ARC philosophies and guidelines in conjunction with State Coordinator and
State Services. Manager. 5. Support & Guide Support Workers in a manner that ...
POSITION DESCRIPTION POSITION TITLE
Administration Officer
AREA/DIVISION
ARC Support Services
REPORTS to
State Services Manager
IMMEDIATE SUPERVISOR
State Coordinator
ORGANISATIONAL ENVIRONMENT
Providing a safe and supportive environment that improves and retains each individual’s self-esteem, self-respect, and sense of responsibility.
ORGANISATIONAL DIRECTIVE
ARC staff will operate in accordance with ARC policies and procedures including Code of Conduct, Resident’s Rights and Occupational Health and Safety policy and procedures. ARC staff are to present themselves as positive role models in terms of dress, language and behaviour.
PRIMARY TASKS
Support to Clients
1.
Encourage and motivate the people we support to maintain and improve independent living skills.
2.
Provide physical, emotional and social support to the people we support.
3.
Display respect, empathy, understanding and patience towards clients, their families and friends at all times. Maintain a sense of humour and sense of fun.
4.
Ensure support programs are designed, implemented, co-ordinated and evaluated within ARC philosophies and guidelines in conjunction with State Coordinator and State Services Manager.
5.
Support & Guide Support Workers in a manner that allows for team member’s professional growth.
6.
Other such duties as may be allocated from time to time.
Administration
1.
Provision of general administrative support as required to the State Coordinator, including word processing and data entry.
2.
Collecting and distributing all incoming and outgoing mail and the allocation of correspondence to appropriate recipients.
3.
Set up and maintain a database of ARC’s Clients detailing their service requirements.
4.
Set up and maintain hard copy and on-line filing system.
5.
Assist to maintain a database for all client rosters.
6.
Track and record all shift changes and coordinate shift cover as required.
7.
Coordinate regular staff meetings, take and record Minutes, produce agendas, when required.
8.
Assist with fortnightly checking of timesheets and mileage claims.
9.
Liaise with ARC management in the preparation of client invoices.
10.
Ordering of general stores for Clients as required, including: gloves, hand sanitizer, etc.
Support Services
1.
Review reports and other documentation relevant to the people we support in conjunction with Support Workers.
2.
Assist in the delivery of staff training programs for new and existing staff.
3.
Maintain open communication with families in matters relating to needs and progress of the people we support.
4.
Liaise with external service providers, including medical practitioners in conjunction with State Coordinator and State Services Manager when required.
Organisation
1.
In conjunction with State Coordinator, assist in staff rostering & time sheets. Prepare staff rosters and distribute at least 2 weeks in advance of current roster. Collect time sheets as required by payroll, cross check against Staff roster, sign to authorise payment by due date.
2.
Organise time and workload to maximise productivity and the people we support according to work schedule.
3.
Ensure all equipment and supplies appropriate to complete duties are properly and economically used to minimise wastage and / or abuse.
4.
In conjunction with State Coordinator, maintain and regularly review files.
5.
In conjunction with State Coordinator, ensure the people we support primary health needs are reviewed on a regular basis, including six monthly revision of manual handling and care plans.
Communication
1.
Maintain resident and service confidentiality in accordance with ARC’s Deed of Privacy and Staff Code of Conduct policies. This includes medical history, discussions in confidence and personal information regarding all people associated with ARC – clients, staff, volunteers, families and visitors.
2.
In conjunction with State Coordinator, monitor the people we support general physical and psychological state and report according to ARC policy and procedure.
3.
Respond to enquiries by providing general information on the operations of ARC.
4.
Maintain close links with ARC management team.
5.
Act appropriately at all times and be an appropriate role model for clients and staff.
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6.
Develop ad-hoc promotional materials. Financial
1.
Assist the State Coordinator in the maintenance of client’s individual accounts.
2.
Ensure records are kept and maintained for clients in accordance with ARC policies and procedures.
KEY PERFORMANCE INDICATORS (KPI’s) 1.
Effective written and verbal communication, demonstrated computer skills.
2.
Demonstrated time management and organisational skills.
3.
Demonstrated people management skills with the ability to liaise with clients, families, colleagues, volunteers and external agencies.
4.
Demonstrated “person-centred” approach to all the people we support.
5.
Ability to accept responsibility and work unsupervised.
6.
Interpersonal, verbal communication and effective listening skills with the ability to provide support, information and assistance.
7.
Advanced knowledge and skill in word processing and spreadsheet packages and database programs.
8.
Ability to work as part of a team.
9.
Understanding and awareness of maintaining company and client confidentiality.
10.
Knowledge and understanding of duty of care in relation to maintaining a safe working environment for staff, visitors, volunteers and clients.
11.
Displays and applied initiative and flexibility.
12.
Demonstrated motivation and enthusiasm.
13.
Demonstrated reliability of attendance at work.
14.
Demonstrated report preparation and writing skills.
ESSENTIAL KNOWLEDGE & SKILLS 1.
A strong understanding of contemporary office management techniques including a strong understanding and knowledge of word processing, spreadsheets and data base management.
2.
Experience in Disability Sector or related fields.
3.
A qualification in Office Management Techniques.
4.
Experience in working as part of and leading a team.
5.
Provision of a satisfactory pre-employment medical report.
6.
Current satisfactory Police check (within last 3 months).
7.
Current Drivers Licence.
DESIRABLE KNOWLEDGE & SKILLS 1.
Formal training relevant to position.
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2.
A qualification in Office Management Techniques.
3.
Previous relevant experience in a similar environment/area.
WORK HEALTH & SAFETY 1.
Ensure work practices comply with the ARC’s Work Health and Safety Policies and Procedures.
2.
Maintain a safe environment for the people we support and other team members.
3.
Attend to emergency situations and provide direction where necessary.
4.
Follow up on WH&S audits to be tabled at meetings.
5.
Implement correct fire safety and emergency evacuation procedures.
6.
Act appropriately to ensure safety of self and others in the work setting.
7.
Report and document incidents in accordance with the policies and procedures of ARC.
KEY RESULT AREAS
Quality Administration Services and Support
Provide superior administration support to State Coordinator and State Services Manager and Clients.
Develop and maintain effective database management ARC.
Demonstrate solution-focused initiatives.
Maintain close and open communications with ARC staff.
Service Marketing
Positively and actively promote the service of ARC.
Regulatory Compliance
Timely incident and hazard reporting Timely reporting and completion of documentation, including accident and incident reports Works within ARC policies and procedures Works proactively and continuously to improve ARC policies & procedures using tools such as Document Change Form, Internal Audits and Self Audits on an as needed basis.
Professional Development, Team participation & Education
Participate in annual performance reviews, including self-appraisal as required Participate in relevant training programs Maintain professionalism in the application of the role Active participation in team meetings, staff meetings and activities when required.
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