ROLE DESCRIPTION. Manager, Executive Administration & Facilities. Role Family: Corporate Support Level: E (AQF4)

Transcription

1 ROLE DESCRIPTION Role: Reports to: Executive Assistant Manager, Executive Administration & Facilities Role Family: Corporate Support Level: E (AQF4) Organisational Context: Cerebral Palsy Alliance (CPA) is the largest non-government provider of disability services in NSW and the ACT, providing a range of services to people with cerebral palsy and other disabilities. These client services include accommodation, therapy, technology, supported employment, community access and support. Services are delivered to around 5,000 clients annually and currently operate in a highly decentralised model through 55 separate outlets. CPA s corporate support services include human resources management, organisational development, financial management and accounts, fundraising, marketing and events management and general administrative support and are based at the Allambie Heights campus. Their primary function is to provide the organisation with the necessary resources and support that will assist all client services areas to achieve CPA s overall mission and strategic direction. CPA currently employs 1100 staff, 175 of whom are supported employees. Purpose, Nature and Scope of the Role: The Executive Assistant is part of the Executive Administration Team. The role is based at Allambie Heights. This role exists to: Provide administrative support to the General Manager, Compliance and Company Secretary Coordinate the electronic collation and delivery of Board and Sub- Committee papers Assist the GM with the Memberships process and AGM Provide administrative assistance to the Executive and Executive Administration teams as required. Organisational Relationships & Staff Establishment: This role reports directly to the Manager, Executive Administration Team & Facilities who reports to the CEO/COO. 1

2 Executive Assistant Manager, Executive Administration Team & Facilities CEO/COO 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: Cerebral Palsy Alliance has a strong commitment to providing our employees with evidence based, responsive professional development which includes the delivery of nationally accredited courses through its Registered Training Organisation. It is compulsory for all new employees to complete Cerebral Palsy Alliances, Orientation and Induction Program in accordance with the current action PACT Learning Calendar. For further information please visit: Each employee must also ensure that learning and development, as outlined in the Annual Performance Appraisal, including knowledge of current Cerebral Palsy Alliance policies and procedures, is maintained. Interpersonal Relationships: Internal: CEO and Executive team Board of Directors Executive Administration Team Management and staff of other Cerebral Palsy Alliance Regions Corporate Services management and staff External: Parents, community organisations, government and non-government service providers. 2

3 Position Dimensions: Staffing: Direct Reports: Nil Indirect Reports: Nil Budget: Nil 3

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5 Accountabilities Core Competencies Competency Descriptors Performance Outcomes Organisational Knowledge Has a good understanding of the mission and values of Cerebral Palsy Alliance. Has a good understanding of Cerebral Palsy Alliance s Key Result Areas and Strategies. Has a sound understanding of the impact and interaction of services/programs/departments on other Cerebral Palsy Alliance services. Has a general understanding of Cerebral Palsy Alliance policies and procedures. Clearly articulates the policies and procedures affecting their role Identifies and promotes the positive relationships with key internal partners and the relationships Develops working relationships with external bodies Clear understanding of links between own service and other Cerebral Palsy Alliance services Understands Cerebral Palsy Alliance Strategic Plan Operates from a Code of Conduct in line with Policies and Procedures Leadership/Teamwork May act as a resource for a small work group (of up to 4 staff) on a regular basis, providing coaching and feedback. Supports other team members, actively participating and contributing to team goals. Provides leadership to other staff in the delivery of service Provides hands on training and coaching to new staff Provides leadership to working parties Coordination of team projects, reporting outcomes to managers May be required to actively participate in performance appraisal of more junior employees Is recognised and utilised as leader in area of administrative expertise 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. Able to resolve conflict with assistance. Provides assistance to others with solving problems using knowledge/technical expertise. In relation to more complex matters, escalates problem to next level when appropriate. Identifies areas of potential concern and assists in the development of solutions. Responds to non routine enquiries, verbally and in writing, in a professional and timely manner Undertakes a range of communications with other services, programs and organisations Uses a diverse range of communication methods to meet needs of internal and external clients and customers Resolves conflicts within workplace using appropriate techniques Demonstrates an awareness of the impact of staff conflicts on others and service delivery Ensures the principles of Good Working Relations within workplace is upheld Promotes diversity in the workplace and ensures others adjust own work practices accordingly Demonstrates ability to resolve day to day service delivery issues Able to involve senior staff when more complex issues arise Actively participates in the resolution of solutions Provides advice within range of knowledge Takes ownership and initiates tasks and creates reports as appropriate 6

7 Core Competencies Competency Descriptors Performance Outcomes Legislation/Standards/Practice Qualifications/Experience Service Delivery Has a broad working knowledge of all relevant standards and government legislation e.g., OH & S, Disability Services Act, Disability Service Standards. Understand the issues surrounding non-compliance to legislation and standards, and the impact his has on the organisation. Understands the importance of sharing this information across the organisation. Understands and interprets complicated work practices and may assist in the review /development of new work practices. HSC or Certificate IV in Administration or equivalent work experience. Performs general administrative and or data entry duties including the maintenance of record systems (hard copy and electronic). Deals with routine correspondence. Completes basic reports according to timetable. Assists supervisor/manager with organising meetings. Begins to develop specialised skills in a particular functional area of work. Presents a positive image of the organisation to the community and external customers Adheres to quality standards and all relevant government legislation Adheres to detailed and precise service delivery procedures and standards Evaluates own work to ensure standards are met Understands and interprets complicated quality standards which require understanding or interpretation of variations Awareness of bigger picture the impact of legislation and standards on day to day service delivery Demonstrates working knowledge of OH&S responsibilities, policies and procedures within organisation General understanding of the role and responsibilities in relation to the Child Protection Act Identifies and reports all policy/procedural breaches Actively participates through available means, to develop better work practices in service Numeracy and literacy skills appropriate to the role Advanced computer skills in Microsoft Office (Word, Excel, PowerPoint and Outlook) Support other team members in Microsoft Office computer applications Participate in all ongoing / relevant training Indicative typical duties and skills of this level may include: Prepare cash payment summaries, banking report and bank statements, calculate and maintain wage and salary records, follow credit referral procedures, apply purchasing and inventory control requirements, post journal to ledger etc at a higher level than at Level D Provide detailed advice and information on the organisation s products and services, respond to client/public/supplier problems within own functional area utilising a high degree of interpersonal skills Secretarial performing a broad range of clerical functions at a higher level than Level D Assist with the administration of special projects Apply software computer packages utilising clerical skills at a higher level than Level D Adheres to policies relating to excellence in customer service Liaison & organisation with parents and other internal service providers around groups / events 7

8 Diary management, organise travel arrangements, minutes and meeting preparation Collation and preparation of Board and Sub Committee meeting papers Oversees administrative processes for AGM and Membership Provide administrative support to Executive team as required 8

9 Summary of knowledge, skills, experience and values: Essential: Computer literacy and familiarity with Microsoft packages: advanced skill level (Word, Excel, Outlook, PowerPoint) Advanced interpersonal and written communication skills Ability to prioritise work and meet deadlines Excellent attention to detail Commitment to the rights of people with disabilities Commitment to learning and development Demonstrated commitment to excellence in customer service Previous experience in similar support roles Experience in working independently and as part of a team Desirable: Previous experience in assisting with Boards of Directors Legal secretary experience Previous experience of working with people with disabilities Signed... Date... STATEMENT OF DUTIES People and Culture does not require a Statement of Duties. However, where duties vary amongst employees with the same (or generic) role description, the manager may choose to attach a detailed statement of duties to the role description. 9