The Salvation Army Australia Southern Territory POSITION DESCRIPTION Position Title Receptionist/ Administration Assistant Employee Name February 2016 Division/ Entity/Location James Barker House Organisational Unit/ Department Adult Services, Melbourne Central Division THE SALVATION ARMY INTERNATIONAL MISSION STATEMENT The Salvation Army, an international movement, is an evangelical part of the universal Christian Church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human need in His name without discrimination. AUSTRALIA SOUTHERN TERRITORY S MISSION AND VALUES Mission The mission of The Salvation Army Australia Southern Territory is: Transforming lives: working for personal renewal through Jesus Christ, that touches and integrates the whole person Caring for people: engaging with others in need, without discrimination Making Disciples: patterning lives on Jesus Reforming Society: acting on the structures of society to restore justice Values The values of The Salvation Army Australia Southern Territory are: Human dignity: respecting the sanctity of human life as being made in image of God. We affirm the worth and capacity of all people. Justice: acting with integrity and fairness, without discrimination, and being an advocate for the disadvantaged; managing all resources responsibly as stewards. We promote healthy and whole relationships, and good society. Hope: sharing the gospel of Jesus as a gracious invitation to wholeness. We work for reconciliation, healing and transformation for all people and creation. Compassion: engaging with others in the Spirit of Jesus. We feel compelled to stand with and do something about another s suffering. Community: owning our common humanity as we engage with people, working and journeying together, for mutual capacity building. We build community and meet with God in our encounter with others. All employees in non-ministry positions in The Salvation Army are expected to work in accordance with the Australia Southern Territory s mission and values and comply with Official Minutes, policies and procedures. Page 1
Position reports to Administration Coordinator Reportable Positions Nil Position Purpose Qualifications Prerequisites Award (if applicable) To foster a hospitable and safe environment for members of the James Barker House community and their visitors and telephone contacts.. To provide administrative support for general, quality and personnel related functions. Essential Computer literacy in MS Office; in particular Word and Excel. Current satisfactory Police Check and Stat Dec Desirable - Certificate level 3 in Business Administration. - Customer Service training. - Familiarity with databases, including but not limited to Kronos and Trimicro. Employees must have a current (not more than 3 months old) Police Certificate and Commonwealth Statutory Declaration which has been assessed against the requirements of the Aged Care Act and Salvation Army policy to determine the person s suitability to working in aged care. According to the current JBH EBA and the National Employment Standards Classification Wage/Skill 7 Resource Management Assists Administrative Coordinator with duties associated with the Resident Trust Accounts. Total staff management (EFT) Nil Page 2
Personal Competencies Required Willingness to work in accordance with The Salvation Army s mission and values, and comply with Official Minutes, policies and procedures Commitment to the principles of Social Justice and to working with an extremely disadvantaged client group Job Competencies Required Very well developed interpersonal and communication skills; ability to perform reception duties and answer phone enquiries Demonstrated understanding of JBH residents as a special needs group and ability to provide an administration service to them Resilient when faced with stressful and demanding situations Experience in delivering administration services within a residential aged care environment; understanding of business requirements to support viability Demonstrated high standard of personal appearance and conduct; that is: clean, neat, tidy, punctual, and respectful language and manner toward customers, visitors and staff Demonstrated literacy skills, ability to interpret documents, write correspondence, proof and prepare reports and other documents Flexible and enthusiastic attitude toward undertaking a variety of tasks with a team approach Demonstrated numeracy skills; ability to support Administrative Coordinator through data-entry in financial database Demonstrated computer literacy and ability to learn/use TSA management information systems including, but not limited to Kronos and Trimicro Demonstrated awareness of Aged Care Standards and compliance requirements in an aged care environment e.g. WH&S laws, Aged Care Act (1997) Demonstrated commitment to ongoing learning and participation in continuous improvement activities for the provision of high quality accredited services to residents Page 3
Key Result Areas Key Activities Standard Measures Customer/Resident focus Resident Support & Front of House Service Maintain the reception area as a welcoming and responsive first point of contact for residents, visitors, contractors and staff via phone and reception duties Be accessible to residents/customers to ensure a responsive reception customer service Facilitate monitoring of the movement of residents, visitors and contractors. To report any security concerns to the manager asap e.g. unauthorised persons, resident attempting to leave premises without notice Attend to the daily mail service, note mail movement in registry and direct mail to appropriate person. Ensure confidential/appropriate mail is directed to and opened by the Manager and, this is directed to the manager on a daily basis Ensure any enquiries from the media/external parties are directed to the Manager and no unauthorised comment is made Reception is maintained as a clean, well ordered work station Visitors immediately welcomed to the facility Staff/visitors report that the telephone is answered reliably stating James Barker House and name and pick up phone within 3-5 rings Callers are directed to the appropriate personnel All resident, visitor and contractor movements are documented in relevant movement registry including the name, and in and out time noted Accurate records in mail registry. Timely delivery and posting out of daily mail No breaches of private or confidential resident or staff information to external parties Brochures to be topped up in reception External mail posted daily Service delivery (Administration Services) Administrative support to general, quality and personnel functions Provide administrative support services as specified by the Administration Coordinator on a daily basis, e.g. taking appointments, photocopying Prepare and enter invoices into the Financials system Prepare accounts receivable as required Distribute material e.g. minutes and memos as scheduled or as directed Evidence of administrative support as specified by manager Manager and staff satisfaction with administrative support e.g. performance appraisal or other feedback, accreditation audits compliant in 1.8 Information Management Invoices entered accurately and processed in a timely manner. No outstanding invoice complaints Material is distributed according to specifications Page 4
Key Result Areas Key Activities Standard Measures General administration systems Assist the manager/administration coordinator Undertake photocopying by required timelines Ensure supplies of stationery are on hand at all times Prepare Bradma Labels Preparation of Resident File/folder pro-formas Preparation of New Employee paper work folders Daily collection of Improvement/Complaint Yellow forms Stocks/equipment are monitored/replenished (or serviced) as may be required; to minimise the need for staff to replace/interrupt their service to residents Accuracy of resident and staff contact data; data bases/list are kept up to date and this is evident via currency of lists. Lists are displayed at designated sites in the facility Management receives Improvement/Complaint forms on a daily basis Office equipment, inventory and services Ensure that reception equipment is in working order and maintain minimum stock level of consumables Use all resources and equipment in an effective and cost efficient manner Database Management and Information Technology In consultation with Clinical staff & Facility Manager to keep resident lists up to date e.g. master resident list, and staff contact lists Business Resident Trust Accounts & Financial Administration. Assist the Administration Coordinator in the administration and distribution of the Resident Trust funds. e. g. daily allocation of money Maintain records of the use of all valuable commodities, not limited to taxi vouchers, cigarettes and alcohol purchased through resident trust monies or petty cash Resident trust monies are dispersed appropriately with transactions properly recorded in a timely and accurate manner, in line with TSA policies and procedures and co-signed with the resident Accurate, up to date records of all commodities. Page 5
Key Result Areas Key Activities Standard Measures Compliance with Legislation Regulatory Compliance Be aware of regulatory guidelines and comply with current JBH policies and procedures (e.g. Aged Care Act, WH&S Act, Privacy Act) Provide administration services in accordance with the aged care accreditation standards. In particular provide office services to meet outcome standards as identified in standard 1 (Management and Organisational Development) and in support of the Charter of Resident Rights and Responsibilities Care taken with written, electronic and verbal communications demonstrates compliance with privacy regulations and respect for facilitating proper consent of residents Recognise and report any breaches of policy or procedures in a timely manner Comply with accreditation standards and assist with monitoring / auditing of compliance in relation to key responsibilities e.g. Standards 1.6, 1.7, 1.8, 1.9 and 4.6 as relevant to role Team work/safety Continuous Improvement Participate in team processes and contribute to team goals e.g. attendance/minute taking at team and committee meetings as may be required Evidence of participation in quality activities/attendance at meetings and contribution to team goals Work harmoniously with all members of the JBH team; provide assistance to orientate new staff members and contractors as may be required Work in a safe manner at all times and participate in occupational health and safety activities e.g. conduct of workplace inspections, maximise office ergonomics, monitoring of the safety and cleanliness of equipment and the environment and act upon findings Actively participates and contributes to continuous improvement; such as follow up of improvement forms, meetings, working parties, ongoing education, review of procedures, evaluation of new products and equipment Completes an improvement form, hazard form or incident form as appropriate when there is an identified need to improve, or a near miss or adverse Actively contributes to improvement initiatives Ability to link the Quality Plan to improved service delivery Peer feedback/satisfaction with service Evidence of accreditation compliance in relevant area e.g. audit results in standard 1 as relevant to position Evidence of contribution to workplace safety e.g. identification of hazards and completion of hazard alert form and reporting to maintenance officer No breaches to WH&S laws/workplace safety requirements Understanding and ability to accurately complete relevant improvement form e.g. continuous improvement, staff incident form, hazard alert form Page 6
Key Result Areas Key Activities Standard Measures event has been identified Participate in the implementation of quality activities e.g. conduct of audits, committee meetings. Continually evaluate office services and make recommendations to manager Maintain knowledge and updates skills relevant to the position through participation in ongoing staff development activities. This includes attending mandatory training e.g. orientation, fire safety, emergency training, manual handling. Participate in other staff development as may be required Undertakes annual performance planning Annual training objectives completed following appraisal to ensure skills and knowledge development Attendance record; mandatory training and ability to apply training Able to demonstrate competency in fire and other emergencies Able to demonstrate competency in relevant competency tests e.g. manual handling Participation in other professional development e.g. self directed learning Satisfactory annual performance appraisal Employee s Signature: Date: Print Name: Manager s Signature: Date: Print Name: Page 7
CONFIDENTIAL APPLICATION FOR EMPLOYMENT With The Salvation Army (Victoria) Property Trust ADULT SERVICES P.O. Box 506 NORTH MELBOURNE 3051 (To be completed in addition to your letter and resume) Position(s) applied for.date / / Personal Particulars.Date / /.. Family Name Given Name. Address....... Postcode... Contact Phone Number.... Page 8
Medical History: Do you have any medical history or physical condition which may affect your performance of the inherent requirements of the position you are applying for? (please tick one box) YES NO If you answered yes please provide details:.... (add further sheets if necessary) General Information: Have you ever worked or volunteered your services for The Salvation Army prior to this application. YES NO If yes please provide details:... Are you able to legally work in Australia. YES NO Do you agree to The Salvation Army making contact with your previous employers? YES NO If you answered No, please explain why:. Are you able to provide details of referees that we may contact to discuss your application? YES NO 1. Name.... Position... Telephone No.... 2. Name... Position... Telephone No.... 3. Name... Position... Telephone No.... Page 9
Declarations by the Applicant: 1. I understand that as part of the application procedure I may be required to undergo an examination of my physical, emotional and psychological health by a nominated health professional. If such an examination is required, I authorise disclosure of the results of this examination to The Salvation Army Adult Services senior management. 2. I understand that my appointment will be made subject to a satisfactory police check. I consent to a police check being carried out and the resulting information being made available to The Salvation Army. In the event of my application being successful, the Department of Human Services will be notified of any disclosable criminal records as per Departmental guidelines. 3. I understand and agree that if I become an employee of The Salvation Army - a. further personal information may be required for personnel records. b. I will be required to maintain confidentiality, and not disclose to any unauthorised person during my employment, or at any time thereafter, any information confidential to The Salvation Army. c. I must comply with all reasonable directions and the policies and procedures of The Salvation Army with respect to occupational health and safety and with respect to security. d. All intellectual property originated by me in the course of, or arising out of my employment including all inventions, designs, technology, developments or improvements to equipment and the copyright worldwide in all software, literary and artworks, will be the property of The Salvation Army and I shall, when requested do all things necessary to secure and protect the organisation s ownership rights. e. I will not copy, reproduce, make available to any other party or in any way use except in the course of my employment, any written material or computer software to which I have access by reason of my employment unless the written consent of The Salvation Army is first obtained. Signature of Applicant Date. Page 10
THE SALVATION ARMY MISSION STATEMENT The Salvation Army, an international movement is an evangelical branch of the universal Christian Church. Its message is based on the Bible, its ministry motivated by love for God. This mission is both spiritual and practical encompassing the preaching of the gospel of Jesus Christ and alleviating human suffering and distress without discrimination. Page 11