Organisation: Macquarie University
Job Title: Administration Officer
Word Limit: 2 pages
Location: Sydney
1. Well-presented and have excellent interpersonal skills
I am a well-presented employee, with strong interpersonal skills, including the ability to communicate clearly and confidently, and to interact effectively and respectfully with people from all cultures and backgrounds. I am currently employed as an Accountant and Payroll Officer at Sue Barnett and Associates (SBA), a large agency that represents over 140 actors. The role incorporates a diverse range of accounting, payroll management, client support, administration and organisational duties within an extremely fast paced environment. In addition to this position I also undertake a range of accounting, business development, client liaison and bookkeeping tasks for a small day care centre and a machinery maintenance business (on a part time basis).
In my current positions I interact with a wide range of stakeholders, including clients and customers, internal staff, agents and representatives from various production houses. At SBA I liaise with actors, other agents, staff from the production houses and transport service providers in relation to a number of my duties. I deal with enquiries from clients concerning all aspects of pays, liaise with production houses to confirm or review work schedules and hours performed, clients and service providers to arrange appointments and schedule different types of transport, and internal staff to provide them with financial information and to ensure the provision of an integrated service.
When communicating with clients I always tailor the information I provide and my communication style to suit my audience. I deal with a number of very well-known actors who are used to receiving exceptional service and being treated with respect and courtesy at all times. I always achieve this, and I consistently present information and advice clearly, concisely and in a polite and professional manner. I also communicate well with my own team members, sharing information and seeking their input if appropriate. I value the contributions of others and strive to acknowledge good work and to help build an environment of trust and mutual respect.
Working within accounting, I am also required to liaise with clients in relation to payments and billing. On occasion I have had to contact clients who were late in paying bills. I always remain professional and polite in these circumstances. I find that being courteous but firm allows me to often resolve these issues quickly and effectively.
It is also relevant that I owned and managed my own earth moving business for several years. The company had over 120 employees and operated in a number or rural and remote areas. As the owner, I liaised with local and national government agencies, clients, employees and financial institutions to ensure the business operated effectively and efficiently. I developed excellent negotiation and mediation skills, as well as the ability to develop strong and collaborative partnerships and networks with key stakeholders.
2.1 Demonstrated experience in administration, executive support and/or customer service
As mentioned in the previous criteria, in my current role and in previous positions I have undertaken a broad range of duties across administrative, organisational, client management, accounting and financial support roles. At SBA I am responsible for accounting, payroll management, administration and organisational duties, bank reconciliations, accounts receivable and payable, depreciation management, financial and annual tax reporting, and lodging the business activity statement. I also liaise with production companies, schedule work placements for clients, coordinate and book various types of transportation for them and respond to a range of enquiries over the phone and via email.
I also currently work part time as an Accountant and Business Development Officer for LJ Dafter Maintenance, who provide machinery maintenance for heavy equipment, and for Learning Leapers, a long day care centre. In addition to the types of duties I undertake for SBA, I also am responsible for internal auditing tasks, business planning and budgeting. At Leaping Learners I also manage payments to the Department of Employment, Education and Workplace Relations. In previous roles I gained experience in data entry, asset management, cash-flow forecasting, managing purchase orders and cash reconciliation. I have also managed staff, run a successful business, managed clients and coordinated the resources and personnel for large projects.
I have excellent computer skills, including demonstrated abilities with Microsoft Word, PowerPoint, Access and Outlook Express (advanced), Microsoft Excel (2010), chart/ table reporting, VBA / Macros (advanced), MYOB (Premier Version and Account Right Live), XERO and various client management databases.
2.2 Demonstrated experience working with discretion in a complex, fast-paced and professional administrative environment please provide examples
Throughout my professional career I have had access to confidential financial and contractual information. In particular, in my current roles it is important that I maintain the highest level of discretion with regard all documentation and information that I have access to, and ensure the physical security of the data that I am responsible for. I am also discrete about discussing information related to clients, many of whom are famous and value their privacy. I always show respect for this privacy and for the confidentiality of the information I deal with, and see myself as being personally accountable for ensuring this is maintained. BSA is an extremely fast paced environment where we deal with the payment of approximately 120 clients every week. Clients can have several employers, various award rates, varying contracts, additional agents and variable rates and commissions. Some clients are living overseas and they often work internationally. I have to be aware of all these details to ensure accurate payment and to provide professional support.
2.3 Demonstrated attention to detail in administrative and process oriented tasks
Working within payroll and accounting has given me excellent attention to detail and outstanding skills in undertaking administrative and process driven tasks. The types of duties I undertake that are relevant to this criteria include performing bank reconciliations, managing accounts receivable, accounts payable, data entry, payroll and depreciation, undertaking financial and annual tax reporting, lodging the business activity statement, undertaking internal auditing, and managing purchase orders and cash reconciliation. With my payroll duties in particular, I have to demonstrate excellent attention to accuracy as I need to take into account such details as contract conditions, commission rates, award variations and multiple employers.
2.4 Demonstrated verbal and written communications skills
I have well developed verbal and written communication abilities, with the ability to gain and provide information from and to a range of stakeholders. In my current role I am required to answer a range of enquiries, both on the phone and via email, in relation to the payroll and contracts, liaise with production houses to schedule actors’ work, and with service providers and clients to arrange appointments and schedule transportation. I focus on providing the information required in a clear and concise manner, checking to make sure that the client or stakeholder has understood what I have said. I also have strong written skills and have developed a number of proforma letters to ensure that I deal with correspondence in a timely and efficient manner. I also prepare a number of financial reports and provide concise and useful commentary to assist the company to manage their finances efficiently. For example, I have been working with SBA to reduce their tax debt and minimise their interest repayments through enhanced financial planning and budgeting processes. I also use technology creatively, using various types of charts and graphs to explain data and demonstrate trends, to make it easier for my clients to understand financial information. As part of my tertiary studies (which include a Master of International and Commerce Law, a Master of Professional Accounting and a Bachelor of Accounting) I had to complete a number of written assignments. These had to be clear and concise and had to convey key points and information.
2.5 Demonstrated ability to prioritise tasks and manage work through to completion within tight deadlines
Throughout my professional career I have demonstrated excellent organisational skills, including the ability to work independently, prioritise work and meet all required deadlines. Currently I am employed on a full time basis with SBA and hold two part time jobs as well. I provide excellent service in all these positions and always meet all required deadlines. Working within financial services and payroll, a great deal of my work is driven by set timeframes that can’t be altered. For example, the payroll needs to be completed by set days to ensure that employees are paid on time. I also have set deadlines for tax reporting, the business activity statement, bank reconciliations, depreciation management, accounts receivable and payable, and in-house financial reporting. I also strive to constantly improve processes to ensure the most efficient approach possible in my duties. I recently set up a database that captured complex client information to ensure a more efficient and accurate approach to managing data related to the variations in employment conditions for each actor.
