This particular client applied for two roles back-to-back one month apart within the same State (Queensland) Government Department. She gained interviews for both roles and was offered and accepted one of the roles. As I have mentioned in previous blogs, the majority of Queensland Government Departments require the addressing of criteria/competencies in two pages maximum. Following are full excerpts from two of the four criteria that required to be addressed.
Coordinate and prioritise the delivery of an effective administrative service…
In my current role, I undertake a variety of administrative-related task work on a daily basis, including: managing and monitoring the staff budget to ensure it remains under budget especially in regard staffing expenditure; maintaining and implementing budgets; preparing and generating reports; reconciling financial accounts; organising incoming and outgoing mail; booking travel and accommodation for the General Manager (GM); and creating welcome letters for guests on behalf of the GM.
Many of the tasks have stringent deadlines (daily, weekly and monthly) which must be met to ensure efficiency and high levels of productivity. On a daily basis, administrative deadlines include: balancing inventory from the hotel system to a centralised system; inventory allotment of third party websites in relation to redistribution of room availability; and checking competitor (hotel) rates and ensuring the Group’s rate is comparable to those of the competitors in order to maximise occupancy rates and revenue. On a weekly basis, I follow up on payments for conference and group accounts to ensure bills are correct and to request payment dates. This task is completed by close-of-business (COB) Wednesdays to ensure readiness for discussion in meetings with other managers held on Thursdays. Compiling data for compilation into a spreadsheet containing the Group’s information for the next upcoming ten days is completed by COB on Mondays. This data is then used for presentation and discussion in weekly communications meetings with key internal stakeholders held on Tuesdays.
Supervision of staff within a dynamic work environment…
In my current role, I manage and supervise a total of four staff on a daily basis in the Reservations department. The department itself deals with very busy peak periods throughout any given day and it is my responsibility to ensure that processes and tasks are handled efficiently in accordance with procedure and stipulated timeframes. Essentially, this involves directing and supervising the department’s day-to-day operations in a very busy work environment and ensuring staff undertake delegated task work and finalise same in line with deadlines. I provide ongoing support and feedback and offer advice to staff on how they can effectively prioritise their daily work load. I constantly follow up throughout the day to monitor their progress in this regard. Working in a supervisory capacity, it is also my responsibility to handle and effectively manage all staff disciplinary matters and grievances. On a weekly basis, I conduct audits on the teams’ work to ensure accuracy and consistency. The provision of training is also a large responsibility: I provide induction and refresher training to staff on occupational health and safety; and on a monthly basis, I conduct general training and development sessions with staff in a group format. On a bi-annual basis, I conduct staff appraisals and performance management. I have received commendation for my supervisory abilities: recognition from upper management through regularly winning team-based awards, in particular, my efforts in providing support and guidance during busy periods.
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