ADVOCACY FOR DISABILITY ACCESS AND INCLUSION INC

Transcription

1 1 ADVOCACY FOR DISABILITY ACCESS AND INCLUSION INC Advocating for and with people living with a disability POSITION DESCRIPTION POSITION TITLE: ORGANISATION: LOCATION: CLASSIFICATION: Programme Coordinator Advocacy for Disability Access and Inclusion Inc. ADAI, 149 Currie Street, Adelaide Social, Community, Home Care & Disability Services Industry Award 2010 (Level 5) EMPLOYMENT TYPE: Fixed Term Contract February December 2017 TIME FRACTION: 0.8 FTE OUR ORGANISATION Advocacy for Disability Access and Inclusion (ADAI) is a non profit organisation that is funded by the Commonwealth Department of Social Services and is responsible for providing individual independent advocacy services to people living with a disability their families and/or primary carers, who live in South Australia, at no cost. ADAI does not provide emergency, crisis or case management services. ABOUT THE ROLE The Programme Coordinator reports to the Chief Executive Officer and is responsible for program coordination, daily management, finances and administration of ADAI s work to ensure the organisation meets its funding and legislative requirements. The position requires a high level of communication and organisational skills, reliability, accuracy, mature work practices, team support and team co ordination experience in the not for profit sector, applied understanding of Quality and Work and Health and Safety requirements, an understanding of disability and a general understanding of what advocacy is. KEY ACTIVITIES Ensure all financial and human resource policies, procedures and administrative documentation is properly maintained, updated and recorded to ensure all audit and quality assurance activities will be met. Ensure all of the above documentation and acquittals are readily available to the Board and Chief Executive Officer as required. Support the Chief Executive Officer and the Board of Management with their roles Manage any non advocacy staff. Ensure that client information is collected and maintained on the NDAP /ADAI database. Work cooperatively with the Senior Advocate/NDIS Appeals.

2 2 KEY OUTCOMES The organisation has data to demonstrate it meets all legislative, funding and quality assurance requirements All staff work cooperatively as a team to support the Board of Management and ADAI s funding brief from the Department of Social Services. The organisation maintains currency in the disability sector. The Board and Chief Executive Officer have ready access to required data and information for the operation of the organisation. All human resource, financial and administrative records are current and meet required legislative standards. All financial activities are properly acquitted within required timeframes and full records are available to the Board In conjunction with the Senior Advocate/NDIS Appeals; documents, policies and publications are regularly reviewed and updated including website and social media content. Data is provided to meet statistical and other reporting requirements. Staff participate in ADAI s quality assurance reviews All staff have current certificates, licences and required training levels, and are aware of their employment contracts, other employment obligations and these are implemented and met. The organisation provides clients and key stakeholders with relevant and current information regarding the implementation of the ADAI advocacy model. KEY RELATIONSHIPS Board of Management Chief Executive Officer Senior Advocate/NDIS Appeals ADAI employees and clients and supporters External service providers Regulatory and funding body employees Essential criteria: Tertiary qualifications in a discipline which supports the duties of the position Work experience in an environment and level which will compliment and support the position. High level skills in MYOB, including Payroll and an understanding of preparing BAS statements and use of Excel spread sheets using formulas Financial and Office Systems Coordination knowledge and experience Demonstrated high level of interpersonal, written and verbal communication skills High level of proficiency in the Microsoft Office Suite and in the use of Client Data Management systems

3 3 Sound organisational and planning skills including the ability to prioritise work and work without close supervision Current driver s licence Desirable: Experience in working with people living with a disability or their representatives. Special requirements: Employment is subject to a satisfactory National Police Check, Child Related Employment Screening Check and DCSI Disability Services Employment Screening Check Undertake out of hours work as required. Additional work time is compensated by time in lieu.

4 4 DUTY STATEMENT Programme Coordinator/Administrator General Administration: Ensure records conform to Governance, legislative, contractual and funding agreement standards and manage the client record management system (CRM), Data Exchange (DEX) and Quality Assurance recording requirements. Contribute to organisational growth by managing and developing staff in conjunction with the Senior Advocate/NDIS Appeals. Organise client bookings/accommodation bookings and arrangements for rural and remote travel. Research, identify and draft grant submissions and applications for the organisation. Maintain currency in financial, human resource, legal practice and social changes occurring in the disability area and in conjunction with Senior Management, amend ADAI practices to reflect this as appropriate. Participate in performance development and training, utilize networks, and attend professional development. Provide information and support to agencies working with people with disabilities and who seek services on behalf of their consumers. Collect and maintain client information on the NDAP /ADAI database. Schedule staff meetings, call for and develop meeting agendum, and complete and circulating minutes. Collate data and draft other reports as necessary Contribute to the development of self advocacy tools Financial: Process payroll and all invoices, financial reconciliations and the management of MYOB data and reports by providing a quality assurance process/accuracy check Purchasing within the delegated limits Prepare acquittal documentation for review by auditor, presentation and submission to Chief Executive, Treasurer, and Board. Prepare all financial reports for the Treasurer to present to the Board at monthly Board meetings. Prepare and present all financial reports for Board Approval for End of Financial year reports ready for the Auditor. Ensure all required insurances are current and appropriate to organisational need and compliant with Funding requirements Assist in annual budget development

5 5 Quality Assurance: Ensure all reporting, collation and maintenance of records enables the Board to meet its Quality Assurance obligations. Advise the Chief Executive of any changes or actions required. Ensure compliance with Services Standards and Funding requirements by monitoring the currency of staff Police and DCSI checks, driver s licences and other compulsory registrations. Maintain a register of all completed staff training and registration status, ensuring follow up action is completed where required Manage and report to the Board of Management on ADAI s Client Feedback processes Monitor the timely and accurate completion of client and service records and statistics and report on and discuss the results each month with the Senior Advocate Ensure processes are in place to regularly collect data required for reports to funding bodies and to demonstrate that quality assurance standards are being met Prepare data for reporting to funding bodies and quality assurance agencies Co ordinate Policy review and Policy continuous improvement for the Board of Management Co ordinate, document and report on Continuous Quality Improvement activities to ensure all obligations are being met. Co ordinate the completion of monthly and ad hoc Board Reports for the Chief Executive Officer Co ordinate and participate in Internal and External Quality Audit processes Monitor use of Outlook Calendar, Car booking sheet, Home Safety Assessments and Lone Worker Units to ensure their required/continued use by staff. Identify and/ or assist in developing or revising procedures, practices and forms as part of the organisation s continuous improvement process. Work Health and Safety: Promote, maintain and contribute to their own, and the team s Workplace Health and Safety Ensure the WHS Induction Programme meets current legislative and organisational requirements. Organise, deliver and participate in staff WHS inductions and training. Identify, manage and report on Hazards and Incidents, identify and implement corrective actions. Assist in Injury Management processes as appropriate. Plan, co ordinate and report on activities under the Annual Work Health and Safety Plan Monitor and report on WHS Policy review requirements to the Board of Management Review the organisations Risk Management plan and advise the Board of Management of changes or activities required.

6 6 Human Resources: Oversee the human resources practices and procedures in the organisation to ensure proper processes are in place and are followed. Ensure all employment files are properly managed and retained. Prepare all employment contracts and ensure that documentation is correct. Ensure all induction, performance review, probation and similar processes are scheduled and completed. Ensure Human Resources procedures and documentation for recruitment and induction processes are in place and implemented. Work collaboratively with the Senior Advocate to develop and maintain staff rosters which ensure the effective provision of advocacy and administrative services. Work collaboratively with the Senior Advocate to manage leave requests effectively. Organise compulsory and agreed staff training and professional development I understand and accept the above duties related the position of Programme Coordinator Level 5 at Advocacy for Disability Access and Inclusion. Employees Name (Please print) Employee Signature Date Chair of Board of Management (Name): (Please Print) Chair of Board of Management Signature: Date: