POSITION DESCRIPTION CORPORATE SERVICES OFFICER

Transcription

1 POSITION DESCRIPTION CORPORATE SERVICES OFFICER ABOUT LINK COMMUNITY TRANSPORT LINK Community Transport s (LINK) Head Office and primary depot is situated 62 Keon Parade Thomastown Victoria. LINK provides Community Transport services in Banyule, Darebin, Hume, Moreland, Melton, Nillumbik, Whittlesea, Wyndham, Yarra LGA s; and seeks to expand its service footprint in the near term. Victorian HACC funding is the predominant income source until June 2016, after which transition into the Federal domain will occur over a 3 year period. Ultimately, Federal Government plans will manifest such that LINK will operate in an open market environment where block funding is not a feature from July Our Vision LINK will provide leadership in meeting the needs of people who experience transport disadvantage Our Mission LINK is committed to the development and delivery of community transport and complimentary services to enrich people s lives by increasing their connection within the community. This mission will be accomplished by applying best practice and highest standards in all areas of our endeavour to provide: Accessible transport services to the wider Melbourne community; Opportunities and support for volunteers; Quality training and skills development courses; Resources to other community groups; Advise and build awareness about solutions to transport disadvantage at community, business and government levels. Our Values INTEGRITY o Open, Ethical, Committed, Strong, Confident, Professionalism o We are transparent, honest and consistent in what we do. DIVERSITY o Equitable, Reasonable, Inclusive, Acceptance o We embrace, contribute, recognise and support diverse communities of customers, volunteers and staff that foster a sense of fulfilment, wellbeing/wellness, belonging and achievement. EXCELLENCE o Accountable, Quality focused, Responsive, Accurate, Sustainable o We strive to achieve excellence because we value what we do.

2 INNOVATION / BEST PRACTICE o Leadership, Inspire, Creative, Courage, Effective, Impact o We commit to lead by instilling our strong continuous improvement philosophy in what we do, whom we serve and where we deliver with positive outcomes. RESPECT o Compassionate, Honest, Fair, Objective o We treat others and ourselves with dignity and pride. Our Celebration of Diversity LINK provides services to people of diverse ethnicity and origin. LINK respects, embraces and is enriched by the diversity of the people and communities that we support. LINK is committed to continually improving services that respond to the specific needs of all we service. Our Services LINK provides customized transport to people with a disability, first Australians aged 50+, those aged 65+, and other persons experiencing transport incapacity or disadvantage whether temporary or permanent, regardless of age; enabling attendance to personal needs and engagement in community life at affordable (subsidized) prices. Non-subsidized services are also available to the general community on a fee-for-service basis. Facts & Figures 20 staff & 80 volunteers REPORTS TO Finance & Administration Manager DIRECT REPORTS Nil PURPOSE OF POSITION The Corporate Services Officer is responsible for supporting the finance, human resource and administration needs of LINK. The Corporate Services Officer will provide timely, accurate and reconciled data entry and record keeping services that support operational need and reporting requirements. The Corporate Services Officer will provide operational support in the effective management of the staff and volunteer life cycle (Plan, Attract, Engage, Develop, Support, Reward, Retain, and Transition). The role will involve collaboration with line managers, co-ordinators, staff and volunteers to ensure synchronicity with business need and reinforcement of LINK HR policy and practice. The broad nature of the role within a relatively small team environment will entail the Corporate Services Officer performing some generalist administrative support at times including banking, mail, operational gap filling, and the like. This will also extend to performing project work for various managers from time to time. There is a need to provide collegial support and encouragement to a variable pool of volunteers from time to time.

3 SPECIFIC RESPONSIBILITIES Finance Assist Finance & Administration Manager with accounts payable coding, data entry, reconciliation and remittances as required Assist Finance & Administration Manager with accounts receivable invoicing, coding, data entry and reconciliation as required Attend to internal and external transaction and account enquiries Balancing and reconciliation of petty cash Balancing and reconciliation of bank accounts Assist Finance & Administration Manager with payroll as required Assist Finance & Administration Manager with budget preparations as required Assist Finance & Administration Manager with Statutory and Annual Reporting as required Support internal and external audit processes as required Provide data and reports and other supports to inform the business as requested Cultivate and engage relationships as required to optimize outcomes to LINK Support volunteer input into various initiatives where applicable Other duties as directed Human Resource Assist Finance & Administration Manager with application of applicable Awards and Remuneration and Benefits Frameworks Assist Finance & Administration Manager with all aspects of Workforce Management; most notably but not limited to systemic recruitment, induction, deployment, learning & development and transition of the volunteer cohort Maintain all personnel files and meet LINK quality system requirements Assist with implementation and reinforcement of all HR policy and initiatives Undertake community liaison initiatives as required Provide data and reports and other supports to inform the business as requested Cultivate and engage relationships as required to optimize outcomes to LINK Support volunteer input into various initiatives where applicable Other duties as directed Administration Attend to telephone calls as required (LINK operates a call centre as first point of contact this function sits outside the scope of this role) Attend to internal/external queries as required Assist in maintaining LINK ERP and Databases as required Assist in preparation of monthly newsletter as required Maintain electronic filing systems Assist with banking and post office related activities Order and receive office supplies Provide general supports to management team as required Participate in operational initiatives commensurate to required skills and abilities outside the Finance & Administration domain at the discretion of the Finance & Administration Manager Provide data and reports and other supports to inform the business as requested Cultivate and engage relationships as required to optimize outcomes to LINK Support volunteer input into various initiatives where applicable Other duties as directed Corporate Contribute to the development, maintenance and implementation of HR and Administrative policies and procedures for LINK s Quality Management System as required

4 Engage with the Finance & Administration team to ensure sound efficiency and performance; continuous improvement opportunities; reporting of issues and/or noncompliances; conducting audits and/or investigations; and undertaking training and other quality/performance-related activities to a level commensurate with the role Participate in core learning and development activities and reflective practice to advance professional skills and knowledge for application within LINK Culture Contribute and foster positive organizational culture aligned to LINK s Mission, Vision and Values At all times portray people with disabilities, people of diverse ethnicity, first Australians, and aged persons in a positive and dignified manner; preserving dignity, respect and privacy. Ensure confidentiality of information Carry out other duties as requested. All staff are required to undertake activities outside of their core duties from time to time. LINK WORK HEALTH AND SAFETY REQUIREMENTS The Corporate Services Officer has responsibility and accountability to the Finance & Administration Manager for safe work practices involving the following WHS requirements: Comply with LINK s Workplace Health and safety management system Implement actions and decisions which are consistent with the intention of the LINK WHS policy, and ensuring compliance with all site safety rules, policies and procedures, and relevant legislation Reporting WHS matters Identify and report issues, incidents, near-misses, injuries and hazards in the workplace immediately Work Environment Ensure self and volunteers receiving support are provided, appropriate wear and maintain personal protective equipment where required. Carry out work in a safe manner; adhere to all safety instructions, participate in risk assessments, incident investigations, safety training, return to work programs, and workplace evaluations as specified Training Ensure abiding by risk management and Safe Work Method Statements or appropriate procedures. Participate in emergency response rehearsals and reviews when conducted. Actively participating in any other safety activities prescribed by LINK Safe Work Methods Ensure sufficient resources are available to you to accomplish WHS program objectives Injury Management Manage workplace injuries in accordance with the Return to Work policy, procedure and workplace instruction. Ensure documentation compliance as prescribed by LINK WHS management system COMPETENCIES Behavioural Empathy with the needs and challenges of the Aged, Disabled, Culturally and Linguistically Diverse, and Disadvantaged demographic Ability to maintain productive relationships across diverse stakeholder groups Model constructive, collaborative, professional and positive behaviour Decisive time management, prioritization and organization skills Good level public engagement skills

5 Sound initiative and resourcefulness; able to work independently and with minimal supervision Analytical problem solver & Mitigates Risk High attention to detail and accuracy Sound interpersonal skills Healthy desire for self-development Technical Sound written and verbal communication Knowledge and experience of utilizing accounting/bookkeeping software Sound computer skills utilizing contemporary Microsoft software in Windows, Word, Excel, Outlook and Internet Explorer (or equivalent) Ability to quickly adapt to use of analytical tools to assist in reporting performance and need to the business Knowledge and experience in contemporary HR practice to a generalist level commensurate with responsibilities Good Project Management and multi-tasking skills Experience Ideally 2 years experience in contemporary HR support role whether in part or in full Ideally 2 years experience in Finance support role whether in part or in full Ideally 2 years experience in Administrative role whether in part or in full Empathy with the vision, mission and values of LINK Good level life exposure to a broad cross-section of community Education Partial or fully completed Business Diploma (or equivalent) would be ideal but not mandatory Standing Requirements Valid and current Driver Licence Satisfactory Criminal History Check AWARD Contract of Employment HOURS OF WORK 1.0 FTE 76 hours per fortnight Managers Name Managers Signature Date CEO Signature Date Reviewed Date May 2016