POSITION DESCRIPTION
Title:
Coordinator Casuals’ Bureau
Location:
Northern Regional Office
Responsible to:
Manager Frontline Service Support
Date:
March 2010
Child, Youth and Family’s vision is:
Safe children and young people in strong families and responsive communities
 free from abuse
 free from neglect
 free from offending
Organisational Values:
In all we do, we seek to represent and model these values:
 Respect
 Integrity
 Fairness
Purpose of Position
The primary purpose of this role is to:
1. Coordinate and maintain the regional pool of Casual and Permanent Variable Hours (PVH) staff,
including centralising related administrative duties at regional level.
2. Coordinate staff to transport, mentor, mind, escort and provide supervised access to children
and young people
The position is responsible for overseeing the recruitment of casual workers; ensuring complete personnel
files are kept; establishing detailed casual worker databases for easy access by staff; maintaining
handbooks and documentation relating to casuals and helping ensure the safety and wellbeing of children
and young people in care.
This position is also responsible for developing systems for effective co-ordination of safe transportation of
children and young people and maintaining a recording system to chronicle movements of Youth Justice
young people in custody.
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March 2010
The role has responsibility for the supervision of administration support staff to assist in the co-ordination
of these activities.
Functional Relationships
Internal
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Resource Assistants, Social Workers, Supervisors, Site Managers, Youth Justice Managers
Payroll, HR Department
Regional Practice Advisor
Regional Senior Solicitor
Regional Office Staff
Escort Working Party
Casual and Escort Staff
Caregivers
External
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Youth Courts in the Northern Region.
Police (Youth Court Prosecutors)
Youth Advocates
Children and Young People
External contractors (security companies etc)
Professionals such as those involved with health, education and counselling
Staff Responsibilities
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Administration Support
Financial Delegations
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Nil
Coordinator Casuals Bureau
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March 2010
Key Accountabilities
Coordinate and maintain the regional pool of Casual and PVH staff, including centralising related
administrative duties at regional level. Responsibilities include:
 Maintaining SHAREPOINT databases that provides immediate on-line access up-to-date causal
workers details:
o A pool of ALL available casual/PVH workers with training/specialty details; preferred
area/s of work and their phone and contact details
o Workers status i.e. casual, PVH
o The contract rates per role for each casual/PVH worker
o Record accumulated mileage (private car usage) for each casual/PVH worker, where
applicable
o Recording details of vehicle lending across sites
 Reviewing data and recognising trends to help establish and design efficient methods of controlling
and improving:
o risk
o the use of various transport alternatives, departmental cars, escort staff, and external
contractors (such as First Security)
o the amount of time casual workers are required for various roles
o the costs of using casual workers
 Keeping precise control of casual/PVH workers’ personnel files:
o Contracts (expiry dates, qualifications, Letters of Offer)
o Organising identity cards for all casual/PVH workers (laminated – 6 month expiry)
o Training requirements or opportunities
o Casual/PVH worker’s private motor vehicle details (WOF, Registration, Insurance)
 Overseeing the recruitment of all casual workers for the region:
o Sourcing and advertising (may be referrals from Site offices)
o Maintaining a database of applications received and processed
o Matching candidates with appropriate sites and communicating with site managers in
regards to:
 Arranging and presenting training and induction at Site offices
 Complaints and HR matters
 Maintaining the Casual/PVH Workers Orientation Handbook, and all other documentation and
templates relating to casual workers
 Preparing a quarterly newsletter for casual/PVH workers
 Approving casual/PVH worker timesheets against booking calendar
 Completing a Monthly Report to the Manager Frontline Service Support and other reports as
required
 Carry out audit functions from time to time, to ensure that agreed procedures and policies are
being adhered to at all levels
Coordinate staff to transport, escort and provide supervised access to children and young
people by:
 Maintaining and constantly updating an on-line calendar (database) which details all current and
planned transportation, escort and supervised access requirements. This will be done via a live
system using Microsoft Outlook Calendar accessible by authorised CYF Site.
 Helping ensure that PVH workers are allocated tasks in the most efficient manner as relates to the 3
hour minimum payment clause contained in their contract
 Recording all relevant information pertaining to these children and young people in CYRAS.
 Attending meetings to deliver progress reports by invitation.
Provide effective supervision of staff by:
 Creating an environment within which outcomes can be achieved
 Ensuring staff receive performance and development feedback and coaching to assist professional
development, strengthen on-job performance and ensure training needs are identified and
addressed.
 Ensuring practice or performance issues are identified and appropriate action plans are put in place
to remedy issues
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Relationship Management and Liaison
 Liaise with Site Managers regarding the recruitment of casual workers to ensure an appropriate and
versatile pool of staff is always available
 Work with payroll with regard to private car usage and mileage, timesheet and contract queries.
 Liaise with Site staff to help co-ordinate efficient use of departmental vehicles
 Work closely with all Social Workers and Site staff in the Northern Region to ensure effective service
delivery to children and young people.
 Build and maintain positive relationships and clear communication channels with casual workers
 Maintain liaison and networks with all internal and external stakeholders.
 Establish a positive, credible profile of Child, Youth and Family.
Administration and Information Management
 Maintain Microsoft Outlook calendar
 Maintain systems for effective documentation including processes and resources that support the
position
 Review data and recognise trends to help establish and design efficient methods of controlling and
improving
 Provide quantitive and qualitative information to inform future decision making regarding the use of
casual workers.
 Complete monthly report
Risk Management and Quality Assurance
 Actively manage risk
 Adopt functions to help maintain a versatile and reliable pool of staff
 Ensure that coordination services are provided in a timely and efficient manner.
 Ensure policy and directions are adhered to with regards to transporting of children and young people
 Notify line manager of any major difficulties in a timely manner.
 Maintain complaints procedures including prompt and efficient feedback mechanisms.
Continuous improvement
 Adapt to changing requirements and offer reasonable flexibility in undertaking the role
 Suggest changes to local methodology and protocols in line with experience
 Identify, clarify and review internal stakeholder needs and identify and clarify opportunities to develop
local ideas.
 Support the goals of Child Youth and Family.
 Maintain current knowledge of emerging policies and best practice guidelines.
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Appointee Specification
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Knowledge and Experience
 Experience in and demonstrated ability in the co-ordination of services
 Experience and skill in the facilitation of group processes, including mediation processes and conflict
resolution.
 Experience in the management and supervision of staff
 Competent with Microsoft Excel, Word and Outlook.
 Competent with CYRAS.
 Competent in establishing administrative processes to support new initiatives.
 Sound understanding of CYF Youth Justice and Care & Protection.
Skills and behaviours
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Well developed communication skills
Excellent networking skills – able to establish, build and maintain effective working relationships
Excellent organisation, record keeping and time management skills
Strong interpersonal skills – able to adapt these to the needs of the audience
Highly developed negotiation skills
Sound judgement
Strong relationship builder
Flexible, adaptable and pragmatic
Strong client focus
Welcomes and values diversity and contributes to an inclusive working environment where
differences are acknowledged and respected
Other Requirements
 Willing to travel to fulfil job requirements
 Holds a current, clean drivers’ licence, able to drive a manual car and is prepared to drive the
Ministry’s vehicles if required
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Essential Competencies
Competencies
Descriptors
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1. Client Focus
The desire and willingness to
understand and meet or exceed client
expectations. Clients are those groups
or individuals, internal or external, who
use CYF services.
2. Planning and Organisation
The ability to identify objectives and
develop effective action plans to
achieve them. This may include using
sound personal organisation
disciplines, a methodical and
systematic approach towards planning
workloads and using project
management skills.
3. Information Gathering
The ability to collect and manage
information relevant to an issue
through a variety of methods. This
includes research, networking with
others, observation, computer
databases and sharing knowledge and
information with others.
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4. Communication
The ability to clearly convey thoughts
and ideas effectively. This may include
listening, interpreting, formulating and
delivering: verbal, non-verbal, written,
and/or electronic messages.
5. Technical Skills & Knowledge
Demonstrates specialist or technical
knowledge and skills within one’s
functional area (e.g. Administration,
Finance etc).
6. Results Orientation
The ability to take personal
responsibility for the delivery of results.
This includes delivering required
results consistently and successfully,
exhibiting appropriate initiative and
persistence and focusing on work that
is of high quality.
Coordinator Casuals Bureau
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Delivers quality service to clients.
Understands, empathises with, and identifies the needs,
concerns and priorities of clients and ensures that services
are delivered to take account of these.
Takes personal responsibility for correcting client service
problems and/or “championing” client issues.
Corrects problems promptly, without getting defensive.
Attempts to give added value to the client.
Actively supports the interests of the client by making choices
and setting priorities to meet their needs.
Manages resources so that priority tasks are achieved.
Reviews and adjusts priorities as circumstances change.
Communicates what needs to done to all who need to be
involved.
Sets realistic timetables and monitors progress against
targets.
Introduces straightforward systems and monitors their use.
Identifies and locates appropriate sources of information for
routine situations.
Finds out the key facts from people involved in situations.
Gathers pertinent information from external sources.
Uses readily available information, or consults others who
can get it.
Communicates clearly, concisely, confidently, courteously,
calmly and tactfully.
Listens and understands.
Shares information in an open and honest way.
Demonstrates a sound level of written and oral skills,
including telephone skills and ability to use email.
Takes clear and accurate messages.
Records/inputs information accurately and collates
information appropriately.
Produces accurate basic letters, following a standard format.
Uses technical knowledge appropriately.
Possesses the technical skills and knowledge required to
effectively deal with more complex or unusual tasks or
problems.
Independently performs most work activities.
Provides informed advice.
Keeps up to date with current issues and trends.
Is clear about own objectives.
Achieves planned results on time and to agreed standards.
Understands and accepts responsibility for own performance
goals and productivity.
Deals with both difficult tasks and routine aspects of job.
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7. Relationship Management
The ability to interact with and develop
effective working relationships with a
wide range of people of different types
and in different situations.
8. Teamwork
The ability and willingness to work with
others co-operatively and productively
in order to achieve group objectives.
This may include informal work groups,
advisory groups or committees and
project teams.
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Builds good rapport with people at all levels.
Actively seeks opportunities to contribute to positive
outcomes for clients, stakeholders, staff and colleagues.
Approaches issues or disagreements with the objective of
reaching win/win solutions.
Develops relationships with the intent of achieving effective
delivery of relevant services.
Contributes positively by actively sharing information and
listening and accepting others' points of view.
Shares the workload with others and contributes by being
prepared and completing assigned tasks.
Maintains a positive outlook and shows flexibility to new
approaches and ideas.
Is willing to learn from others at all levels.
Promotes team co-operation.
Desirable Competencies
Competencies
Descriptors
9. Change Orientation
The ability to think about a situation,
issue or process in new or varying
ways and to generate new ideas. This
includes the willingness to seek out
and implement better ways of doing
things and to embrace change.
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10. Problem Solving & Judgement
The ability to apply an objective, logical
reasoning process to a problem or
work situation in order to develop a
conclusion or recommendation.
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11. Cultural Responsiveness
The ability and desire to show cultural
sensitivity, awareness and
understanding of diversity. This
includes reinforcing culturally sensitive
behaviour, being responsive to Maori
and other cultural groups, effectively
relating to clients from diverse cultural
backgrounds, fostering a culturally safe
working environment for staff.
12. Integrity
The ability to maintain confidences and
trust, and to act in an honest, ethical
and professional manner.
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13. Self-Development
The ability and desire to take
ownership of one’s development and to
proactively pursue opportunities to
learn and develop.
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Is open to new and better ways to do things.
Is positive about changes that may lead to improvements.
Keeps one’s emotions under control when facing a situation
that requires adaptability.
Is prepared to take responsibility for implementing ideas for
improvement within one’s own work area.
Readily contributes new ideas.
Sees the relationship between components of a problem or
situation; recognises cause and effect relationships (“if this,
then that” thinking).
Produces practical, workable solutions.
Knows when to refer upwards, with appropriate
recommendations.
Knows how to address issues that impact on clients,
employees, stakeholders and communities from different
cultural backgrounds;
Provides services to clients with sensitivity, understanding,
and respect for the client’s culture;
Works in ways that enhance consultative relationships with
different cultural groups and acts on opportunities to engage
with them.
Takes action based on a clearly stated set of values, even if
such action might disadvantage oneself.
Does not lie to cover up disadvantageous facts.
Challenges or confronts abuse of power.
Learning is focused on current role, but also on career
development.
Designs a personal action plan to address own issues
constructively and understand the most appropriate learning
style for self.
Uses a range of sources to develop own knowledge and
skills.
Seeks feedback from others with the intent of selfimprovement.
Health and Safety
Coordinator Casuals Bureau
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March 2010
It is the Ministry’s policy to act positively in creating and maintaining a safe and healthy working
environment and to comply with health and safety measures required by law. This includes providing
necessary information, training and supervision for all employees.
Personal Commitments
Demonstrated evidence of ability to commit to the following principles:
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Child, Youth And Family’s vision, mission and goals,
Treaty of Waitangi,
Working with clients and colleagues in a culturally sensitive and appropriate manner,
Equal employment opportunities.
Certification
General Manager Operations
March 2010
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