Administration and Compliance Officer. None

Transcription

1 Position Description Administration and Compliance Officer Branch/Program Award Reports to Supervisory responsibilities Strategy & Engagement Branch Social, Community, Home Care and Disability Services Award (SCHADS) Level 4 North West Alliance Ability Links Manager None Duration Fixed term to 30/6/19 (subject to contract renewal in July 2018) Probationary period Hours Based at 6 months 30 hours per week until 30 June 2018 Hours may need to reduce to 22.5 hrs per week from 1 July 2018 Lismore Position description created January 2018 Approved by Executive Manager Strategy and Engagement Review date January 2019 About Social Futures Social Futures works to achieve social justice for regional Australians by supporting individuals, families and communities to take control and live well. We work to create positive change in people s lives and connected, resilient communities. We envisage inclusive communities that support social and economic participation, in which everyone reaches their potential and has access to affordable housing. Our programs and services provide support on housing and homelessness, youth and family services, inclusion and participation for people living with disability and the development of the community sector. Including our work with partners, Social Futures currently serves more than 80% of regional New South Wales. We welcome applicants from all walks of life to our diverse and inclusive workplace. Social Futures is proud to be a White Ribbon accredited workplace and is committed to ensuring we have a safe and respectful workplace for all. We acknowledge that all people can be victims of violence and that all violence is unacceptable. The White Ribbon Committee is focused on addressing men s violence towards women because of the underlying power inequality and sexism that sustains gender-based violence and the disproportionately high prevalence of this type of violence in the community. Purpose of the Position Role This is a key position supporting the North West Alliance (NWA) Ability Links and Local Area Coordination (LAC) program managers to ensure these contracts are delivered by implementing efficient administrative processes. Both these programs are delivered by Social Futures and external Page 1 of 7

2 delivery partners or subcontractors, requiring coordination and liaison with internal and external stakeholders on a regular basis. The Administration and Compliance Officer is responsible for ensuring all administration and compliance functions to support alliance/contract management are completed in an accurate and timely manner to meet Social Futures, external subcontractor and funding agency contractual reporting requirements. The position is specifically charged with the following: providing high level administrative support to the NWA Ability Links and LAC Contract Management Unit (CMU); managing meeting processes, including booking meetings, preparation of papers and agendas and recording outcomes and minutes; gathering and compiling data from all delivery partners and subcontractors for contractual reporting requirements; providing administration support for NWA and LAC staff to complete tasks, projects and reporting requirements; general project support; and embedding compliance and quality processes to ensure consistent practice, risk management and collection of information across all delivery partners and subcontractors. Accountability The Administration and Compliance Officer reports directly to the NWA Ability Links Manager, and will work closely with the LAC Contract Manager on a regular basis. Overview of LAC and Ability Links NSW LAC and Ability Links NSW are key programs supporting the reforms in disability services, and Social Futures is responsible for the delivery of these programs across 80% of regional NSW. The NWA Ability Links Manager and the LAC CMU act as conduits between Social Futures and the funding agencies to ensure all contractual requirements for these programs are met. Key functions including managing key performance indicator contractual requirements, implementation of training strategies, ensuring compliance, quality and competence and reporting functions to funding agencies. Ability Links is a NSW government funded program that provides a first point of contact for people with disabilities, their families and carers, to facilitate access to support and services in their local community. The launch of Ability Links three years ago pre-dated the roll out of the National Disability Insurance Scheme (NDIS) and now complements NDIS. Ability Links is delivered by coordinators, or Linkers, who work with: individuals with disability, carers and families to help them identify their goals and plan for their future, to access support and services in their local community, to build and develop strengths and skills, and to develop networks in their community; and communities to support and enable them to become more supportive and inclusive of persons with disabilities Social Futures is a National Disability Insurance Scheme (NDIS) Partner delivering the LAC in your community, to: provide support for people with disability and their families to access the NDIS; assist people with disability, their families and carers to build and pursue their goals for a good life, exercise choice and control and engage with the NDIS; and ensure that people with disability can be supported outside the NDIS by working with communities and mainstream services to build awareness and to become more inclusive of the range of needs and aspirations of people with disability. Mandatory Requirements Page 2 of 7

3 Current National Police Check Current NSW Working with Children Check Current NSW Drivers Licence In accordance with our contract with the National Disability Insurance Agency, to deliver Local Area Coordination (LAC) Services, a staff member working within, or closely associated with Social Futures LAC Programs is not permitted to work, volunteer or be associated in a board or advisory role with a registered provider whilst being employed with Social Futures. Essential Selection Criteria Essential Selection Criteria 1. Well-developed communication and negotiation skills. 2. Knowledge and understanding of organisational administrative functions, processes, systems and procedures. 3. Experienced in supporting managers and staff with meeting processes, including minute taking and preparation of agendas and papers. 4. Demonstrated time management and organisational skills, with capacity to prioritise and manage own workload in a rapidly changing environment. 5. Advanced skill level using the Microsoft Office Suite, especially proficient in Excel and the ability to adapt to a wide range of special purpose software. 6. Experience and capacity to solve problems, undertake research and information seeking activities, perform basic analysis of data and information and present information in user-friendly formats Desirable Selection Criteria 1. Experience and understanding of compliance, quality assurance, risk management and quality improvement processes and systems 2. Experience with online project management and collaboration tools and systems such as SharePoint Key Responsibilities and Duties Key Responsibilities Collate and aggregate data for all reporting requirements Focus Areas Highly proficient in the use of Excel Accurate data entry Ensure all delivery partners and subcontractors understand and meet required reporting deadlines Collation of data from all NWA partners and LAC subcontractors across NSW for reporting purposes Collect and collate data in accordance with contractual requirements and deadlines Page 3 of 7

4 Key Responsibilities Provide administrative support Meeting and event coordination Embed quality and consistent use of internal systems Focus Areas Database and file maintenance and management Collating information for quality measures and compilation of survey results Proofing documents as required Maintaining and updating master files and templates for NWA and LAC CMU Support research and reporting activities across NWA and LAC programs (including data analysis and presentation, seeking information and following up research requests) Review and edit correspondence, reports, and presentations (including proof reading, editing, design and layout support) Make travel and guest arrangements Troubleshoot basic IT issues or escalate to the helpdesk if necessary Update databases and systems Perform administrative tasks as required to support daily operational requirements Conduct project work as required Support staff to use organisational systems and infrastructure Any other duties as required to support the NWA and LAC programs Coordination and booking of all travel and accommodation requirements required by the NWA and LAC managers and support staff Sending meeting notices and meeting documentation as required Minute taking and preparation of minutes for all NWA and LAC CMU meetings Coordination of venue and IT requirements for all meetings and training including booking venues, room set up, IT, catering, registration, compilation of training/info packages, collation of surveys and training registers Use i.on.my quality management system for organisational data, including accurately documenting all complaints, grievances and critical incidents in accordance with relevant policies and procedures Manage notifications and data collection against program based Key Performance Indicators (KPIs) Manage templates and version control Upload organisational documents to i.on.my management system as required Record and monitor staff training and development across LAC and Ability Links Ensure compliance actions are completed on time and actions closed within Social Futures Quality Management System Ensure feedback, incidents and risks are lodged and recorded in i.on.my Assist with stakeholder feedback surveys and other evaluations Assist with the completion of audits or quality audit processes Develop, maintain and monitor risk, incident, hazard, complaints, conflicts of interest and training registers for LAC and NWA Ensure data and process integrity by developing audit plans and undertaking internal audits with supervision and support from the Quality and Administration Manager Work with relevant staff to develop, review and amend procedures Comply with policy and procedure Comply with all WHS requirements Page 4 of 7

5 Key Responsibilities Maintain excellent internal and external relationships and contribute positively to Social Futures culture Focus Areas Report maintenance issues including assets, equipment and premises Establish, maintain and develop excellent working relationships with all staff, volunteers and contractors, conducting dealings in a professional and appropriate manner Model behaviours and communication styles that reflect the objectives of the Social Futures Practice Framework Demonstrate commitment to and promotion of a culture of service excellence and continual improvement Collaborate, support and share knowledge with the organisation Attend relevant meetings including: team meetings, supervision and performance reviews Regularly seek, respond to, and be open to learn from feedback and suggestions for improvement, including participating in training and development opportunities Work proactively to resolve complaints, grievances, concerns or conflict in a positive manner Be flexible and able to work in various areas of the organisation, using knowledge and skills across the organisation where needed and required Liaise with key stakeholders across these programs including: Executive Manager of Strategy and Engagement Team; Strategy and Engagement Team; NWA Ability Links and LAC Contract Management Unit support staff; key Social Futures Ability Links and LAC operational/delivery staff; funding agency representatives; NWA partners (Pathfinders, Mid Coast Communities, Intereach and LiveBetter) and key staff; LAC subcontractors (Mid Coast Communities and Intereach) and key staff. Competencies, Skills and Attributes Technical 1. Demonstrated experience in a supportive administration role Experience and Knowledge 2. Experience in an administrative role with the capacity to complete tasks ranging from simple to complex 3. Highly proficient in the use of Microsoft Office Suite especially Excel and Word 4. Knowledge of quality improvement frameworks and practical applications 5. Excellent time management with the capacity to prioritise and reprioritise 6. Demonstrated awareness and sensitivity to diversity issues and recognise triggers, biases, beliefs and not allow them to interfere with job performance 7. Well-developed verbal and written communication skills 8. Demonstrated capacity to problem solve, resolve disputes and adapt Page 5 of 7

6 9. High level of attention to detail and capacity to consistently complete quality work outputs 10. Understanding of quality assurance and compliance 11. Capacity to plan and structure processes and monitor incomplete tasks Attributes and Values 12. Demonstrates openness to supervision and training and a flexibility to incorporate other points of view to improve performance 13. Demonstrates a clear understanding and application of a strength based, person centred approach Demonstrates behaviours that treat others with respect, care and compassion and takes responsibility for own words and actions Demonstrates behaviours that indicate a capacity to engage in and learn from reflective practice, recognising own strengths and areas for improvement 16. Shows concern and respect for others and promotes a collaborative work environment Excellent service standards that ensures that those who seek assistance are either provided support or a next step Recognises the value in people s different opinions, lifestyles and approaches and the learning opportunity it presents 19. Ability and desire to learn from others in the organisation and share knowledge and learnings 20. Proven history of following up commitments with action 21. Positive, contemporary attitude towards diversity, including Aboriginal, CALD and LGBTIQ communities and people living with disability Compliance 22. Understands and complies with company policies and procedures 23. Willingness and desire to comply with health and safety policy and procedure to ensure safety of self and others 24. Maintains appropriate boundaries in all interactions with children, young people, families and staff according to Social Futures policies and procedures 25. Adheres to legislation, regulations and best practice standards relevant to service and role Page 6 of 7

7 Inherent Requirements of the Work Activities/Environment Following is a table that outlines the main physical and psychological work environment characteristics that are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Element Key Activity Frequency Manage demanding and changing workloads and competing priorities Work in a team environment Work in different geographic locations Work Environment Be exposed to all outdoor weather conditions Rarely Work office hours with the possibility of extended hours Work in an open plan office Work in buildings which may have multiple stories Sit at a computer or in meetings for extended periods Liaise with our staff People Contact Liaise with government, non-government, businesses, and other community organisations Liaise with clients/customers Undertake intensive administrative tasks, which include computer work, report writing, participating in meetings Administrative Tasks and concentrating for long periods of time Use technology including photocopier, telephones including mobiles, fax, overhead projectors, televisions, videos, electronic whiteboards Transport Drive vehicles possibly over long distances and in all traffic and weather conditions Use public transport including trains, buses, trams and taxis Page 7 of 7