Title of Position Business Support Officer Keeping Safe: Child Protection Curriculum Classification ASO2 Occupant: <full name> Job Specification Key Purpose of the role: The Business Support Officer (Administrative Support Officer) contributes to SHINE SA Schools Education and Support Team s provision of the Keeping Safe: Child Protection Curriculum professional learning with high quality customer service and professional administration support. Direct Reports Not applicable Key Relationships/Interactions: Internal Workforce Education and Development Division Is responsible to the Team Leader: Schools Education and Support Also takes direction from Team Leader: Community and Clinical Education and Team Leader: Safe Schools Anti-Bullying Initiative Participates as a member of the Schools Education and Support team and works in partnership with the Team Leader and other Schools Coordinators Works collaboratively with other Administration staff Works collaboratively with other staff in the organisation External Collaborates with personnel from Department for Education and Child Development (DECD) and other educational organisations. Liaises with staff from partner agencies as required Work Health & Safety (WHS) Responsibilities/Duties Individual/worker responsibilities: Responsible for reporting all incidents or near misses that are witnessed. Responsible for reporting for work in a fit and healthy state to commence duties. Responsible for not putting self and others at risk as a result of your action, or inaction. Adhere to all WHS policies and procedures during the course of your work Business Support Officer Keeping Safe: Child Protection Curriculum December 2017 Page 1 of 5
Key Results Areas Key Result Areas Key Tasks Performance/Standard Measures Keeping Safe: Child Protection Curriculum (KS:CPC) Professional Learning Program Administration / Coordination Administration Support for other courses of Workplace Education and Development Division (WEDD) Provide administrative support to assist in the achievement of the KS:CPC Professional Learning Program by the following utilising VETtrak and VETenrol where necessary: Providing administration and IT support Responding to course related enquiries and managing payment issues, transfer and cancellation of course registration Be the first point of contact for clients seeking information on course options i.e. general, regional, university or site-based courses Creating course flyers, certificates, etc. Undertaking the creation of registration and / or course enrolment forms Coordinating the collection of course evaluations Managing the requests for payment and invoices Supporting course organisations by contacting registered participants, booking venues, organising catering, etc. Maintaining, organising and ordering program physical resources Ensure course attendance records and course evaluations are forwarded to DECD upon course completion Liaising with DECD staff and non-government sector education staff to promote and organise courses, prepare quotes, attendance lists and evaluations Providing relevant program-related information to the Coordinator of Information for the website in a timely manner Provide reports from VETtrak for monthly and quarterly reports Undertaking efficient and effective travel and accommodation bookings Maintain an appropriate record management system Assisting with the production of reports as required Under the direction and guidance of the Team Leader CCET and the Team Leader SES provide an administrative support function to assist in the management of all WEDD activities. Ensure high quality administration support is provided to the staff of the Workforce Development and Resources Division High standard of work, with ability to meet tight deadlines and effectively prioritise commitments Problem solving initiative Undertake all activities in a professional and highly confidential manner Perform duties in accordance with the requirements of the SHINE SA Quality Management System and Records Management System Perform duties in accordance with SHINE SA Values, Policies and Procedures and Strategic Directions Performance management in accordance with the SHINE SA Performance Partnership Framework and Policy Respond to internal/external inquiries efficiently, demonstrating exceptional customer services skills Demonstrate exceptional initiative and problem solving skills Demonstrate technical expertise in word processing and database management Business Support Officer Keeping Safe: Child Protection Curriculum December 2017 Page 2 of 5
Undertakes general administration activities including but not limited to: Supporting staff to use SHINE SA procedures, systems and information technology Liaising with external agencies on behalf of SHINE SA Making appropriate referrals Monitoring and ordering stationery and major purchases of office equipment as required Maintaining an appropriate records management system Arranging accommodation and flights Modelling exemplary behaviour in line with SHINE SA Values Opening the SHINE SA Library for access by course participants when required and facilitating the borrowing of any materials Other administration activities as directed by the Team Leader: Schools Education and Support and/or the Team Leader: Community and Clinical Education and/or the Team Leader: Safe Schools Anti-Bullying Initiative. Business Support Officer Keeping Safe: Child Protection Curriculum December 2017 Page 3 of 5
Person Specification Selection Criteria: Essential Minimum Requirements Educational/Vocational Qualifications Diploma in Business Administration or related discipline, and/or equivalent demonstrated experience supporting a Team Personal Abilities/Aptitudes/Skills An ability to communicate effectively with people High level administration competency, Advanced Microsoft Office skills, internet research, report preparation / formatting and administration support to a project team or program; minimum typing speed of 75 wpm, with 98%accuracy Ability to set goals and prioritise work tasks utilising effective time management, prioritisation and organisational skills. Initiative and judgement through precedents, guidelines, procedures, regulations and instructions. Communicate effectively, establish credibility and good working relationships with people at all levels. Ability to maintain confidentiality and integrity in dealing with issues of a sensitive and/or political nature. Work as a member of a team and assist others at times of high workloads or priority activities together with the ability to work in a fast paced environment. Demonstrate values and attitudes towards sexual orientation, gender identity and intersex status which are consistent with SHINE SA s Strategic Directions and policy. Experience Demonstrated extensive experience in an administration role supporting a program / project team involving a requirement to deliver excellent customer service both internally and externally. Producing high quality documentation through utilising Advanced work processing skills Advanced computer skills including using Microsoft Office, Outlook and the use of a data base software e.g. VETtrak and VETenrol. Working with Aboriginal communities and/or high need areas or diverse cultural backgrounds. Knowledge Knowledge of and commitment to the Strategic Directions of SHINE SA Knowledge of and commitment to the principles of: Interculturalism Equal opportunity Work health and safety Effective consumer services Reconciliation. Knowledge of sexual health issues Understanding of Reconciliation Desirable Characteristics Personal Abilities/Aptitudes/Skills The ability to speak a language other than English Experience in editing and design layout, including Adobe Illustrator would be advantageous Business Support Officer Keeping Safe: Child Protection Curriculum December 2017 Page 4 of 5
Knowledge Knowledge of Keeping Safe: Child Protection Curriculum Knowledge of the South Australian Public or Private School Educational systems Knowledge and understanding of sexual and reproductive health issues, Primary Health Care and health promotion Knowledge of local resources and referral options. Job and Person Specification Approval Division Manager Signature & Date / / Print Name Employee Signature & Date / / Print Name Email a copy of this job description to the: IT & Records Manager Office Use Only Personnel File / / Business Support Officer Keeping Safe: Child Protection Curriculum December 2017 Page 5 of 5