WIPAN Accounts/Administrative Coordinator Position Description

Transcription

1 WIPAN Accounts/Administrative Coordinator Position Description 12 month contract Part-Time Total of 21 hours per week (3 days per week of 7 working hours per day, with half an hour (unpaid) lunch break) Located in Sydney CBD To Apply for this Position, you are required to submit all of the following: 1/ A cover letter; 2/ A full resume (CV); 3/ The contact details of 2 work referees (including their name, position title, telephone number and address); and 4/ A detailed written statement addressing each and every one of the essential and desirable selection criteria s listed below. Additionally just an overall statement to advise that you can competently complete all the Key Accountabilities and Duties listed in part of this Position Description below. ** Please note if you do not complete and provide all four of the above listed tasks, your application will not be considered.** Please provide completed applications as per the above instructions to: The WIPAN Selection Panel RE: Accounts/Admin Coordinator Position, via to: Lana Sandas lana@wipan.net.au All completed applications must be received at this address no later than 5pm. Friday 14 October Suitable applications received, will be notified by Tuesday 18 October 2016 and invited to attend an interview, at an agreed time slot on the day of Thursday 20 October Expected commencement date for the successful applicant will be from Monday 7, November 2016 through to Friday 11 November The 3 days to be worked each week for this position are negotiable and will be finalised between the WIPAN Selection Panel and the successful candidate prior to commencement of the position.

2 The Women in Prison Advocacy Network (WIPAN) is a not for profit, grassroots based NGO dedicated to improving the status, wellbeing and prospects of women and girls affected by the criminal justice system. WIPAN commenced operation in and addresses the many issues facing criminalised women both systemically through advocating, and individually through mentoring and holistic support. WIPAN know that by providing women with gender-responsive inclusive social support, recidivism rates will be reduced and the burgeoning prison population will be minimised. For more information regarding WIPAN s history, aims. visions and purpose, please visit the WIPAN website on Position Title: Accounts/Administrative Coordinator (12-month contract with possibility of extension, subject to performance review and funding) Office/Work Location Level 6, Suite 4, 377 Sussex Street, Sydney 2000 Classification of Salary Hours P/T: Social and Community Services Employees (State) Award [AN120505], Level 4 Pay-point 1. - $ gross per week gross ($28.30 per hour) + Super/On costs. 3 Days per 7 hours paid work per day 21 hours per week, with half an hour unpaid lunch break. (The days to be worked during the week are negotiable) Supervisor: Lana Sandas Chief Executive Officer (CEO) Expected Start Date/s: Throughout the week commencing Monday, 7 November 2016 to Friday, 11 November Purpose of the position: To perform a range of administrative, office and account/bookkeeping duties (both manually, electronically and with the proficient use of various software) to directly implement and facilitate the overall effective and efficient administrative and accounts operation of WIPAN as a small community based NGO. Further and on a needs by basis only, provide some administrative support to the CEO of WIPAN.

3 Internal Communications and Relationships: Accountable to: Liaises with: The WIPAN CEO and the WIPAN Management Committee (The Board) The WIPAN Board, WIPAN staff, volunteers, and the WIPAN clients. External Communication/Stakeholders At an operational level liaise (as directed by the CEO) with the Department of Family and Community Services (FACS), Department of Corrective Services (CSNSW), including Community Corrections, the Department of Justice and Police, the NSW Judiciary, including NSW Drug Courts, NSW Local, District and Supreme Courts, Legal Aid Commission and the Aboriginal Legal Service (ALS) At an operational level also liaise with all other relevant government and nongovernment agencies, Community Organisations and Agencies, Aboriginal Elders and their communities, and community members overall. KEY ACCOUNTABILITIES & DUTIES (Please provide just a brief overall statement to advise that you can adequately and competently complete all of the Key Accountabilities and Duties listed below). ** Please Note** These Key Accountabilities and Duties are an expected part of this position and are in addition to you having to individually answer each of the Essential Selection Criteria listed below. Answer, screen and transfer inbound phone calls being able to communicate effectively and with understanding to all inbound or outbound calls especially with our client base is an essential duty of this position, Receive and direct visitors and clients, General clerical and administrative duties including photocopying, fax and mailing, Maintain electronic and hard copy filing systems in an efficient and effective manner, Retrieve documents from electronic and hard copy filing system, Handle requests for information and data, Resolve administrative problems and inquiries, Prepare written and/or responses to routine enquiries, Prepare and modify documents including correspondence, reports, drafts and s, Based on information provided to you by the WIPAN Staff, draft a 6-8 weekly E- Bulletin (up to 6 short paragraphs of the recent events of WPAN that will then be sent out to the WIPAN Membership). Maintain and monitor the entire financial system, (MYOB Account Edge v15.5 IMac Computer) to ensure all financial processes are maintained in an accurate and timely manner. Ensure budgets and all necessary reports are compiled and made available to the CEO and President at least 4 days prior to the WIPAN Board s Monthly meetings,

4 Maintain and complete all financial records and files, including data entry, monthly petty cash, monthly payroll and monthly bank reconciliations for all necessary accounts, including completing all ATO, Super and Staff Payroll as and when required, Maintain all accounts payable and receivable data entry into MYOB and payments made to approved suppliers via Internet Banking (against yearly financial budgets that are approved by the WIPAN Board). All banking payments must be authorised by the CEO & President before being made, As needed schedule and coordinate meetings, appointments and/or travel requirements, Allocating one half a day per fortnight, search and source WIPAN s subscribed databases for potential grants or funding submissions and then provide to CEO to allocate and brief the selected WIPAN Grant Writer or Volunteer to draft the grant application or funding submission, Collect, all WIPAN memberships applications or and renewals received and enter into relevant databases. Further need to process all received credit card payments for both the memberships applications/renewals and also process all received credit card (regular or one off donations) through the WIPAN Credit Card Facility. Ensure all received membership applications and renewals are responded too, via within 3 working days of receipt and send their relevant financial receipts, once entered into the membership database, MYOB and processed through the WIPAN Bank facility. Prepare agendas for the WIPAN Annual General Meetings (AGM) Record, compile, transcribe and distribute minutes of meetings to the WIPAN membership base for the Annual General Meetings. Sort, distribute or file incoming correspondence once CEO has viewed and actioned all correspondence. Maintain office supply inventories and create and maintain an Asset Register (both in MYOB & In Excel). Coordinate maintenance of office equipment and replenish stationery/office supplies, maintain telephones, internet, parking and petty cash. Coordinate, enter and maintain records and rosters for volunteers, student placements. Also with staff, (coordinate and enter annual leave, sick or time in lieu forms in MYOB) and file hard copy accordingly,, Any other administrative, accounts or support duties as reasonably directed.

5 ESSEENTIAL SELECTION CRITERIA (Each and every listed criteria below must be answered individually, providing clear and concise answers of how you have in the past, can and will fulfil these essential selection criteria s). High computer skills/literacy and knowledge of relevant software IMac Computer, Mail, Safari, Calendar, Microsoft etc. Relevant tertiary and training qualifications AND extensive practical experience in all Administration and Accounts/Bookkeeping procedures and practices. Knowledge and relevant experience in operating standard office equipment, including, printers, fax, backups, external hard drives or back-ups to the Cloud etc. Knowledge and relevant experience of all clerical and administrative procedures and systems. Knowledge and extensive practical experience of accounts/bookkeeping procedures, data entry using MYOB Account Edge version Including Sales, Purchases, Bank Register, Payroll, Bank Reconciliations, Add & Maintain Yearly Budgets, Cash flow, Profit & Loss, (Monthly and Yearly to Budget), Balance Sheet, Lodgments of BAS and a full working knowledge of and the experience in using all other aspects and components of MYOB. Knowledge and relevant practical experience of the principles and practices of basic office and administrations management, and working autonomously and/or as part of a small team. Excellent Communication skills - written and verbal. Being pro-active, planning, prioritising and organizing an efficient productive work day (time management skills). Problem assessment and problem solving. information gathering and information monitoring. Attention to detail, accuracy and initiative skills. Flexibility and adaptability. Customer service orientation. WIPAN strongly encourage women who have experienced or been affected by the criminal justice system to apply for this position. All candidates will be selected for an interview and possibly become the successful candidate based upon their merits and ability to complete the tasks and duties required for this position. CALD and Aboriginal/Torres Strait Island women with the required skills are encouraged to apply. Being a woman is a genuine qualification under Section 31 of the NSW Anti-Discrimination Act. For any enquiries, please contact th e W I P A N C E O, Lana Sandas on (during business hours, on- Fri) or via at lana@wipan.net.au Please ensure you follow the directions as set out in this advertisement to be considered as a suitable applicant for this position.