CONTRACT MANAGEMENT ADMINISTRATOR

Transcription

1 Page: Page 1 of 5 DIVISION: LOCATION: REPORTS TO: SUPERVISES: FAMILY & COMMUNITY SERVICES CAMBERWELL Business Manager, Family & Community Services Nil PRIMARY OBJECTIVE OF DIVISION: The Family & Community Services Division provides innovative quality services across the continuum of care to individuals, children and families who have complex social and emotional needs. Operating across Tasmania and within the Northern and Western suburbs of Melbourne, our services address and respond to vulnerable and disadvantaged people in our community by delivering a range of integrated and accessible services. The Division has seven key operational areas; family services, out of home care, disability, early years, youth services, mental health and asylum seeker support. PRIMARY OBJECTIVE OF POSITION: The Contract Management Administrator position will take direct responsibility for the administration of the Division s contract management framework, which involves:- the monitoring, recording and filing of current and future Funding and Service Agreements with external funding bodies and any associated variations and correspondence applicable to these agreements. the monitoring, recording and filing of current and future MOUs, Alliance Partner funding agreements and Service Provider agreements entered into by the Division. the implementation of supplier risk assessments in accordance with the Division s policy the preparation, issue, monitoring, renewal, recording and filing of Supplier service agreements. the maintenance of a legal document database the maintenance of a current Contract Register the maintenance of a current Supplier Register The Contract Management Administrator will work with all members of the Division to ensure that administrative processes and systems relating to contract management are working effectively and that there is an ongoing adherence to the policy and procedures that relate to the Division s contract management framework. The Contract Management Administrator will liaise with external suppliers in order to ensure that their service agreement with the Division is executed and that the associated currency of insurances, police checks and working with children checks are valid. PERSON SPECIFICATION QUALIFICATIONS Tertiary qualifications in administration

2 Page: Page 2 of 5 ATTRIBUTES, APTITUDES AND COMPETENCIES Essential An understanding of office procedures and record keeping together with good organisational and planning skills Effective written and verbal communication skills and the ability to record accurate information into registers. Competency in the use of office computer systems and specifically in the use of Microsoft Outlook, Word and Sharepoint. The ability to work as a team member. The ability to work autonomously A positive and flexible approach EXPERIENCE Essential Experience in providing customer support and service in person and via telephone. Experience in providing administrative support in an office environment Comprehensive administration skills Previous employment experience in the health/aged care, not for profit, community services sector. Experience in an administrative role, involving database management, contractual documentation and record keeping in paper and electronic formats. ORGANISATIONAL ENVIRONMENT Baptcare s Vision: Caring communities for all. Baptcare s Mission: Excellence in Christian care for Individuals, Families and the Community. Baptcare s core values are: 1. Respect: We value the inherent dignity and equality of all people regardless of their circumstances. 2. Justice: We value equality of opportunity and consistency of outcome for all. 3. Commitment: We value dedication to meet the challenges of our Mission. 4. Integrity: We value consistency between word and deed. 5. Accountability We value the acceptance of personal responsibility. 6. Co-operation: We value working together towards our goals.

3 Page: Page 3 of 5 Reporting Relationships The Contract Management Administrator reports to the Business Manager, Family & Community Services but will assist all members of the Family & Community Services team as required.

4 Page: Page 4 of 5 POSITION DETAILS Key Result Area Expected Outcomes Performance Indicators 1. Legal Document database and Contract Register Legal Document database is maintained for the Division, which holds electronic copies of all legal documents involving the Division. Legal Document database is current and Contract Register is current and All legal documentation, together with associated correspondence is filed into the relevant folders within the legal document database. Accurate electronic links are maintained from the Contract Register to the Legal Document database folders. Contract Register is maintained for the Division which identifies all current legal agreements and provides a link to relevant documentation stored in the Legal Document database. Paper files held are referenced according to the Contract Register entry. 2. Supplier Risk Assessments All active Suppliers are risk assessed according to the Division s protocols. All active Suppliers are categorised in accordance with the Division s risk assessment protocol and criteria. 3. Supplier Service Agreements All Suppliers categorised as requiring a Suppler Service Agreement, have been provided with such an agreement for signature. All signed agreements are recorded in the Supplier Register and filed for reference in paper and electronic form. Agreement dates are monitored for expiry and agreements are renewed with suppliers as necessary Expiry dates of related insurance cover requirements, police checks and working with children checks are monitored and followed up with suppliers as necessary for currency renewal information. A signed Supplier Service Agreement received from the relevant Suppliers. Agreements are renewed as necessary and suppliers deemed Not Active if agreements or related insurance cover, police checks, or working with children checks have expired. Supplier Service Agreements due to expire are followed up with the Supplier for renewal. Suppliers who refuse to sign a Supplier Service Agreement are escalated to the Business Manager, Family & Community Services to deliberate and decide the outcome. 4. Supplier Register Supplier Register is maintained for the Division. 5. Funding and Service Current Funding and Service Agreements Agreements are monitored via the Funded Agency Channel to determine any variations to the current agreements. Any variations to the agreements are recorded for reference in paper and electronic form and added to Supplier Register is current and Legal Document database contains current Funding and Service Agreement documentation. Business Manager, Family & Community Services has been notified of any new variations to the agreements.

5 Page: Page 5 of 5 the Legal Document database. Any variations identified are promptly notified to the Business Manager, Family & Community Services. 6. Alliance Partner Funding Agreements All current Funding agreements with Alliance Partners are monitored for variations. Any variations to the agreements are recorded for reference in paper and electronic form and added to the Legal Document database. Legal Document database contains current Alliance Partner Funding Agreement documentation. 7. Administrative support All requests for administrative support relating to this contract management role are completed within the agreed or acceptable timeframe. Administrative support requests are handled in a required/timely manner DECLARATION My position description has been explained in detail and I understand and accept the responsibilities and authority as outlined. Name:... Please Print Signature:.... Baptcare representative:.. Please Print Signature:. Date:.../../. Date:.../../