POSITION DESCRIPTION

Transcription

1 POSITION DESCRIPTION Position Title: Program / Unit: Award/Agreement: Term: Classification: Position reports to: Administration Officer Human Resources / Admin SCHADS Part-time 0.8 EFT (60.8 hrs per fortnight) NSW L3 Administration Co-Ordinator ORGANISATIONAL CONTEXT Established in 1997 MacKillop Family Services (MacKillop) continues the child and family welfare ministries of the Christian Brothers (Oceania), the Sisters of Mercy (Melbourne) and the Sisters of St. Joseph (Victoria) in Western Sydney, Wollongong, NSW South Coast, Melbourne, Geelong, Warrnambool and Perth. Programs include Home Based and Residential Care, Refugee Services, Disability Services, Youth Support, Education and Training, Family Support and support of women and men who as children were in the care of our founding agencies. MacKillop Family Services involves a staff of some 800 personnel and nearly 420 volunteers. Operating out of more than 30 sites our budget expenditure is $65 million. MacKillop Family Services has embarked upon a journey of change through its adoption of the Sanctuary Model. The Sanctuary model is underpinned by the commitments of: Nonviolence, Emotional Intelligence, Social Learning, Open Communication, Social Responsibility, Democracy, Growth and Change The Sanctuary Model is a blueprint for clinical and organisational change which, at its core, promotes safety and recovery from adversity through the active creation of a traumainformed community. A recognition that adversity is pervasive in the experience of human beings forms the basis for the Sanctuary Model s focus not only on the people who seek services, but equally on the people and systems who provide those services. OUR VALUES Justice: We believe in the right of all people, regardless of belief or culture, to be treated justly and fairly; and Hope: We commit to creating an atmosphere of hope where people find meaning in their experiences and relationship; and Collaboration: We commit to working in a collaborative spirit through cooperation, coordination, and partnership; and Compassion: We commit to creating an attitude of openness to others and to their circumstances; and Respect: We seek to listen and learn from each other and to build relationships with respect;

2 POSITION PURPOSE The purpose of this position is to provide timely and efficient administrative support in relation to program and support services processes, including overseeing the reception area. PRIMARY OBJECTIVES To provide a customer-focussed reception function To provide administrative support to Program areas To provide administrative support as per MFS documented systems, practices and processes To provide back-up across the Administration team including onsite support to other MFS locations as required To work as part of a team and contribute as a positive team member to the Administrative team and MFS KEY RESULT AREAS AND RESPONSIBILITIES Reception Operate telephone system; receiving calls efficiently and courteously, ensuring messages are relayed to appropriate staff Open and close reception areas each day, including maintaining the Visitor In / Out register Monitor general tidiness of office, including co-ordinating bins for collection Monitor brochures and general tidiness of reception area Attend to visitors and provide general information as required Oversee the internal and external mail system, including postage and allocation of mail Assist in managing staff enquiries / request including receiving deliveries, organising couriers and taxis etc. To relieve reception as required Administration Co-ordinate the purchasing and transferral of general office / program requirements e.g. cleaning products, milk, stationery etc Co-ordinate catering and room bookings for large meetings Contribute to preparations and cleaning for large organisational functions / meetings as required Scheduling and minute-taking of meetings as required

3 Complete admin ad hoc tasks e.g. mail-merge, photocopying, laminating, promotional material etc. Preparation and archiving of files Assist with special projects and audits as required Contribute to the development and continuous improvement of Admin manual, procedures and forms Finance Undertake other duties and responsibilities as required Provide support to Admin Co-Ordinator and Finance Team by ensuring adherence to accurate and timely finance processes including: Management of purchase order books / online system Management of petty cash co-ordination of cab charges including reconciliation of cab charge statements Support Managers in preparation of purchase orders and coding invoices for approval Support Managers with reconciliation of credit cards Undertake banking on a weekly basis (or as required), including cheque requisition and completion of the banking summary Review and correct Imprest spreadsheets in a timely and accurate manner, including ongoing training and support to Residential Supervisors HR/Payroll Provide support to Recruiting Managers in preparation of paperwork, scheduling of interviews, sending out unsuccessful letters and verification of paperwork Undertake necessary pre-employment checks including Crimcheck and verification of Working with Children Checks,(see HR-F-014 Recruitment & Selection Guidelines for more information) Provide support to Recruiting Managers in regards to preparation for new staff and the site orientation process Where necessary, assist Managers to ensure that timesheets are properly costed, completed and received at Central Office in accordance with pre-determined time lines and processes Property & Fleet Management Support the Property & Fleet team with onsite support to staff in respect of Property & Fleet core processes including though not limited to: Being one of the local contact people for staff to report any property maintenance and fleet issues for the site, including meeting with local contractors and suppliers as required

4 To enter maintenance requests for relevant administration site directly into MORS and follow-up on site approval where appropriate as per Delegations Charts Oversee on-site storage of keys, including following up on keys that have been misplaced or issued on a temporary basis and complete key allocation form when allocating keys to staff and ensure relevant Declarations / booking forms are signed Maintain swipe cards, including activating and de-activating cards as necessary Manage equipment register as required Setting-up and training staff in vehicle booking system Advise Fleet Co-Ordinator about the unsatisfactory cleanliness/ condition of vehicle and organise for cleaning (as required) Liaise with and provide support to Property & Fleet team including following up on vehicle damage, fleet infringements and/or insurance claims documentation Co-ordinate booking of pool cars for servicing as indicated by the spreadsheet sent out of by the Fleet Co-Ordinator Assist the Fleet Co-Ordinator with end of year FBT process by retrieving log books and returning to the Fleet Co-Ordinator and distributing new log books In consultation with the Fleet Co-Ordinator ensure trade-in vehicle is ready for collection including recording final odometer reading, retrieving log-book/first-aid kits, have both sets of keys ready to go with vehicle Ensure new vehicles are set-up appropriately including allocating pool car number (if appropriate), keys are labelled, fuel card available, log-book and e-tag in vehicle and spare set of keys recorded in key register and stored appropriately In consultation with the Fleet Co-Ordinator assist with the hire and return of rental cars as required, including ensuring car is returned without damage and a full tank of fuel Report on condition of bus on a monthly basis (if required) Escalate issues to Property and Fleet team as required e.g. concerns with supplier Program Create log-ins for new clients and allocate appropriate questionnaire in Viewpoint Entering in new clients and carers in MRDS and updating placement dates as required Preparation of buddy bags and other packs for clients Preparation of reports as required Other Provide Administration support to other offices as required Undertake other duties and responsibilities as required KEY SELECTION CRITERIA Essential

5 Demonstrated experience working in an administrative capacity Strong interpersonal and communication skills (verbal and written) with a proven capacity to develop networks A commitment to a high level of customer service, including the ability to remain calm and think clearly under pressure Strong organisational skills including the ability to prioritise, produce work of a high quality and consistently meet deadlines Willingness to contribute in a collaboratively, proactively and show initiative within a team environment Demonstrated ability to work effectively with minimal supervision and willingness to seek guidance where required Outcome focused with a positive, can-do attitude assuming full-responsibility for tasks undertaken High proficiency in Microsoft Office An understanding of the work of MacKillop Family Services and a commitment to principles of Sanctuary OTHER JOB RELATED INFORMATION The incumbent is required to: Observe and actively support MacKillop s WH&S policy and strategy. Attend mandatory and other training as required. The incumbent must possess a: Valid and current Driver s Licence; Satisfactory criminal history check; and Working with Children Check APPROVAL Approved by: Anna Barun Date: 10 th July 2014 Position Title: Administration Manager (Acting) Staff Name: Signature: Date: Template updated: October 2012 Approved by: HR Operations Manager