Position description

Position title

Administration Assistant (0.6)

Encore Music Distributors
227 Napier Street, Fitzroy
Salary Range - $43,488 - $46,164 + super (pro-rata)
Applications close at midnight on Thursday 1 December 2016

Australian Music Examinations Board

The Australian Music Examinations Board (AMEB) conducts an Australia-wide system of examinations in the
fields of music and speech & drama, with accreditation based on nationally recognised levels of achievement.
AMEB is the most widely used music and speech assessment system in Australia and is the largest publisher of
educational music in Australia.
AMEB is also a distributor of educational sheet music through its subsidiary, Encore Music Distributors and, since
2016, has delivered Rockschool examinations within Australia.

Work environment
The Federal office of the AMEB is located on the 5th Floor, 175 Flinders Lane, Melbourne and comprises eight
staff. Its primary role is to provide high-level secretariat service, support and advice to the Board and its
committees, to manage the Boards annual publishing program and to manage the Boards annual written
examinations program. The Federal office also coordinates a number of national services in support of the AMEB
State operations.
AMEB owns Encore Music Distribution located at 227 Napier St Fitzroy and comprising five staff. Its primary role
is distribution of music publications nationally and in New Zealand
IT applications within the Federal office are MAC based. IT applications within Encore are PC based.

Role of the Administration Assistant

This role is responsible for providing support to the Administration Coordinator and delivering administrative
excellence across the business. The Administration Assistant is a principal point of contact for all incoming calls
and general email enquiries, and has responsibilities for maintaining communications with staff. The role also has
responsibilities for maintaining relationships with customers and underpinning the comprehensive delivery of bestpractice customer service. The Administration Assistant will assist in maintaining all sales channels, with a
particular emphasis on developing online sales content across retail websites (including Ebay). The
Administration Assistant will be called upon to contribute to innovating current operational practices, procedures
and systems. Responsibilities relating to finance, banking, account management and debt monitoring are also
relevant to this role.
The Administration Assistant attends relevant meetings, maintain schedules and contribute to special projects as
required. The Administration Assistant will participate in physical warehouse operations, including picking/packing,
during peak periods and will contribute to up general cleanliness and safety in the warehouse.

Reporting relationships
This role reports to the Strategy, Planning and Operations Manager, however the Administration Coordinator will
provide much of the day-today instruction and training.

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Major responsibilities

Administration
Assist in the coordination of general phone, email and online sales correspondence and enquiries across
all business channels (wholesale, retail and online)
Receive and enter sales orders, prepare picking slips and liaise with customers so as to achieve bestpractice customer service
Assist in coordinating day-to-day workflows, weekly schedules, routines and priorities, including the
procurement process, the arrival of freight deliveries and required staff levels
Monitor backorder lists and ensure all customer orders are dispatched promptly and efficiently
Monitor and maintain agreed stock levels of stationery, office & kitchen supplies and general
consumables
Contribute to innovation in the workplace and the development of contemporary administrative systems to
support a continuous-improvement approach
Inventory
Assist in the monitor of stock levels and contribute to the development of systems that improve stock
management
Support inventory management and accuracy of data by assisting in stocktakes, running spot checks and
working to ensure key line items are available and appropriately located
Enter new publication issues and ensure inventory data is accurate and up-to-date
Finance
Assist with finance-related administrative activities as directed, including debtor invoicing & statements,
banking and payment receipt
Monitor pricing (including online) and provide advice as required
IT/Online
Monitor IT services and coordinate monthly maintenance schedules
Maintain websites, online sales data and online product information
Contribute to maintaining accurate and consistent product information and sales data within various
databases
Special Projects
Contribute to special projects
Contribute positively to organisational change projects
Attend trade show and conferences as required
General
Pick/pack orders during peak periods
Receive, check and re-shelve freight deliveries as required
Contribute to maintaining warehouse cleanliness and a safe working environment for all staff and visitors
Other duties as required

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Essential/Desirable
Criteria
Qualifications
Certificate IV in Business, Business Administration, Financial Management or
equivalent, from a recognised Australian or overseas tertiary institution

Highly Desirable

Experience
Knowledge of office coordination and administration

Essential

Fluent in MS Office

Essential

Extensive familiarity with an online sales environment

Essential

Working competency and familiarity with inventory systems

Highly Desirable

Coordinating projects and meeting deadlines

Highly Desirable

Customer sales and service solutions

Highly Desirable

Knowledge Skills and Abilities

Well developed communication skills, written and oral

Essential

An excellent phone manner

Essential

Good computer skills particularly in the online environment

Essential

Knowledge of music, scores, instrumentation and theory

Highly Desirable

Able to work well in a team environment

Essential

Able to adapt within a changing environment

Essential

Good time management skills and attention to detail

Essential

Additional factors

The Administration Assistant is required to work Wednesdays, Thursdays and Fridays

Training will be provided for dhouse, Encores inventory management system. Other relevant raining will
be provided as required

May be required to work in multiple locations

Out of hours and weekend work may be required from time-to-time

Twelve-month contract with potential to extend

Initial six-month probation period will apply

Applications
Applicants should provide a covering letter outlining their suitability for the role and a CV containing relevant skills
and experience. Names and addresses for two referees should also be provided.
Applications should be emailed to office@ameb.edu.au. Applications close at midnight on Thursday 1 December
2016. For further information, contact Robert Dugdale (Strategy, Planning & Operations Manager) on 0417 717
746.

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