POSITION DESCRIPTION

Transcription

1 POSITION DESCRIPTION Position Details Role Title: Documentation and Admin Clerk Position Holder Date Created: December 2016 Date last updated: Location: Hastings Reporting to: Supply Chain Manager Department: Logistics Number Of Direct Reports: N/A Our Vision Role Purpose: Inspirational food created by passionate people. The Documentation and Admin Clerk is responsible for for creating and dispatching export documentation accurately and expeditiously. The position shall also provide reception and general administrative support to the Hastings office. Key Relationships External MPI and other government departments Shipping Company Internal Shipping and sales Staff Hastings office Staff Position Description Key Accountabilities 1. Health and Safety Key Activities / Decision Areas Take personal responsibility for your own health and safety and the health and safety of others in your workplace Follow all company and legislative health and safety policies, practices and procedures. Encourage a safety and health culture through your personal participation in company health and safety initiatives, including hazard identification, training, reporting accidents and near misses, injury prevention, health assessment and rehabilitation processes. Actively participate in the development and implementation of safe working practices to ensure compliance with safety standards and policies within your work area. Actively participate with maintaining and improving on Key Element Assessment (KEA) audit results, where they have direct influence in your work area or for your

2 2. Documentation services work function. Ensure the accurate completion and timely turnaround of specified export documentation. Prepare Customs Export Delivery orders and lodge with NZ Customs within given cut-off periods. Prepare Shippers Load Instructions (SLI s) and deliver to shipping company within given vessel cut off periods. 3. Administrative Support Reception and visitor processing and monitoring Preparation of outwards mail and courier packs, distribution of inwards mail Ordering of general office supplies and payment of invoices 4. Documentation 5. Reporting Ensure appropriate records are produced, maintained and retained as required. Complete all other documentation as required Complete all filing as required Ensure the compliance of company reporting standards. 6. Other duties Other duties as directed. To complete such tasks and projects in a competent and timely manner in accordance with directions Role Dimensions Technical Skills & Knowledge Broad-based experience or a sound knowledge of export documentation practices Computer literacy - proficiency in the use of Microsoft (Word, Excel, PowerPoint), Data bases, systems. Demonstrates excellent written, oral and interpersonal communication skills. A high standard of English. The Silver Fern Farms Operations Way PROUD, PROGRESSIVE, PARTNERSHIP Respect Accountable Brave Listening Understanding Supportive Open Responsible Ownership Urgent Robust Decisive 2

3 Inspiring Team work Straight Up Committed Give it a go Passionate Try new things Desire to learn Challenge the norms Customer first Enjoyable Encouraging Being safe On the bus! Honest Open Frank Integrity Consistent Key Leadership Competencies (1) Business Think Strategically and Innovatively link day to day strategy Organise daily work in line with business goals. Think about the long-term goals when dealing with the short-term. Identify patterns or trends and relate them to past experience. Understand how current activities relate to the bigger picture. Act decisively deal with today Be prompt to solve problems or issues as they arise. Act quickly to pick up on opportunities as they present themselves. Respond rapidly to issues involving customers, employees or waste. Work out quickly what needs to be done and allocate resources and time to the task. Be commercially astute basic acumen Know how own activities affect the commercial results of the organisation. Keep in mind the latest numbers, business performance drivers and company trends when making decisions. Be able to articulate the key drivers of value in the business. Embrace technology Use technology to improve personal productivity Search and identify new technologies to improve personal performance. Adopt new technologies for personal performance. Incorporate the use of new technology into day-to-day routines. Build own personal technology-related skills. Think analytically break the problem down Zero in on a commercial issue by looking at it slice by slice. Create a simple list of tasks and activities to address each part of the problem. Apply solutions that work to each part of the problem. 3

4 People Self Customers Team Inspire with vision share the vision Be able to give a clear summary of the future vision and direction for the organisation. Let others know about important decisions and the rationale behind them. Keep the group focused on the most important issues and activities. Constantly remind people what is most important for achieving the organisation s goals. Drive for performance set clear expectations Set and communicate clear goals and standards for each role. Talk about expectations with individuals and agree on them together. Discuss performance against expectations according to a regular agreed timetable. Agree on a course of action with an individual if they are not meeting their potential. Build Leaders and Teams understand individual needs Accurately assess the development needs of individuals and teams. Use practical suggestions and how-to examples to help develop individuals. Identify the gaps between a person s goals and current reality, and determine how to close them. Stretch the individual with new responsibilities, without snapping them. Influence others use direct persuasion Use direct persuasion - declare intent, appeal to reason and use concrete examples. Listen to the audience and respond appropriately. Think about word selection and tone of language. Be able to adapt presentation style to suit the audience. Be passionate for success set and reset personal goals Set goals against measurable benchmarks and record them. Work to meet the goals set by management. Set higher goals as each target is reached. Question any organisational inefficiency or waste that gets in the way of achieving goals. Set high personal standards and live up to them. Be self-confident stand on your own feet Exhibit self-reliance, while knowing when to call for support. Be able to work without needing close supervision. Be able to make straightforward decisions without needing external assistance. Be self-aware understand own reactions Examine own likes, dislikes, strengths and weaknesses. Understand what own emotional reactions will be to situations. Understand the emotional drivers underlying own behaviour. Be willing to have a laugh at own expense with others. Be adaptable understand the need for flexibility Be willing to change views and adapt processes when presented with new information. Understand the customer s business and the potential need for adapting the rules to accommodate their needs. Bring flexibility into play if the customer is unhappy; don t recite the rules or lecture customers. Be a team player co-operate with the team Do own share of the team workload. Co-operate with other team members to get work done, even if you disagree with the methods. Accept the team rules. Be customer focused respond to customer needs Manage transactions with cheerfulness, courtesy and efficiency. Understand the activities, processes and measures that affect customer satisfaction. Respond to service problems with speed and decisiveness. Drive for team performance Understand roles within the team Understand each team member s role and function. Ensure all team members understand and stay focused on the most important issues. Build team capability keep learning Keep up to date with relevant external information that can affect team performance. Share new information with the team. 4

5 Continue learning and building the information base. Recognise the strengths and potential of the team. Position Description Acknowledgement I have read and understood the above position description and accept all the above responsibilities incorporated herein. (Employee signature) (Date) 5