AUSTRALIAN CENTRE FOR DISABILITY LAW

Transcription

1 AUSTRALIAN CENTRE FOR DISABILITY LAW JOB DESCRIPTION Position Title: Administration Manager Award/Classification: Social, Community, Home Care and Disability Services Industry Award 2010 ( SCHCADS ) Position Status: Working Hours/Days Salary Range: Conditions: Responsible to: Location: Part-time 21 hours per week, permanent 9.00am to 5.00pm (or as otherwise agreed) Salary range $75,000 - $85,000 (pro rata), (plus 9.5% employer superannuation, leave loading, salary packaging options and an additional 2 weeks paid ex gratia leave, inclusive of public holidays, over the Christmas/New Year period) 3 month probationary period Managing Principal Solicitor Redfern, NSW OVERVIEW The Australian Centre for Disability Law (ACDL) is a specialist community legal centre based in Sydney, which operates a disability discrimination law practice across NSW, and a disability and human rights law practice across Australia. It was established in 1994 to assist people with disability and their associates to learn about and pursue their rights under the Disability Discrimination Act 1992 (Cth). ACDL is managed by a community-based Management Committee, and is staffed by an Executive Officer/Principal Solicitor, two part-time solicitors, a paralegal and a team of 5 volunteers, including volunteer solicitors from law firms. ACDL co-located with a national peak disability advocacy organisation in ROLE SUMMARY The Office Manager is responsible for the general operation of the office and will work with the Managing Principal Solicitor, staff and volunteers to ensure the smooth and efficient running of the office. You will provide high quality support to the Managing Principal Solicitor and the legal team. To succeed in this role you will be highly organised and passionate about serving the community. Under the direction and supervision of the Managing Principal Solicitor, this role comprises the following duties: Managing the day-to-day administrative and financial/accounting requirements of the office Implementation and development of processes, procedures and policies to streamline operations. Managing ICT requirements in relation to our current and future needs Providing support to the Management Committee and senior management team Providing administrative and operational support for the bi-monthly management committee meeting and team activities Managing work, health and safety risk and risk management frameworks Page 1 of 6

2 Providing HR support, including recruitment and induction training of staff, volunteers and new management committee members Bi-monthly Management Committee reporting, reporting to funding bodies, and other reporting as required, including production of the annual report. Other duties as directed by the Managing Principal Solicitor The Office Manager will work collaboratively with other staff at ACDL and volunteers as well as other community and government organisations. A position description is appended below. ESSENTIAL SELECTION CRITERIA Applicants are required to respond to the following essential selection criteria: SKILLS AND ATTRIBUTES Good interpersonal skills and communications skills including demonstrated cultural competency, team facilitation skills, and the ability to communicate clearly and develop effective relationships with a range of stakeholders. Demonstrated knowledge of ICT and experience in managing IT service providers and maintaining website content. Working knowledge of risk management frameworks, Work Health and Safety legislation and implementation and management of risk management frameworks, including WHS policies and procedures. An understanding of financial management, management reporting systems and experience in managing budgets. Ability to exercise initiative, prioritise own workload, be self-motivated while able to work effectively as a team player. Excellent computer skills, including a high degree of proficiency in Microsoft Word, Excel, Outlook, and PowerPoint. High level of attention to detail and well-developed analytical skills. QUALIFICATIONS A relevant tertiary qualification or equivalent work experience. EXPERIENCE Experience in quality management, policy and procedure development and maintenance, analysing gaps in processes and support and formulating recommendations to solve these issues. Demonstrated experience in meeting management, including the production of management reporting and meeting packs. Demonstrated experience in operational management roles. A current drivers licence. DESIRABLE SELECTION CRITERIA Experience working in a not-for-profit organisation or in a governance capacity. Page 2 of 6

3 APPLYING FOR THE POSITION To apply for this position you will need to carefully read the selection criteria. All applications must include a covering letter, CV and individual responses to the Essential Selection Criteria and Desirable Selection Criteria. Each selection criterion should appear as a heading with your response below. Applicants who do not individually address each of the selection criteria will not be interviewed. People with disability and their associates, people from an Aboriginal or Torres Strait background or culturally and linguistically diverse background are encouraged to apply. Please a covering letter, your responses to the selection criteria and CV to jobs@disabilitylaw.org.au or phone on (02) Applications close Monday 13 August Page 3 of 6

4 1. Service Promotion and Networking POSITION DESCRIPTION SOLICITOR DUTIES AND RESPONSIBILITIES 1.1. Promote and publicise the Australian Centre for Disability Law (ACDL) by participating in local and relevant interagency and network meetings to increase ACDL s client base 1.2. Participate in community events as required 2. Operational Support, Finance and Administration 2.1. Manage day-to-day operations of ACDL s office and ACDL systems and services arrangements, including ACDL s relationship with its co-location partner People with Disability Australia (PWDA) 2.2. Improve or develop, implement and monitor compliance systems to ensure compliance with appropriate licences, standards, and the requirements of funding bodies and legislation 2.3. Maintain accounting records, input of accounting entries into ACDL s accounting systems, process payments and reimbursements in a timely manner, complete monthly, quarterly and annual financial reports 2.4. Increase the effectiveness and efficiency of the administration support functions 2.5. Ensure ACDL has mutually beneficial relationships with its vendors and suppliers that meet ACDL s and its clients needs 2.6. Manage ACDL s records management and storage requirements including online, archival and administrative filing processes 2.7. Ensure records management processes meet regulatory, legislative and organisational requirements 2.8. Manage procurement and contract management, building and premises maintenance, cleaning, security, utilities and communication infrastructure, office layout and ensuring accessibility 2.9. Ensure ACDL has all the appropriate insurance policies and cover its needs, manage relationships with insurers and brokers and ensure ACDL complies with the terms of insurance policies Undertake such risk minimisation actions as the Director or Executive Officer delegates to the Administrations Manager, in accordance with ACDL s Risk Management Plan Monitor and, with other members of the ACDL Leadership Team maintain a Compliance Register and Risk Register Undertake administrative tasks to support and resource the governance role of the Management Committee / Board, as directed by the Director/Executive Officer, including induction of new board members With the admin staff, provide logistical and administration support across the organisation as required, specifically including the volunteer program and any advisory groups and / or committees supporting the organisation 3. Work Health and Safety 3.1. Develop, implement and manage a Work Health and Safety System, in conjunction with the Management Committee, senior management, and our co-location partner People with Disability Australia Page 4 of 6

5 3.2. Oversee implementation of ACDL s Work Health and Safety (WHS) Plan and WHS arrangements 3.3. Work as a member of the PWDA-ACDL WHS Committee 3.4. Manage, monitor and evaluate WHS processes such as risk management, consultation, incident and hazard reporting, injury management and return to work 3.5. Work with the Director and/or Executive Officer to ensure adequate resources are allocated to WHS to ensure a safe workplace which is compliant with legislative requirements 3.6. Work with Director and/or Executive Officer to ensure ACDL Officers (including Management Committee/Board members) and staff are inducted and trained in regard to their WHS duties and ACDL policies, procedures and practices to ensure a safe workplace and work design and operations 4. Quality Assurance 4.1. Ensure that the ACDL Policies and Procedures Manual is accurate and remain up to date, accessible and meets legislative, accreditation and organisational requirements 4.2. With senior management, work to maintain NACLC and any other relevant accreditation by ensuring ACDL s compliance with the accreditation standards and by devising and implementing continuous improvement strategies for ACDL 4.3. Support the Principal Solicitor in ensuring that the Legal Practice has the support and the systems in place to meet the mandatory standards of the National Association of Community Legal Centre s Risk Management Guide (RMG) and the RMG s annual professional indemnity insurance cross check process. 5. ICT and Communications 5.1. With expert advice, strategically designing and implement information and communication technology and support that is cost effective, efficient and meets ACDL s organisational needs including: Security mechanisms which meet the professional requirements of the Legal Practice (for example, information barriers if needed) Organisational wide ICT policies and practices that are consistent and practical ICT support which is responsive to staff s operational needs and works for staff with diverse ICT literacy ICT systems and functions that are flexible and can adapt to frequent changes in ACDL program reporting requirements Arrangements with appropriate ICT suppliers and vendors are in place and service quality and responsiveness is monitored and improved Communications including ACDL s website and promotional materials are up to date and accessible and build knowledge of WSCLC and its services Work with the finance officer to ensure future ICT needs are planned and budgeted for. 6. Human Resources 6.1. Work with the Director and/or Executive Officer to ensure policies, procedures and systems support the recruitment, retention and support of a skilled and effective workforce, including induction of new staff members Page 5 of 6

6 6.2. Oversee development and review of human resource and organisational support policies, procedures and practices that meet the needs of the organisation and comply with relevant legislation 6.3. Manage learning and development initiatives, in line with performance expectations and ACDL objectives 6.4. Manage reasonable adjustment processes for staff 6.5. Maintain a records management system for personnel records. 7. Volunteer Recruitment and Coordination 7.1. Oversee the recruitment, induction and training of ACDL s student volunteers and ensure formal placements, for example for Practical Legal Training, are satisfied Build and model respectful, inclusive, collaborative, open and accountable practices so that the ACDL is known for these values throughout the community in all its dealings 8. Organisational Management and Team Work 8.1. Work collegiately and cooperatively with staff and volunteers from diverse backgrounds and lived experiences of disability 8.2. Comply at all times with ACDL s policies and procedures, including the NACLC Risk Management Guide and professional responsibilities 8.3. Provide input into the strategic direction of ACDL 8.4. Participate in funding submissions 8.5. Assist in the general administration of the centre (eg take minutes, facilitate a team meeting etc 8.6. Undertake duties related to supporting, mentoring and supervision of volunteers and students at ACDL 8.7. Attend and positively contribute to ACDL staff meetings 8.8. Attend and proactively contribute to ACDL Leadership Team meetings 8.9. Comply with the Policies and Procedures of ACDL Undertake other duties as required from time to time. Position Dimensions (including scope and authority) People reporting to this position: legal volunteer staff (as delegated by Principal Solicitor): Operating Budget: Nil Authority: As per ACDL policy It is not the intention of the position description to limit the scope or accountabilities of the position but to highlight the most important aspects of the position. The aspects of the role described above may be changed or altered in accordance with the changing requirements of the role. Page 6 of 6