ROLE DESCRIPTION. Role Family: Corporate Support Level: H

Transcription

1 ROLE DESCRIPTION Role: Reports to: Fleet Coordinator Chief Financial Officer Role Family: Corporate Support Level: H Organisational Context: Cerebral Palsy Alliance is the largest provider of disability services in NSW, providing a range of services to people with Cerebral Palsy and other disabilities. These include accommodation, therapy, technology, employment, community access, and support and currently operate in a highly decentralised model through 55 separate service outlets. Cerebral Palsy Alliance s corporate offices are based at Allambie Heights. Their primary function is to provide the organisation with the necessary resources and support that will assist all operational areas to achieve Cerebral Palsy Alliance s overall mission and strategic direction. The Finance team consists of a team who are responsible for the following: Processing of all receipts and payments for Cerebral Palsy Alliance Preparation of monthly and annual management, financial and statutory reports, management of fixed assets Liaison with government departments Procurement Invoicing Purpose, Nature and Scope of the Role: This role exists to manage Cerebral Palsy Alliance s fleet of over 200 vehicles. This includes, pool cars, packaged vehicles and modified leased vans. The Fleet Coordinator also ensures that all vehicles in the fleet are fit for purpose and well maintained. The role over sees the day to day management of the fleet, and the Fleet Coordinator will also be required to assess the organisations ability to change its fleet requirements to meet the needs of a changing environment, such as NDIS Organisational Relationships & Staff Establishment: This positions reports directly to the Chief Financial Officer (CFO). The CFO reports directly to the Chief Operating Officer (COO). Fleet Coordinator Chief Financial Officer Chief Operating Officer

2 Core Competencies of the Role: Organisational Knowledge Leadership/Teamwork Interpersonal Skills/Communication Problem Solving/Decision Making Legislation/Standards/Practice Service Delivery Professional Learning & Development: New employees must complete CPA induction program within the first three (3) months. The following learning and development components are compulsory: Corporate Orientation WH&S and Duty of Care - Online Back Yourself Online Good Working Relations Working with People with a Disability WH&S Fire Security & Other Emergencies Unless approved by the Learning and Development team as recognition of prior learning ( RPL ), the following additional Essential Activities modules must also be completed within six (6) months of commencement of employment: Understanding Cerebral Palsy Communication Performance Appraisal Demonstrates personal commitment to ongoing professional development, including knowledge of current Cerebral Palsy Alliance policies and procedures, as outlined in annual performance appraisals. Interpersonal Relationships: Internal: Chief Financial Officer Finance Department Facility Services HR Manager and Team All departments, Program and Service Managers within Cerebral Palsy Alliance External: Insurance Companies Roads and Maritime Services Suppliers Position Dimensions: Staffing: Direct Reports: 0 Budget: 0

3 Accountabilities Core Competencies Competency Descriptors Performance Outcomes Organisational Knowledge Leadership/Teamwork Interpersonal Skills/Communication Has a sound understanding of the mission and values of Cerebral Palsy Alliance. Has a sound understanding of Cerebral Palsy Alliance s Key Result Areas and Strategies. Has a good understanding of other state and national issues and services. Has working knowledge and application of CPA policies and procedures. May lead/manage a small team. Delegates/allocates work to others, monitoring performance. Determines learning and development requirements. Leads and supports change. May have budgetary and HR related responsibilities Supports other team members, actively driving and contributing to team goals Have sufficient interpersonal skills to advise and assist managers and staff on routine policies and systems issues. Works on establishing effective relationships. Can assist others to resolve conflict. Builds a network of contacts with other relevant organisations.. Understands and demonstrates through their behaviour, the rationale and intent of the organisation s mission and values. Demonstrates an understanding of the organisation s Strategic Plan through the implementation of appropriate strategies that reflect the Key Result Areas. Participates in the development of Strategic Plan and subsequent action plans as required by the Senior Management group Has a thorough working knowledge of the organisation s policies and procedures and implements such policies and procedures Demonstrates a state-wide perspective of services and the organisation Demonstrates proactive leadership with the implementation of state-wide strategic initiatives Demonstrates active surveillance of national and international issues that may impact on clients, service delivery, or the organisation. Communicates issues effectively with senior staff. Identifies the need for a new policy and/or initiates review of current polices, when required Demonstrates respect and accountability Meets responsibilities and deadlines as agreed with team leader/ senior staff Identifies opportunities for contributing expert knowledge and advice to the workplace Is identified and utilised as an expert resource by internal staff, managers through individual consultation and working party/forum participation. Identified service improvement opportunities are progressed within a quality improvement framework Responds to non-routine enquiries, verbally and in writing, in a professional and timely manner Undertakes a range of communications with other services, programs and organisations Uses a diverse range of communication methods to meet needs of internal and external clients and customers Resolves conflicts within workplace using appropriate grievance procedure techniques. Use core values to resolve conflict and enhance teamwork

4 Core Competencies Competency Descriptors Performance Outcomes Problem Solving/Decision Making/Research Legislation/Standards/Practice Identifies operational and/or work related issues requiring innovative or creative solutions. Assists with the timely development and implementation of solutions around more complex issues. Has a broad working knowledge of all relevant standards and government legislation e.g., WHS, Disability Services Act, Disability Service Standards. Understand the issues surrounding non-compliance to legislation and standards, and the impact his has on the organisation. Understands the importance of sharing this information across the organisation. Understands and interprets complicated work practices and may assist in the review /development of new work practices. Demonstrates an awareness of the impact of staff conflicts on others and service delivery Ensures the principles of Good Working Relations within workplace is upheld Promotes diversity in the workplace and ensures others adjust own work practices accordingly Has an established a mechanism to ensure views of stakeholders are heard and managed Seeks information and support from other colleagues Respects that other professional approaches may differ Assumes responsibility for monitoring personal impact on team dynamics Provides a monthly report of the status and progress of all programs and projects Recognised for their personal effectiveness at developing and maintaining relationships across the organisation and outside the organisation. Coordinates regularly meetings with key managers around the status and progress of projects and programs identifying the issues and solutions Recognised leader within organisation in an area of speciality Adopts a solution-focused approach to practice and behaviour Empowers others to generate their own solutions Is identified and utilised as a resource by others within the organisation Demonstrates a critical analysis of the feedback received from others and turns this into workable solutions Independently stays abreast of changes in national legislation and practice relating to vehicles and service delivery in the disability sector Independently analyses the organisational implications of changes to legislation and practice and disseminates appropriately to others Advises senior management on organisational policy, professional, and legislative issues Proactively assists senior staff in a change management process through identification of potential sources of resistance at a local level and development of positive solutions Performs all work activity within WHS legislation, organisational policy and procedures.

5 Core Competencies Competency Descriptors Performance Outcomes Qualifications/Experience Has a relevant degree or equivalent level of specialised experience. Considered a point of reference for a CPA area Service Delivery Performs more complex administration duties. Deals with small projects and/or working parties Is recognised as having specialist skills in a particular functional area of work and is routinely asked to provide advice and support in this area to a cross section of the organisation Assists with the development and evaluation of systems and adopts a continuous improvement approach to service delivery. Regularly meets with representatives from external customers/ suppliers/ organisations. Conducts regular meetings with team and participate as requested. May be involved in assisting their immediate supervisor/manager with employee related matters for the team with respect to recruitment, payroll, WHS, performance management. May have delegated signing authority for controllable service expenses. Produces a regular monthly report for immediate manager with appropriate analysis. May be actively involved in budget preparation and business planning. Monitors monthly expenses and identifies, investigates and reports on any variances to budget. Presents a positive image of the organisation to the community and external customers. Performs all work activity within the Disability Services Act (NSW) and Standards and organisational policy and procedures. Meets all management deadlines in relation to accountabilities Attends appropriate internal training Organisational responses and policies demonstrate awareness of all relevant issues and legislation Numeracy and literacy skills appropriate to the role Intermediate computer skills in Microsoft Office (Word, Excel, Outlook and PowerPoint) Support other team members in Microsoft Office computer applications Drives quality improvement activities at a strategic level Monthly reports reflect strategic direction and business plan Documented evidence of involvement in special projects and quality improvement activities Staff that have vehicles as part of their salary package report that they have received their vehicle in a timely fashion and are aware of their responsibilities in regards to CPA vehicles Demonstrates expert knowledge of and specific skills in area of speciality Assists senior staff to review current service planning practices in regards to vehicles and contributes to quality improvement activities as requested Review and maintain comprehensive price lists, product details and catalogues on suppliers relating to vehicles. Ensure that all records/documentation relating to the CPA fleet of vehicles is well maintained and kept up to date. The Fleet coordinator is responsible for the management of the Asset Management shared drive. Coordinate and ensure the implementation and maintenance CPA fleet strategies, plus reviewing CPA policies and procedures relating to fleet management Work within CPA s WHS policies and procedures, to ensure that vehicles in the fleet are well maintained, and that drivers are aware of their responsibilities Providing accurate and reliable data using the Fleet Management System that will enable Finance to evaluate trends and institute appropriate strategies Compile Monthly reports for Cerebral Palsy Alliance CFO Coordinate and ensure purchase orders are prepared

6 Core Competencies Competency Descriptors Performance Outcomes correctly for all procurement relating to management of Cerebral Palsy Alliance vehicle fleet whether those vehicles be owned or leased. Ensure that all vehicle expenses are correctly recorded for FBT reporting Develop and maintain relationships with key suppliers, including dealers, maintenance providers, Roads and Maritime Services, CGU Insurance, leasing company Liaising with management and staff regarding vehicle purchase and turnover Organise fleet maintenance, and communicate to staff regarding maintenance of vehicles and other fleet related information as required. Monitor and analyse vehicle selection and profitability to ensure that the organisation is not exposed to financial risk Manage infringement notices, toll, traffic and parking infringements Maintain fuel cards for all vehicles in the fleet Manage and coordinate repairs to vehicles involved in accidents. Liaising with drivers, smash repairers and CPA insurance company to ensure that vehicles are repaired in a timely fashion. Review the utilisation of CPA pool vehicles and assessing business needs and vehicle requirements across business units Qualifications/Experience Has a relevant degree or equivalent level of specialised experience. Considered a point of reference for a CPA area Numeracy and literacy skills appropriate to the role Intermediate computer skills in Microsoft Office (Word, Excel Outlook and PowerPoint) Support other team members in Microsoft Office computer applications

7

8 Knowledge, skills and experience and value requirements: Essential: Excellent customer service skills Experience in purchasing and/or supply environment Negotiation skills Ability to function effectively as part of a team Advanced interpersonal and written communication skills Ability to prioritise work and meet deadlines Ability to deal effectively with management and staff at all levels Demonstrated ability to use computerised material management systems Computer literacy and familiarity with Microsoft packages minimum intermediate skill level (Word, Excel, Outlook) Commitment to the rights of people with disabilities Commitment to learning and development Current NSW Drivers Licence (Minimum Green P) Desirable: Previous experience of working with people with disabilities or not for profit organisations Previous experience in fleet management Knowledge of/interest in vehicles Tertiary qualifications in related field Signed... Date... STATEMENT OF DUTIES People and Culture does not require a Statement of Duties. However, where duties vary amongst employees with the same (or generic) role description, the manager may choose to attach a detailed statement of duties to the role description.