POSITION DESCRIPTION. Receptionist / Administration Assistant. Administration Team - Dandenong. SCHADS Award Level 3 PP4 (Administration Worker A6y3)

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1 POSITION DESCRIPTION Position: Program: Classification: Hours: Receptionist / Administration Assistant Administration Team - Dandenong SCHADS Award Level 3 PP4 (Administration Worker A6y3) Full Time 38 hours per week Duration: 30 October 2017 Location: Accountability: Dandenong office This position is directly accountable to the General Manager OHC Services Date: October 2016 INTRODUCTION At Anglicare Victoria our focus is on transforming the futures of children and young people, families and adults. Our work is based on three guiding pillars, Prevent, Protect, Empower. We offer a comprehensive network of services and seek to ensure the provision of high quality services that will bring about significant improvements in the life experience of the young people, children and families/caregivers with whom we work. Anglicare Victoria has an official Reconciliation Action Plan (RAP) that bears the Reconciliation Action Trademark. The RAP requires that staff continue to develop their cultural competence so as to maximise opportunities and improved outcomes for Aboriginal and Torres Strait Islander peoples. Occupational Health & Safety (OHS) Anglicare Victoria is committed to ensuring the health and safety of its employees and any other individuals present in our workplaces. In achieving and maintaining workplace health and safety, Anglicare Victoria will apply best practice in OHS in accordance with statutory obligations at all times. All Anglicare Victoria employees and volunteers are required to take reasonable care for their own health and safety and for that of others in the workplace by working in accordance with legislative requirements and the company s OHS policies and procedures. OHS - Employees are be required to complete the OHS requirements of the organisation, which may include local level training relating to equipment usage or Hazardous Chemicals. Employees, contractors and volunteers are required to: understand and comply with all OHS legislation and regulations relevant to their activities at the designated workplace take reasonable care their actions or omissions do not adversely affect the health and safety of themselves and others HRF Page 1 of 5

2 cooperate with any reasonable directions, policies and procedures relating to health and safety in the workplace report all injuries, illness or near misses to the Team Leader/Supervisor or Regional Manager OVERVIEW OF PROGRAM The Southern Division has a number of service sites, one of which includes Dandenong. There are a number of services that operate from this service centre; Residential Care Services, Foster care services, pilot programs such as the Retainer House model, Targeted Care Packages Program, Unaccompanied Minor Program and Treatment Foster-care Oregon (TFCO). Administration staff at this office form part of this team and have varied responsibilities which include direct and indirect program support, as well as site support to ensure the smooth running of the service centre itself. The Receptionist/Administrative Assistants will provide administrative assistance to the teams and other agency staff who may work from the site from time to time. POSITION OBJECTIVES To provide effective and professional reception and administrative support to individuals receiving support services and programs based at the site. To participate as a member of the staff team at the site. KEY RESPONSIBILITIES Reception Ensure reception area is maintained in a tidy and professional state at all times Reception duties including being the first point of contact for individuals accessing services, answering switchboard, appointments, attending to general enquiries Efficient recording and distribution of messages to staff Monitor staff movement book / board Distribute mail and faxes Ensure material in reception display area is current / up to date. Replenish material as required Ensure notice boards and displays have current information eg. OH&S Board, Job Opportunities and general notice boards Post outgoing mail at the end of the day Financial Processing Purchase stationery as required Arrange for printing of letterhead, envelopes, business cards etc.. Purchase consumables for kitchen and site where required Ensure that goods received are checked against invoice and distributed accordingly Purchase staff amenities as required eg. Coffee, tea, sugar, toilet paper etc.. Administration & Program Support Provision of administrative support to all staff at the site including minute taking Attending to typing requests as required by program staff Maintenance of systems such answering machine Assist/resolve local IT and other technical issues as necessary HRF Page 2 of 5

3 IT Attend and participate in Area Administration Meetings Develop flyers for specific group work, information etc.. as required by program staff Distribute Newsletters, Flyers, Brochures to external agencies, carers etc.. as required by program staff Photocopy bulk program material as required by program staff Develop mail-out lists and labels Handle enquiries about groups, sending out registration forms, collating responses, preparing attendance lists Assist with archiving of closed files as required where required To provide information to prospective carers and volunteers about opportunities available within programs Prepare spare client, carer files as required by program staff and/or Team Leaders Assist with computer problems where the site & administrative worker is not available Report faults to IT helpdesk as required where the Site & Administrative worker is not available Fleet Management Ensure diary sheets are available for staff to book agency vehicles Store used diary sheets in a secure manner for auditing purposes Arrange monthly cleaning of vehicles Prepare monthly vehicle reports and provide to Area Manager Book vehicles in for service as required Report damage on vehicles to site & Administrative worker who will then liaise with BRMS OH&S Replace sections in OH&S manuals as they are updated Resources Assist with the creation and maintenance of a resource /toy library Assist with the creation and maintenance of the food pantry / emergency relief Assist with the creation and maintenance of other initiatives as they evolve Other Allocate new staff with pidgeon holes Distribution of PD s to applicants as required To provide administrative support to alternative sites if and when required To participate in all other areas as directed by the Team Leaders, Program Manager s or General Manager To be aware of the processes and procedures to undertake the role of site and administrative support when required. Multi-skilling to ensure back-up available KEY SELECTION CRITERIA Professional reception skills and the ability to work with clients in a sensitive and respectful manner Demonstrated ability to work effectively under pressure and to timelines HRF Page 3 of 5

4 Capacity to work autonomously demonstrating initiative combined with consultation when necessary, with sound time management skills Demonstrated ability to take direction and work well within a team Effective verbal, written and interpersonal skills able to work in a harmonious team structure that is supportive and efficient Sound knowledge of Microsoft Office suite Word, Excel Accurate, efficient data entry skills Demonstrated ability to pay attention to detail Proven experience in streamlining systems and procedures and communicating these changes Ability to gain respect and confidence of staff and other organisational contacts Ability to troubleshoot a variety of problems including technical Sound time management skills Capacity to work autonomously, demonstrating initiative Demonstrated experience of administrative tasks and procedures Desirable skills, knowledge, and experience Demonstrated understanding and experience of welfare issues Mature and non threatening approach to communication TERMS AND CONDITIONS Salary and conditions are in accordance with the Social, Community, Home Care and Disability Services Industry Award Salary packaging is offered with this position. All offers of employment at Anglicare Victoria are subject to a six month probationary period. The staff member will be asked to participate in an annual performance review linked to objectives set out for the position. All offers of employment are subject to a satisfactory Criminal History Check and must provide a Working with Children Check prior to commencement. A current Victorian Driver s licence is essential. Anglicare Victoria is a member of HESTA (Health Employees Superannuation Trust). At present, we contribute 9.5% of ordinary time earnings to this fund. Staff may elect to choose their own superannuation fund. TO APPLY: HRF Page 4 of 5

5 Please apply in writing addressing the key selection criteria and nominating three professional referees to For further enquiries contact Antoniette Bonaguro on Applications close Friday 18 th November 2016 HRF Page 5 of 5