The Salvation Army administrative & Regional Planning System

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1 The Salvation Army Australia Southern Territory POSITION DESCRIPTION Position Title Assistant Operations and Finance Manager Employee Name TBC Date March 2014 Division/ Entity/Location Melbourne Central Division Organisational Unit/ Department Crisis Services Network 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. PD APM OSM doc Page 1

2 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. Position reports to CSN Operational Support Manager Reportable Positions 3 EFT Position Purpose Qualifications As an administration services professional, to provide functional leadership as well as significant administration work output as part of the team providing administrative support to all Crisis Services programs, across 4 sites inclusive of, but not restricted to, 29 and 31 Grey St, 4B Upton Road and 12A Chapel Street offices. Extensive experience in administrative services in a complex social service delivery environment is essential. Recent exposure to Payroll systems, familiarity with the Microsoft Office suite of programs and knowledge of the Finance One accounts management system is highly desirable. Tertiary qualifications in a related discipline area desirable. Award (if applicable) Modern Award SCHADS Classification Level 6 point 3 Resource Management Nil Total staff management (EFT) Functional leadership of a team of 3 EFT. Personal Competencies Required Willingness to work in accordance with The Salvation Army s mission and values, and comply with Official Minutes, policies and procedures. Excellent Oral & Written Communication skills Team building influences others to work co-operatively Problem solving identifies problems and provides appropriate solutions in consultation with appropriate others Ability to design, improve and extend administrative systems Capable practitioner across wide range of admin services Job Competencies Required Flexible attitude to a dynamic work environment, balancing both work commitment and concern for others. Communicates well with all levels of employees, management, clients, and suppliers. Works well in a team environment with a range of understanding & expertise in admin services. Able to adapt work style as required to meet moving work timelines and priorities. Appreciation of the need to keep key admin principles while generating pragmatic work solutions Significant office systems, reception, financial, switchboard, people management & IT skills Page 2

3 Key Result Areas Key Activities Standard Measures Financial Undertakes all aspects of the Financials soft ware package accounts payable, receivable, reports and journals. Responsible for maintaining the Imprest account and bank reconciliations. Trains new administration workers in all aspects of Financials, petty cash and relevant procedures, timesheet summaries and cheque requests. Ensures new workers receive the required THQ based training on Financials. All tasks completed accurately and on time. All required reports obtained and provided to managers as required. Imprest account up to date and balanced as required. Bank account reconciliations complete and to DHQ in the required timeframe. New administration workers become competent in all aspects of Financials, petty cash and relevant procedures, timesheet summaries and cheque requests. New workers attend and apply external training. Employees & Payroll New Employee Orientation. Ensure New Employee Packs are up to date with relevant information and to a standard of TSA HR policy. Liaise with CSN Management to ensure all employees have received, completed and returned necessary employment forms for administration and payroll processing. Facilitate all Payroll processing and Employee administration data for CSN Network. Timesheet Processing. To work with the CSN management team to ensure all functions associated with completing timesheet summaries including ensuring all employees have completed and approved timesheets and leave forms. Be the primary liaison person between CSN and THQ Payroll for routine day to day management and employee queries. Employee File Management. Ensure compliance with all accreditation standards regarding management of employee files and preparedness for annual audit of systems. Compile and maintain New Employee Packs of relevant forms and policies. New employees on commencement are provided with the necessary forms and instructions through the New Employee Packs. Lodge all relevant employee forms (for new and replacement positions, employee leave, resignation and redundancy) with THQ Payroll in a timely manner. Payroll dept receives up-to-date records of positions, salary rates and agreed hours/conditions. Payroll receives timely & accurate hours worked data. All information supplied to payroll in an accurate timely manner. Employee on-site records are up to date & kept in an approved format and location. Employee salaries and other payments are timely and accurate. Employee administration data is forwarded promptly to the appropriate location. Form A s, PD s & Contract creation assistance to Program Page 3

4 Continuous Quality Improvement Take responsibility for advertising and recruitment processes for new and replacement staff positions. Take responsibility for ensuring all relevant staff position information is collated and submitted to the position approvals processes through MCD, and THQ (where necessary), in a timely manner. Award Information Management. Chris 21 Reporting. Work with CSN Managers to develop a core competency training calendar for employees and managers. Develop and maintain a CSN management and employee training schedule with program costings. Contribute to continuous quality improvement processes to ensure a high standard of practice and service delivery. Develop an understanding of the Network Quality improvement Plan. Develop an understanding of the critical importance of how well designed administrative systems and HR processes support excellence in social service design and delivery. Design and implement an administrative customer satisfaction survey. and Assistant Program Managers. Keep a register of all communication regarding new and replacement positions put up through the relevant Boards (MCD and THQ) approval processes. All Employee records are kept secure, complete and upto-date. All award information is kept up to date and available to all programs. Access Chris 21 reporting system to provide Payroll Histories, Leave Balances etc to relevant Network Managers. Actively contributes to improvement initiatives. Ability to link the Quality Plan to improved service delivery. Attendance at CQI meetings as required. Work with CSN management team in implementing sound employee and administration processes. Conduct customer satisfaction survey with stakeholders on an annual basis. Fleet Management Vehicle Ordering Fleet Management FBT Reporting Management of City Link accounts, with reports provided to CSN managers New/Replacement vehicles are ordered & accurate records kept on each vehicle. Spare key register is maintained. Fleet records kept & all information relevant to program vehicles is provided to sites. Log sheets kept up to date and accurate yearly FBT reporting to be completed and forwarded to DHQ. Registration of City Link E-tags with fleet vehicles up to date. Page 4

5 Equipment Computer Equipment replacement and maintenance logs kept for each worksite. Mobile Phones, employee registration log and phone usage reports provided to CSN managers. Develop and maintain systems for distribution of site Keys/Passes for employees, students and contractors. Reporting Material Aid Management Develop reporting frameworks for Program areas on HEF expenditure All Equipment necessary for program function is ordered in a timely manner and accurate records kept. Record of employee allocation of mobile phone updated and usage monitored. New employees, students and contractors are issued with building passes & keys and accurate records kept. Ensure Yearly Allocations, Reporting and accurate records are kept for all material aid. Ensure six monthly Reporting is completed for HEF and accurate records are kept for client funds usage. Administration Team Coordination Supervise the timely and accurate completion of all CSN administration team tasks, including banking, accounts payable processing, accounts receivable processing and general office supplies Undertake program planning in collaboration with employees and management Work closely with Network Program Managers, Assistant Program Managers & General Manager Represent Admin Team on relevant committees and forums, ensuring employees and management are informed of relevant external activities and directions. Supervise, train and assist in review and performance planning for other administrative employees. Active and positive direction to off-site admin services employees on admin work performance and issues. Development of an Administration Services Team culture, with a focus on the total Crisis Services Network Develop good working relationships with line managers of off-site administration workers and collaborate on management directions. Streamline completion and reporting on all administrative tasks as designated. Opportunities taken up and employees informed and aware of issues affecting admin team and Crisis Services Management are communicated and consulted with in a timely manner through internal communication systems Formal and informal admin protocols are developed and maintained within the Crossroads Network. Administrative employees are able to effectively use systems and processes as required. Admin work performance is professional, conscientiously and diligently undertaken. Administration Team help is willingly provided to sites when circumstances (e.g.: annual leave) require outside help. Off-site line managers support the Admin Team concept, and are happy to raise specific issues with the Coordinator when help is required. Able to provide support to financial and data entry employees on administration of accounts payable Page 5

6 Key Selection Criteria: 1. A sound working knowledge of legislative frameworks relating to Employee Relations, Human Resources, Workers Compensation, Workplace Health and Safety and Privacy. This includes relevant knowledge of Industrial Awards and their application. 2. High level communication skills, both written and verbal; high levels of computer literacy inclusive of database, word processing and spread sheet software packages. 3. Demonstrated ability to be able to fulfil a management role and oversee the proper functioning of all operational and staff administration aspects of the Network. 4. High level of integrity and professionalism in dealing with fellow employees, the broader organisation and other stakeholders. 5. Able to solve problems quickly, creatively and decisively, to be resourceful and to show leadership in decision making. 6. High conceptual and analytical ability. 7. Flexible attitude to a dynamic work environment. 8. Excellent interpersonal skills and the ability to work with management of varying professional skills and understanding of finance and HR matters. 9. Current Victorian licence to drive a motor vehicle. Please note that all TSA CSN employees must have a current Police Check and Working with Children Check. Employee s Signature: Date: Print Name: Manager s Signature: Date: Print Name: Page 6