership in the rail, tram and public bus service industries. The RTBU is a national union of some 33,000 members with six State Branches and a National Office.

The National Office of the RTBU currently has a vacancy for the newly created position of Office Manager / Personal Assistant to the National Secretary. The RTBU National Office is located in Sydney in the suburb of Redfern.

This is an exciting and challenging high level role requiring work both as a Personal Assistant to the National Secretary of the RTBU and to perform all aspects of the effective administrative tasks associated with the management of a small office. The successful applicant must be capable of forging positive working relationships in a small team environment.

Primary Objectives of Position; 1.Provide secretarial and administrative support to the RTBU National Secretary, National Officers and industrial / research staff.

2.Organise events such as seminars and conferences where required.

3.Manage the RTBU National Office including general administrative duties.

4.Work as part of a team developing efficient and effective RTBU administrative support processes and procedures.

Key Responsibilities;

1.Manage the diaries of the National Secretary and National Officers, including the co-ordination of meeting schedules and the preparation of meeting documentation briefing notes, Agenda and Minutes.

2.Organise events including booking of venues, sound systems, catering, tracking of attendees, production of invitations, event folders, name cards, etc.

3.Screen and direct telephone calls including the taking of accurate messages for relay and/or follow-up.

4.Receive and direct visitors.

5.Edit correspondence, including proofreading.

6.Assist with specified projects as required.

7.Organise and co-ordinate travel arrangements.

8.Produce high quality documentation.

9.Maintain and upload information to the RTBU National Office website and other relevant websites.

10.Manage incoming and outgoing correspondence and communications including proactively prioritising issues, drafting letters and systematically filing and storing hard copy and electronic files.

11.Day to day financial bookkeeping in an accurate and timely fashion.

12.Employee record keeping.

13.Efficient use of office suite of programs including MYOB.

14.Manage the expense claims process of National Officers in accordance with RTBU National Office guidelines.

15.Maintain and develop organisational databases.

16.Participate in functional team meetings.

17.Perform general administrative support requirements including reception duties, ordering of stationery, mail outs, maintenance of photocopiers, fax, printers, PCs.

18.Any other duties, as directed by the National Secretary.

Other duties;

Internal Communication Requirements;

Liaison with officers, industrial, research, administrative and accounts staff across all RTBU Branches / Divisions.

External Communication Requirements;

Liaise with union affiliates, service providers, representatives from the government, media, and other stakeholders.

1.Commitment to RTBU and union principles and values.
2.Capacity to prioritise work, exercise judgement, discretion and initiative whilst providing high level administrative support within a politically sensitive environment.
3.Excellent verbal and written communication skills.
4.Capacity to use the computer applications and technology including the Internet and communications technologies; fax, email, telephone system, conference calls, video conferences etc.
5.Advanced typing skills with minimum 60 wpm and 95% accuracy.
6.Intermediate word processing skills in Word and Excel or similar applications.
7.Excellent Oral and Written Expression.
8.Excellent Oral and Written Comprehension.
9.Good communication and interpersonal skills to handle extensive liaison with RTBU personnel, employers and other unions.
10.Ability to work well in a small team environment and willingness to undertake a variety of tasks.
11.Ability to work with limited direction and supervision.
12.Methodical and accurate approach to work.

This position has a particular emphasis on confidentiality and high level telephone and email skills, message taking and identification of urgent and critical matters.

1.Previous experience working within the Australian Union Movement.
2.Some experience with basic accounting processes and procedures.
3.An understanding of governmental reporting mechanisms.
4.Drivers license.

An attractive salary package within the range of $50k - $65k (dependant upon qualifications and experience) plus superannuation and other benefits will be negotiated with the successful applicant.

Terms and Conditions;

Three month probationary period.

Four weeks annual leave + leave loading.

1 rostered day off per each 4 week period.

Fifteen days per annum sick leave

Office hours: 8.30 am to 5.00 pm with half an hour for lunch.

Rail, Tram and Bus Union - National Office.

5.00pm 08 August 2008

Greg Harvey

Acting National Secretary

83 - 89 Renwick St, Redfern, NSW 2016

02 9310 3966

02 9319 2096

gharvey@rtbu-nat.asn.au