Position description

Position description

Position title

Company Secretariat Administrator

Status

Permanent

Unit

Legal & Human Resources Unit

Reports to

General Counsel & Company Secretary

Employee

Vacant

Date

July 2013

Band

B

Purpose of position

 Act as the co-ordinator for the Board of Directors of both Telstra Super Pty Ltd

and Telstra Super Financial Planning Pty Ltd;

 Ensure the professional image of Telstra Super to the Board is upheld by

providing professional, accurate and timely Board Papers and information;

 Key role in providing high level administration support to the Board and its

sub-committees.

Description of duties and responsibilities

 Manage, coordinate and implement Board and Committee projects as directed

by the Chairman and Company Secretary;

 Provide administration support to the Board including governance procedures

and processes;

 Responsible for implementing best practice initiatives and projects that apply

new approaches and enhance efficiency and promote innovation in support of the Board’s activities.

 Assist the Company Secretary with preparation and administration of processes

for the Telstra Super Board, Telstra Super Financial Planning Board and the Investment Committee (IC) including:

o collating, preparing and distributing the periodic Board and Investment Committee papers and circular resolutions via the Board Portal; o drafting all agendas;

o preparing and writing all standing item papers;

o coordinating the Board Room bookings, meeting room requests and catering requirements in consultation with Reception in a timely manner.

 Responsible for all matters related to the Board Portal, including co-ordination of

Director, Committee member and Senior Management Team (SMT) training. Primary contact point for the Diligent Boardbooks relationship, ensuring software updates are communicated to users, oversight of the other Board Portal

administrators, recharging credit on iPads; the go-to person for technical issues etc.;

 Attendance at and preparation of minutes for all Telstra Super Financial Planning

 Production of template minutes for Telstra Super Board and Investment Committee meetings for the Company Secretary;

 Proof all minutes before distribution;

 Distribution of Board and Investment Committee minutes in a timely manner via

the Board Portal;

 Identify all actions raised in Board and Investment Committee meeting minutes,

record all identified actions in the Action Tracker, follow up with relevant parties (including SMT) to ensure that actions are completed in a timely manner.

 Ensuring that the Board and Investment Committee are kept up to date with the

actions progress through reporting papers e.g. Business Arising;

 Investigate, in conjunction with the General Counsel & Company Secretary,

members of the legal team and/or other relevant parties, new methods/systems for undertaking work practices including appropriate due diligence (e.g.

implementation of the Board Portal);

 Collect and review Conflict declarations and maintenance of relevant registers,

consistent with relevant Prudential Standards;

 Act as the point of contact for inquiries relating to the Board and its activities;

 Liaise directly with the Chairman, Directors and Committee members as

required;

 Liaise with SMT and other staff in relation to various matters (e.g. arranging

meetings, insurance review responses);

 Ensuring the relevant regulatory bodies (APRA, ASIC) are advised of Director

changes within the required time frames to ensure full compliance at all time;

 Organise the required Director checks to be completed (e.g. Police Check,

Bankruptcy Check, etc) when a new Director is appointed;

 Maintenance of up to date records for the Responsible Persons Information and

Profile and Structure (RSE Licensee) to ensure compliance with the relevant APRA Reporting Standards;

 Responsible for reporting to APRA any changes in Responsible Persons within

the required timeframes to ensure compliance with the relevant APRA Reporting Standards; Ensure all Directors are compliant with their training obligations under Telstra Super’s Fit and Proper Policy including organising Director inductions and maintaining training registers;

 Maintain the Gifts & Hospitality register and prepare the appropriate reports for

Board;

 Adhere to confidentiality and integrity in regards to all Board and Executive

matters;

 Develop, implement and maintain robust back office systems within the Legal

team;

 Provide the General Counsel & Company Secretary and legal team with

secretarial and administrative support including file management, archiving, typing and document formatting etc;

 Organise all direct report and team meetings for General Counsel & Company

Secretary;

 Arrange travel bookings for the General Counsel & Company Secretary,

Directors, Legal and Human Resources teams;

 Update and maintain the Telstra Super Policy Register including assisting with

policy reviews as required (e.g. updating the Gifts and Hospitality policy);

 Maintain the Investment Manager Agreement register, prepare letters to

 Distribute Legislation and Policy trackers to relevant stakeholders within the Company, and maintain the Tracker register for inclusion within the Board papers;

 Write initial acknowledgement letters to members for complaints , create files

and provide to the Complaints Officer within the Development & Distribution unit;

 Ensure that the Complaints Register is kept up to date as complaints are settled,

and provide all complaint communication to Member Services for Workflow;

 Update and maintain Wiki for the Legal unit as required;

 Other duties as requested by the General Counsel & Company Secretary.

Relationships and authority

Reports to General Counsel & Company Secretary

Liaises with (Internal) Internal

 Chairman, CE & SMT;

 Directors of TSPL & TSFP;

 Investment Committee members

 Legal & Human Resources Unit;

 Audit, Risk & Compliance Unit

 Complaints Officer;

 Unit Managers;

 Personal Assistants;

 Receptionists; and

 All other units as required.

Liaises with (External) External

 Service providers;

 Industry contacts;

 Relevant Telstra personnel

 Industry Regulators

 Auditors

 Australian Federal Police

Qualifications, Skills and Experience

 Substantial (3 - 5 years) experience working in a similar role providing secretariat

management support at an executive/senior level;

 Excellent stakeholder management with previous experience liaising with Boards

and/or Committees;

 Ability to work as part of a high-functioning team;

 Ability to work under-pressure and meet deadlines;

 Willingness to learn new tasks;

 Ability to work independently and as directors by the General Counsel &

Company Secretary;

 Experience in working with all levels, including Senior Management;

 Excellent customer service and time management skills;

 Excellent phone manner;

 Excellent verbal and written communication skills;

 Maintain a high level of discretion in all work activities;

 Confidentiality required at all times;

 Proficient Microsoft Office skills, specifically Word, Excel and Outlook;

Core Competencies

Quality and Excellence  optimises process efficiencies and

the use of time and materials

 integrity and honesty

 sets quality standards for work performed

 ensures follow through and resolution

 understands organisational interdependencies

 complies with company policies and procedures

 uses mistakes as a learning experience

 commits to accuracy, timeliness and consistency

Customer Focus Team Support Commercial Awareness Change Flexibility Leading & Managing

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The main focus is on the individual customer

 provides polite and respectful customer service and builds rapport

 responds to customer needs within expected turnaround times

 appropriately prioritises customer requests

 resolves customer enquiries or if unable to, refers unusual questions to supervisors showing an appropriate understanding of own limitations

 communicates understanding of customer needs and issues to supervisors

 aware of team, project and company goals

 understands own contribution to the team and Telstra Super as a whole

 aware of the impact of own work on team performance

 understands the workflow processesbetween teams

 utilises company resources responsibly

 understands the superannuation industry

 aware of commercially competitive environment

 maintains high standards of performance in a rapidly changing environment

 responds positively to change in work processes and the work environment

 participates in cross training and multi-skilling

 demonstrates capacity and willingness for continuous learning

 manages own workload and meets deadlines

 looks for opportunities to assist others

 takes ownership of own work

 seeks feedback and responds appropriately