ROLE DESCRIPTION. Role Family: Corporate Support Level: E

Transcription

1 ROLE DESCRIPTION Role: Reports to: Senior Administrator Manager, LifePoints Role Family: Corporate Support Level: E Organisational Context: Cerebral Palsy Alliance 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. Cerebral Palsy Alliance 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 Cerebral Palsy Alliance s overall mission and strategic direction. Cerebral Palsy Alliance has four divisions, each managed by a Divisional Manager. LifePoints provides therapy services to children and adults with a disability. Service provision can vary between teams due to funding differences. Purpose, Nature and Scope of the Role: To provide high level organisation and administrative support and assistance within the LifePoints team structure to: Support children and adults with disabilities to realise their full potential by assisting the therapists in practical tasks such as accepting referrals, administration support, and program developments. Complete tasks that ensure the smooth running of the day to day work of the LifePoints service Provide coordination of resources and staff to ensure high quality and efficient service provision to clients to LifePoints. Assist the Manager of LifePoints Services by ongoing liaison regarding service progress, evaluation of services and by recommending solutions and implementing them To support other administrators in the region through the coordination of work and the development and implementation of new practices Organisational Relationships & Staff Establishment: This positions reports directly to the Manager who reports to the Senior Manager, who in turn reports to the Manager of LifePoints Services.

2 Core Competencies of the Role: Organisational Knowledge Leadership/Teamwork Interpersonal Skills/Communication Problem Solving/Decision Making Legislation/Standards/Practice Service Delivery Professional Learning & Development: New employees must complete Cerebral Palsy Alliance induction program within the first six (6) month. The following learning and development components are compulsory: Corporate Orientation Working with people with a disability: A person centred approach WHS Awareness and Duty of Care Back Yourself Theory Preventing and Responding to Assault and Abuse Overview, Children and Adults Good Working Relations Fire Security & Emergency Response 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: Accidental Counsellor Fire Warden Training Completed TSC Induction Program 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: Local team members LifePoints Management Team Other LifePoints Services team members Other Cerebral Palsy Alliance Staff

3 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

4 Core Competencies Competency Descriptors Performance Outcomes Organisational Knowledge Has a general understanding of the mission and values of Cerebral Palsy Alliance Has a general understanding of Cerebral Palsy Alliance s key result areas and strategies Has a general understanding of the impact and interaction of services/programs/departments of other Cerebral Palsy Alliance services Has a general understanding of Cerebral Palsy Alliance policies and procedures 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 Able to locate and briefly describe the mission and values of Cerebral Palsy Alliance Demonstrates core values in workplace Able to locate and demonstrate a good understanding of the Strategic Plan Understands how own job role contributes to achievement of the strategic plan Understands where LifePoints and Senior Administration positions sit in relation to the Strategic Plan Able to outline Cerebral Palsy Alliance structure and give an overview of the services provided. Develops strong working relationships with external bodies Clear understanding of the links between own service and other CPA services. Documented evidence of participation in relevant orientation programs Can provide local orientation for new administrators to the organisation and identify/outline key policies used in role for other staff Able to locate relevant policies and procedures as required Operates from code of conduct in line with policies and procedures 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 other staff 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 Has a good knowledge of other administrative workloads and an overview of priorities for the local team Discusses prioritisation and workload during regular liaison 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

5 Core Competencies Competency Descriptors Performance Outcomes Interpersonal Skills/Communication Problem Solving/Decision Making/Research 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 Handles non-routine phone enquiries and correspondence Manage the intake of all referrals, collecting information from families regarding and can provide appropriate direct for response the client s needs and sharing this with the team at intake meeting Seeks assistance appropriately when enquiries or service requests need clarification Shares service knowledge with other staff upon request and guides them in their service delivery with families Office is run in a professional and seamless manner, always supporting the core business of the team and organisation Effectively liaise, both verbally and in writing, with other Clearly documents liaisons with other services/programs and departments services/programs /departments/families Has a knowledge of and speaks regularly with colleagues and service partners, both internal and external Liaises regularly with Manager regarding service developments and supports these developments Can assist others to resolve conflict 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 Use core values to resolve conflict and enhance teamwork and recognises and identifies the need for assistance in the process Provides assistance to others with solving problems using Adopts a solution focused approach to practice and professional behaviour knowledge/technical expertise and acts as a reference Identified and utilised as a resource by peers within the team point based on experience Identified and utilised as a resource by other programs, service providers and families in relation to Cerebral Palsy Alliance services in the region For complex matters, will escalate problems to the next Seeks assistance from the manager around complex matters level when appropriate Informs peers and manager appropriately when issues requiring attention are identified Shares concerns around staff/team challenges with manager, seeking assistance appropriately Identifies areas of potential concern and provides formal Collaborates with peers and manager when an area of concern is identified recommendations for solutions and assists in their Shares ideas and makes considered recommendations for solutions delivery Is instrumental in the implementation of new ideas and changes to service delivery

6 Core Competencies Competency Descriptors Performance Outcomes Legislation/Standards/Practi ce Has a broad 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. Understands the importance of sharing this information across 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 Could be called upon to formally inform others regarding best practice in this area Actively participates through all available means to develop better work practices in both the team and service Will present/share with team and managers ideas for new work practices Qualifications/Experience HSC or Certificate IV or equivalent work experience Skill level and past work experience is evident in daily practice Service Delivery Performs general administrative and or data entry duties Provide a high level of organisation and administrative support to LifePoints including the maintenance of record systems (hard and Apply high level of utilisation of software packages electronic) Routinely maintains client databases. Establishes collaborative partnerships with clients/families & empowers client/family to direct their own care Engages in collaborative identification of needs that reflects and respects client/family priorities Recognises family s team may extend beyond parents alone and includes significant others Completes required documentation in line with standards and policies Pursues alternative courses of action through discussion with the therapists to resolve families more complex issues Establishes, maintains and facilitates parent groups recognises and identifies the need for assistance in the process Works to establish networks with other service providers, administers respite program, recognises and identifies the need for assistance in the process Deals with routine correspondence Apply ordering, purchasing and inventory control requirements Provides information relating to LifePoints services as requested. Assists supervisor/manager with organising meetings

7 Core Competencies Competency Descriptors Performance Outcomes 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. Liaises with Manager and peers in a coordinated timely manner towards the development of projects Respond to client/service provider need using high degree of interpersonal skills. Support clients with disabilities to realise their full potential by assisting the therapists in practical tasks such as accepting referrals, administration support and program developments Liaise with other team members, agencies, service providers and family members regarding assessment, intervention and service coordination Be responsible for arranging appointments with clients in liaison with other team members Liaise with clients/families, team members, and other departments within CPA around ordering, invoicing and payments. Engages in conversations with families, service providers and the community that highlight the work of Cerebral Palsy Alliance and how it impacts families May participate in events as a Cerebral Palsy Alliance representative

8 Knowledge, Skills and Experience requirements: Essential: Excellent organisational skills relating to office management High level computer literacy in Microsoft package, including Word, Excel & Outlook, and database experience Ability to work independently and as part of a team Demonstrated excellent communication & organisational skills Experience in working in a high demand priority allocation industry Current NSW driver s license Desirable: Previous experience in working with people with disabilities Experience working as part of a multidisciplinary team 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.

9 STATEMENT OF DUTIES SENIOR ADMINISTRATOR, LifePoints 1. Provision of services to people with disabilities and their teams 1.1. Work with clients and families to assist in identifying priorities and areas of need Liaise with other team members, agencies, service providers and family members regarding assessment, intervention and service coordination 1.2. Liaise with other health providers across the not for profit, government and health sectors e.g. Physiotherapists, Occupational Therapists, Case Managers, Dept of Housing etc to coordinate appropriate service provision 1.3. Demonstrate an understanding of disability across the lifespan and recognise significant life stages and transitions, issues of loss and grief and the relationship between ageing and disability Support clients with disabilities to realise their full potential by assisting the therapists in practical tasks such as accepting referrals, administration support and program developments Liaise with clients/families, team members, and other departments within CPA around ordering, invoicing and payments. 2. Provision of information and advisory services 2.1 Maintains good knowledge of other programs in terms of being able to proactively identify and offer appropriate support to individuals and families transitioning from areas or stages in their lives. 2.2 Provide information about and assistance with referral to appropriate other services within Cerebral Palsy Alliance, other agencies, clinics and specialist services related to an identified need /goal which may be of benefit to children, youth, adults and families. 2.3 Provision of services that demonstrates awareness of and sensitivity towards cultural and social issues. 3. Community and professional education 3.1 Work with the service in planning, developing and implementing educational activities for clients, carers, professional and students including workshops, seminars, conference presentations and training in use of specific items. 3.2 Participate in Cerebral Palsy Alliance professional development program as required. 3.3 Identification of own learning and professional development needs together with clinical supervisor and manager. 3.4 Provide supervision and/or peer support to staff within the team as appropriate to role level. 3.5 Contribute to the development of resources to support ongoing change within the sector

10 4. Administration 4.1 Record accurate statistical data for client and tertiary services within the timeframes set by the organisation. 4.2 Participate in staff and team/intake meetings. 4.3 Be responsible for arranging appointments with clients in liaison with other team members 4.4 Perform other relevant administration duties as requested by Manager. 4.5 Provide reports, letters and correspondence in line with protocols and procedures of the service and The Cerebral Palsy Alliance 4.6 Meet the administration/accountability requirements as described by funding bodies and as directed by Manager 4.7 Complete tasks that ensure the smooth running of the day to day work of the service 4.8 Liaison and management of ordering, invoicing and payments. 5. Occupational Health and Safety 5.1 Take responsibility for safe practices for self and client within CPA at all times including offsite visits, consistent with the Workplace Health and Safety Act. 5.2 Comply with, report on and actively participate in the Cerebral Palsy Alliance Workplace Health and Safety procedures. 6. Policy and Planning 6.1 Participate in: The development of CPA & program policies and procedures as requested Planning and implementation of special projects as required Ongoing review of and development of operational processes in conjunction with management 6.2 To engage in ongoing development of methodology for client assessment, training and report writing in consultation with clinical supervisor and Consultants Team.