POSITION DESCRIPTION

Transcription

1 POSITION TITLE TERMS AND CONDITIONS SERVICE/BUSINESS AREA LOCATION ACCOUNTABLE & REPORTS TO Administrative Support Officer - Casual Social, Community, Home Care and Disability Services Industry Award 2010 Business Operations All sites Office Coordinator POSITION/S REPORTING TO THIS POSITION Nil INFORMATION CONTACT Office Coordinator Telephone AGENCY OVERVIEW Kildonan UnitingCare is an innovative and trusted community service organisation within one of Australia s largest welfare networks, UnitingCare Australia an agency of the Uniting Church. We are one of Australia s oldest organisations dating back to 1881 yet we are rapidly gaining a reputation for delivering some of the most proactive, innovative and relevant community services in Victoria. Kildonan supports more than 15,000 Victorian individuals, families and communities each year from northern metropolitan Melbourne through to North Regional Victoria, following a merger with UnitingCare Cutting Edge in Kildonan is committed to assisting to develop and sustain a society that values and cares for its children. All children who have contact with Kildonan staff, whether directly or indirectly, have a right to feel and be safe. We also have a corporate arm which consults nationally to companies wanting to deal more fairly with their customers from across the utility, telecommunications, property, banking and government sectors. We deliver quality services to our stakeholders through the organisational values of Respect, Trust, Compassion, Integrity and Justice. SCOPE OF POSITION The Administrative Support Officer will provide relief reception, secretarial and administrative support to all Kildonan sites as required. The Administrative Support Officer will provide administrative assistance to all Senior Managers in all areas, and is available to work across all Kildonan sites as required. KEY RESPONSIBILITIES General To answer all incoming calls, correspondence, and fax enquiries. To ensure that all visitors are greeted in a friendly and hospitable manner. To ensure that the reception and entry area to Kildonan is safe, clean and maintained to high standards at all times. In consultation with the Office Coordinator, provide administrative support to all Kildonan staff. To provide specific administrative support to the Kildonan Senior Management team. To respond to all enquiries made to Kildonan and direct enquiries to appropriate staff. REVIEW PAGE 1 OF 5

2 Reception Coordinate administrative/reception activities to ensure day to day operational needs are met. Promptly attend to incoming calls and direct them to the appropriate staff or take messages. Attend to the telephone voice mail system at the beginning and end of each day, changing the message as required. Greet visitors to the agency and offer hospitality as appropriate. Advise relevant staff of the arrival of visitors to the agency. Organise catering for functions and maintain kitchen supplies. Organise meetings and appointments. Advise all office locations and staff of relevant information and file any publications and information as appropriate. Assist with administration orientation/induction visits of new staff. Ensure brochures, pamphlets and other information provided at reception, on noticeboards and in meeting areas is current and orderly. Administrative Support Provide specific administrative support to senior & executive staff and general support to all office staff, attending to, and/or arranging the following: Word processing Telephone calls and messages Processing of mail (internal, external, fax and ) Information dissemination to all relevant staff Photocopying and collating Maintain office filing systems Update and maintain supply of office forms. Booking of maintenance and service of office equipment Room bookings, office equipment bookings and vehicle bookings as requested Archiving documents and client files where directed Order business cards and name tags for staff Arrange for couriers as required Provide IT support, including initial support and contacting IT service provider Financial Management Manage petty cash and undertake regular reconciliations. Receipting of monies as required. Raise, record and send requisitions to the Business Operations Unit. Send all invoicing details to the Business Operations Unit. Site Specific (Collingwood) Assist with mail out projects. Ordering/buying stationery, office supplies and staff amenities. Organise maintenance and repair of minor items in conjunction with the Business Operations Unit. Maintain key and mobile phone security code register. Monitor vehicle odometer readings and organise vehicle services and cleaning needs. Maintain Equipment Loan Forms for site staff. REVIEW PAGE 2 OF 5

3 (Epping) Set up Financial Counselling client files and issue closure letters. Assist with mail out projects. Assist with School Book queries Professional Development Participate in regular supervision sessions with line manager and in wider Agency activities. Participate in Kildonan's staff appraisal process, including regular supervision in order to meet individual professional development goals. Participate in professional development programs that complement Kildonan s Strategic Plan. Other Requirements Perform any other function in line with authorities, capabilities, and skills that will enhance the performance of Kildonan UnitingCare. Willingness and ability to follow lawful instructions. Attend and participate in team meetings, wider agency activities and role related training/forums. ROLE ATTRIBUTE REQUIREMENTS Honest Ethical Positive Work Standards Client/member focused Culturally aware Flexible Resilient Is credible and truthful Is reliable and trustworthy Acknowledges and learns from mistakes Has integrity and principles Is truthful Reflects expected standards of behaviour and/or Code of Conduct Has faith in own abilities Is optimistic Remains calm and focused when faced with difficulty Has high work standards and is proactive in carrying out work and ensuring service reliability Has high work ethic even when processing mundane non-challenging duties Prioritises needs of clients and members Aims for best outcomes for clients and members Is outcome focused Follows through with commitments Respects difference in all its forms Adapts language to aid communication Values diversity as a strength and positively utilises diversity Adapts to changing circumstances in the workplace Prioritises work and addresses what is most important Takes advantage of new and emerging opportunities Recovers from setbacks Overcomes obstacles and impediments Learns from experience and identifies areas for self-development Supportive Encourages others to attain goals and achieve Listens actively and inspires confidence Demonstrates empathy when confronted with adversity REVIEW PAGE 3 OF 5

4 Self-disciplined Collaborative Manages own time to achieve key outcomes Avoids distraction and diversions Demonstrates punctuality and meets agreed schedules and timelines Manages time and uses tools effectively to assist with planning and organising Works with others to achieve common goals Engenders a spirit of teamwork Inspires trust KEY SELECTION CRITERIA Personal Attributes Excellent interpersonal skills and good written and verbal communication skills. Ability to work independently as well as part of a team. Good organisational skills. Ability to prioritise workload. Skills and Experience Extensive experience in an office environment with exposure to reception and broad administration duties. A pleasant telephone manner and ability to use the Agency telecommunication equipment. General proficiency with computers and comprehensive skills in Microsoft Office applications, in particular Word, Excel, Access. Experience in the use of . Proficiency in the use of general office equipment. Mandatory Current Drivers Licence Current Victorian Working With Children Check Successfully Completed Police Records Check ACKNOWLEDGEMENT Diversity Knowledge and understanding of the principles of anti-discrimination and equal opportunity legislation and demonstrates ability to interpret and uphold principals and standards of equal opportunity policies into practice. Health & Wellbeing Ensure that a system of work that is safe and without risk to health is developed, documented and followed by all employees, volunteers, clients and visitors through appropriate supervision, training and monitoring. Maintain compliance with OHS legislative requirements and Kildonan's OH&S policies, procedures and guidelines. This includes reporting of safety incidents and hazards as soon as you are aware of them Quality Service Systems Demonstrates ongoing commitment to the Vision, Mission, Values, Strategic Plan and Policy, and to our quality assurance processes. Enhances quality practices, ensures own work meets quality requirements, and provides input into continuous improvement through consultation Drugs and Alcohol A staff member is not to be adversely affected by alcohol, drugs or any other detrimental substances whilst employed in this position at Kildonan UnitingCare. REVIEW PAGE 4 OF 5

5 POSITION INCUMBENT I have read and understood this position description. I acknowledge that description of the role is an outline and guide to the tasks of the professional activities needed to undertake the role successfully. I understand that annual review of the position description may occur and may be amended from time to time as the organisation needs change. Changes to the position description will be consistent with the purpose for which the position was established. Signature: Print name: Date: / / This position description has been approved by: Senior Manager People & Culture Signature: Print name: Date: MEAGAN DOWNIE / / REVIEW PAGE 5 OF 5