JOB DESCRIPTION. Administration Coordinator, Rural Services. Role Family: Community Services Level: E(AQF4)

Transcription

1 JOB DESCRIPTION Position: Reports to: Team Administrator Rural Services Administration Coordinator, Rural Services Role Family: Community Services Level: E(AQF4) Organisational Context: The Spastic Centre is the largest non-government provider of disability services in NSW, providing a range of services to people with cerebral palsy and other disabilities. These include accommodation, therapy, technology, employment, community access and support. Services currently operate in a highly decentralised model through 70 separate outlets. TSC s corporate offices are based at Allambie Heights. Their primary function is to provide the organisation with the necessary resources and support that will assist all operational areas to achieve TSC s overall mission and strategic direction. TSC has four geographical regions, each managed by a Regional Manager. Rural Services provides occupational therapy, physiotherapy & speech pathology to families with a child with a disability aged 0-18 years. The level of service provision can vary between teams due to funding differences. Services are located within the community in each rural region. There are 10 rurally based therapy teams 8 of which are managed under the Rural Therapy Services. Family-centred services are provided that are flexible, accessible and responsive to the needs of the child and the family, and promote the integration of the child and family within their community. Purpose, Nature and Scope of the Role: To provide support and assistance within the Rural team structure to: Be the first point of contact for families seeking assistance and to support them through the referral process or guide them to alternative services Support children with disabilities to realise their full potential by assisting the team in practical tasks such as administration support, project coordination and program developments Complete tasks that ensure the smooth running of the day to day work of the Rural team 1

2 Organisational Relationships & Staff Establishment: This positions reports directly to the Administration Coordinator who reports to the Regional Manager, Rural, who in turn reports to the Director of Regional Services, who reports to the Chief Executive Officer. Core Competencies of the Role: Organisational Knowledge Leadership/Teamwork Interpersonal Skills/Communication Problem Solving/Decision Making Legislation/Standards/Practice Service Delivery Professional Learning and Development: New employees must complete TSC induction program within the first three (3) months. The following learning and development components are compulsory: Corporate Orientation OH&S and Duty of Care Back Yourself Theory Responding to Assault and Abuse Overview, Children and Adults Good Working Relations Non Supervisory Customer Care OH&S Fire Security & Other Emergencies Unless approved by the Learning and Development team as recognition of prior learning ( RPL ), the following additional Essential Activities modules must also be completed within six (6) months of commencements of employment: Understanding Cerebral Palsy Communication Conflict Resolution Fire Warden Training Completed TSC Induction Program Ensure that learning and development, as outlined in the Annual Performance Appraisal, including knowledge of current Spastic Centre policies and procedures, is maintained. 2

3 Interpersonal Relationships: Internal: Local Rural Team members Rural Services Management Team Director of Regional Services Other Rural Services members Other Spastic Centre service staff External: Families and carers Community services Disability service providers Government departments and services e.g. schools, home care Private practitioners Training agencies Tertiary institutions Peak agencies Health and medical services Other relevant agencies Position Dimensions: Staffing: Direct Reports: Nil Indirect Reports: Nil Budget: Nil-oversees local budget management 3

4 Accountabilities Core Competencies Competency Descriptors Performance Outcomes Organisational Knowledge Has a good understanding of the mission and values of The Spastic Centre Gains an understanding of The Spastic Centre s key result areas and strategies Has a good understanding of the impact and interaction of services/programs/departments of other The Spastic Centre services Has a general understanding of The Spastic Centre policies and procedures Able to locate and briefly describe the mission and values of The Spastic Centre Demonstrates core values in workplace Able to locate and demonstrate an understanding of the Strategic Plan Understands how own job role contributes to achievement of the strategic plan Able to briefly outline The Spastic Centre structure and give an overview of the services provided. Is able to explain which other services are key to the running of the rural team Documented evidence of participation in relevant orientation programs Able to locate relevant policies and procedures as required Operates from code of conduct in line with policies and procedures 4

5 Core Competencies Competency Descriptors Performance Outcomes Leadership/Teamwork May act as a resource for a small work group (of up to 4 staff), providing coaching and feedback Supports other team members, actively participating and contributing to team goals Organises and coordinates the regular running of intake meetings within the team Supports manager and senior staff in evaluating and analysing policies and protocols applicable to work Will organise the completion and sending of the monthly report in a timely manner Will coordinate team projects, events and liaise with fellow Team Administrators and Manager as appropriate Coordinates teams funding applications eg, DET and CDSE and subsequent purchases Keeps abreast of local services provided in the region and possible local changes. Maintains mapping documents of region Manages the running of the office by completing administrative tasks as needed or requested Identifies opportunities for contributing knowledge and advice to the workplace to further develop the service Meets responsibilities and deadlines as agreed with the team and manager Demonstrates respect and accountability Uses teamwork to minimise information sharing repetition Actively contributes to a culture of teamwork 5

6 Core Competencies Competency Descriptors Performance Outcomes Interpersonal Skills/Communication Problem Solving/Decision Making/Research Handles non-routine phone enquiries and correspondence and can provide appropriate direction for response Effectively liaise, both verbally and in writing, with other services/programs /departments/families Able to resolve conflict with assistance Provides assistance to others with solving problems using knowledge/technical expertise For complex matters, will escalate problems to the next level when appropriate Identifies areas of potential concern and assists in the development of solutions Manage the intake of all referrals, collecting information from families regarding their child s needs and sharing this with the team at intake meeting Seeks others expertise appropriately when enquiries or service requests need clarification and identifies who is the most relevant individual to discuss this with Office is run in a professional and seamless manner, always supporting the core business of the team and organisation Communicates in an approachable and non-assumptive manner Recognises the impact of cultural diversity in work place and adjusts work practices accordingly Respects that other professional approaches may differ Clearly documents liaisons with other services/programs and departments Has a knowledge of and speaks regularly with colleagues and service partners, both internal and external Use core values to resolve conflict and enhance teamwork and recognises and identifies the need for assistance in the process Adopts a solution focused approach to practice and professional behaviour Identified and utilised as a resource by peers within the team Identified and utilised as a resource by other programs, service providers and families in relation to The Spastic Centre services in the rural region Seeks assistance from the manager around complex matters Informs peers and manager appropriately when issues requiring attention are identified Collaborates with peers and manager when an area of concern is identified and engages in the development of solutions 6

7 Core Competencies Competency Descriptors Performance Outcomes Legislation/Standards/Practice Maintains a working knowledge of all relevant standards and government legislation, for example OH&S Disability Services Act, Disability Services Standards Has an understanding of the issues around the legislation, the impacts of non compliance and how both work and affect the organisation Has an understanding of an interprets complicated work practices and may assist in the review/development of new work practices Demonstrates working knowledge of DSS and DSA and provides services that reflect these standards Freely shares and disseminates information around legislation and practice so as to contribute to a culture of organisational teamwork Actively participates through all available means to develop better work practices in both the team and service Qualifications/Experience HSC or Certificate IV or equivalent work experience Skill level and past work experience is evident in daily practice Service Delivery Supports the philosophy of family/client centered Establishes collaborative partnerships with families practice Empowers family to direct their own care Has a good understanding of the range of client/family Engages in collaborative identification of needs that reflects and respects needs and is able to work to identify these and assist client/family priorities in developing plans for individuals/families Recognises families team may extend beyond parents alone and includes Maintains appropriate documentation to the required significant others standard Completes required documentation in line with standards and policies Assists clients/families with the resolution of more Pursues alternative courses of action through discussion with the therapists to complex problems/issues resolve families more complex issues Supports a clients/family s community participation Engages in conversations with families, service providers and the community and opportunities in their environments that highlight the work of The Spastic Centre and how it impacts families Presents a positive image of clients and The Spastic Centre in the community 7

8 Knowledge, Skills and Experience requirements: Essential: Excellent organisational skills relating to office management Computer literacy -good word processing skills including speed and accuracy and competence in Microsoft Excel Self motivator, ability to work independently and as part of a team Demonstrated excellent verbal communication & organisational skills Ability to work without regular face-to-face supervision / support Willingness to travel to Sydney and within the region for professional development between 3-6 times per year Current NSW driver s license Flexibility within the role to undertake projects as they may arise, for example building projects, office projects, etc Desirable: A knowledge of disabilities such as cerebral palsy, Down s syndrome, other syndromes and Autism Experience working within the philosophy of client or family centred practice Experience in working independently and as part of a multidisciplinary team Experience working with children and families Signed... Date... STATEMENT OF DUTIES Human Resources does not require a Statement of Duties however where duties vary amongst employees with the same (or generic) job description the manager may choose to attach a detailed statement of duties to the job description. 8