Agreement / Award YMCA South Australia Employee Collective Agreement 2006

Transcription

1 Position Title: Department / Industry: People and Culture Officer People, Risk and Compliance Agreement / Award YMCA South Australia Employee Collective Agreement 2006 Classification / Grade - Only include the Classification. The pay point / level will be specific to the applicant Class 5, Level 1 Position Status Full Time About YMCA South Australia Creating opportunities for people and communities to connect with a better life VISION 21 YMCA South Australia is a charitable, not-for-profit community organisation that has served the South Australian community for more than 160 years. With approximately 600 employees, we deliver programs and services across the State in settings including community recreation centres, swimming pools, health and fitness facilities, camps, early education and schools and youth services. Our Beliefs COMMUNITY We make a positive difference in the communities in which we work OUR PEOPLE We value our people and their contribution to our organisation YOUNG PEOPLE We value and encourage the impact of young people in our community FOCUS We think globally and act locally SUSTAINABILITY We work to build a strong and vibrant YMCA for future generations EQUALITY We value equality of opportunity for all people Our Values INCLUSIVENESS We strive to ensure everyone is welcome at the Y ACCOUNTABILITY We accept responsibility for our decisions and actions INNOVATION We encourage original and creative thinking CARING We strive to display kindness and concern for others in all that we do CONNECTING We work to bring people and opportunity together For further information regarding YMCA South Australia, please visit

2 Position Summary and Requirements The People and Culture Officer is responsible to provide first line assistance to managers and staff in relation to People and Culture practices, policy, procedure, advice on employment Awards / Agreements and employment contracts. Providing appropriate support to the Manager People, Risk and Compliance, the role will also provide significant administrative support such as producing employment contracts, generating People and Culture reports, maintaining employee files and administering our qualification database LEJer. Based in our Adelaide Office the role is part of a small effective team providing critical support functions to the multiple sites and programs managed by YMCA South Australia. All employees may be asked to work early mornings, afternoons, evenings and weekends. Key Accountabilities (Main area of responsibility i.e. Recruitment) Key Tasks (i.e. (Specific key actions as required of the Key Accountability) Measures how to tell when the job is done) (i.e. Recruitment Coordinate the placement of job ads as determined by the relevant Manager Monitor applications and forward them to the relevant Manager at the closing of the job ad Upon provision of advice from Manager, prepare Letter of Offer and Employment Contract Validate Manager Checklist to ensure all mandatory documentation provided from Manager Prepare Personnel File and file all documentation Monitor Induction, record completion and report on noncompliance monthly Administer screening process (National Criminal History Record Checks / DCSI) including submission of forms and distribute results to managers P and C Support Provide basic advice to management and staff in relation to P and C policy, procedure, ECA, Awards and practises Monitor forms and offer quality check to data in relation to: o Employment contracts o Payroll set up information o Classification and grades Administer the Lejer system ensuring that all qualification, compliance and educational records are uploaded, maintained and kept current at all times Assist in the development of, or simplification of P and C forms and processes as required Assist in the makeup and administration of YNet ensuring loaded documents remain relevant and current and within the framework determined by the function Create and maintain personnel files for all employees and volunteers Ads placed as per specification and within 2 days of request Applications to Manager within 24 hours of close Offers and Contracts provided within 2 working days of request Files created for all employees within 5 days of receipt of forms All mandatory documents provided and recorded in Lejer within 5 days of receipt Induction report generated monthly Screening checks completed and recorded in Lejer Quality of advice provided (as determined by People, Risk and Compliance Manager from relevant feedback or escalation of issues) Lejer reports generated according to calendar and noncompliance insignificant Quality of recommendations put forward (as determined by People, Risk and Compliance Manager) Currency of documents posted to Ynet Files created upon engagement Filing maintained weekly

3 P and C Reporting Generate Lejer reports monthly (or as otherwise reasonably requested). Provide details to individuals and manager of expired or soon to expire qualifications and screening checks Generate reports from payroll in relation to HR Metrics and apply data to the HR Metrics data base Generate report relating to probation monthly and advise Managers of pending period end and requirement to confirm continuity of employment Systems Actively contribute to the ongoing assessment of systems and process by identifying and initiating efficiencies in both practises and form / system design Provide appropriate advice, instruction and information to payroll to ensure the correct set up and payment to employees Provide recommendations to Lejer software to increase capacity, improve navigation and any other identified enhancement opportunities or address system issues Assist in the development and rollout of P and C policy and procedure as determined with the People, Risk and Compliance Manager Other Undertake P and C project work as identified and agreed Some general office related tasks stationery, document security, telephony etc. All other duties as determined and required Lejer reports generated and s issued as per P and C Calendar Payroll reports generated and Metrics data base populated within 1 week of month end Probation letters prepared # and quality of recommendations made to Lejer developer Payroll error rates 1% of transactions Regular Lejer education sessions conducted Effective instructions released re Lejer enhancement Project plan developed and actioned to agreed time frames. Essential requirements You will be required to: Understand and work within the guidelines of the YMCA South Australia - Safeguarding Children / Young People and other Vulnerable People Policy Familiarise yourself with all policies, procedures, work practices, and maintain currency of knowledge in relation to Work Health and Safety Take responsibility for own observance of safe work practices and safe work environment and undertake no actions or omissions, which will adversely affect the health and safety of other persons Conform to all reasonable instructions or policies given by management in relation to work, health and safety Cooperate with YMCA South Australia with respect to legislative work health and safety requirements and relevant YMCA Health and Safety Policies Be responsible and accountable for adhering to the requirements of the Equal Opportunity Act Providing an inclusive workplace environment through adherence to the YMCA s Access and Inclusion Policy Inform your Manager of any issues or concerns that may affect your ability to safely perform your role in order to enable the YMCA to meet its obligations for providing a healthy and safe working environment for all employees. Key Relationships

4 Position Reports to: People, Risk and Compliance Manager Direct Reports: None Key Internal Relationships: Managers, Employees Key External Relationships: LEJer Software Developer E3 Learning HR Training Providers Personal Attributes Creates a fun and exciting work atmosphere that is driven, hardworking and goal orientated Demonstrated ability to work effectively both independently and as part of a team Creates a welcoming atmosphere by engaging all people in a friendly and approachable manner Works as part of a team and shows professionalism Punctual in both attendance on shift and attendance at staff meetings Immediately responds to customers needs or concerns Recognises and acts on the need for support and will accept and delegate responsibility when required Models, demonstrates and teaches positive values like caring, honesty, respect and responsibility Maintain high standards of presentation and personal grooming Qualifications Certificate of completion for Responding to Abuse and Neglect (RAN) training National Criminal History Record Check (NCHRC) Certificate must be within one (1) year from date of issue, otherwise must renew check prior to commencement Relevant Department for Communities and Social Inclusion (DCSI) Employment Screening Check(s) (prior to commencement) if required for centre/program/area of work. Current (HLTAID001) Provide CPR Certificate or equivalent Key Selection Criteria (Skills, Knowledge and Experience) This role would suit a graduate or similar ideal for (but not limited to) a first appointment in a People and Culture position Understanding / appreciation of the workings of the Fair Work Commission (FWC), the Fair Work Act (FWA) and National Employment Standards (NES) High Level Administration skills Excellent written and verbal communication skills Ability to problem solve and trouble shoot High level attention to detail Highly organised and methodical Sense of urgency, time management, task focused and achievement of outcomes Demonstrated a flexible and "can do" attitude Demonstrated PC Skills (MS Project, Excel, Word, PowerPoint, and databases) Exceptional verbal and written communication skills

5 Strong administration skills Able to build strong, collaborative working relationships Strong experience in driving cultural and behavioural change in a complex organisation

6 Approval and Acknowledgement Position Description approved by: Michael Collins Signed: Date of Approval: 10/4/2018 Acknowledgement of Position Incumbent I acknowledge that I have read and understood the requirements of this position. Name: Signature: Date: