THE SALVATION ARMY
Kilbirnie Corps
POSITION DESCRIPTION
Position:
Corps Administrator
Appointee:
Report to:
Corps Officers
Functional Relationships: Incoming callers, clients and visitors, Playgroup Co-Ordinator,
Custodian, DHQ staff, Corps Treasurer, Family Store Manager,
Corps local officers, THQ Finance, HR and Payroll
Departments, Other Centre Staff, Goods and Services
providers.
Location:
Kilbirnie Corps – 175 Onepu Road, Lyall Bay, Wellington
Standard Hours of work:
14 hours per week: Mon – Thurs 9am – 12.30pm
Key Result Areas and Key Tasks
Performance Indicators
General Administration
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S.A.M.I.S Data Entry
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Assist Corps Officer with the
preparation of the monthly Corps
Newsletter
S.A.M.I.S data collected and inputted into
system, weekly, quarterly and annually.

S.A.M.I.S data to be entered accurately and in a
timely and consistent manner.

Assist Corps Officer with the
preparation of media shout for
Sunday worship.

Design, prepare and distribute monthly Corps
newsletter notices provided in an effective and
timely manner.

Receive, check attendance list
and input Sunday attendance data
into “Connected” database.

Data entered into ‘Connected’ database
accurately and in a timely and consistent
manner.

Assist Corps Officers with
property maintenance matters and
the internal PMF claim process.

Check for completion of property maintenance
work. Prepare PMF claims attaching quotes or
invoices for processing.

Manage hall hire bookings and
invoicing.


General other tasks as and if time
allows.
Hall hire Users to be approved by Corps
Officers, bookings recorded appropriately, Hire
costs meet minimum TSA requirements and
Licence to Occupy Documents completed and
sent in to DHQ for approval and execution where
necessary.

As far as practical undertake other tasks and
requests as directed by the Corps Officers.
Tasks to be carried out in a professional and
timely manner, as work load allows.
Financial Administration

Prepare and process AP invoices.

Count and record weekly income
(Cartridges and Offerings etc.)
received with Corps Officer.

Take deposits and other
documents to the bank.

Correct supporting documentation is provided
with invoices.

Corps weekly income and banking to be counted
by two people and signed off appropriately.
Corps income to be banked weekly each
Monday.

All invoices and payments are correctly coded,
authorized and batched for entry.

Processing of all creditor and debtor invoices in
a timely manner.

Resolve account queries.

Reconcile bank statements.

Produce journals for Corps and
family store as required, to
reconcile bank statements.

Follow up on any outstanding debtors, creditors
and un-presented cheques.

Funds deposited in a timely manner.

Provide financial information and
support to Corps Officers.

Process all regular journals and any corrections
(as necessary).

Assist with annual preparations
for budget.

Liaise with Finance Support Team at THQ
regarding difficulties in using system.

The Salvation Army standards relating to book
keeping / financial management are met or
exceeded.
Keep accurate time and
attendance records.

Maintain personnel files in the required form.

Records are accurate and up-to-date.
Process the fortnightly payroll in a
timely matter.

Employees are paid accurately and on time.

Leave applications are processed.

Collate and check timesheets and
then refer to Corps Officer for
approval.

Enquiries are responded to promptly and
courteously and anomalies are corrected
promptly.

Refer completed payroll to Corps
Officer for approval.

Privacy and confidentiality of personal
information is protected at all times.

Entering of timesheet information
into Tech One.
Communicate process
improvements to the Corps
Officer.

Upholds Salvation Army Mission of caring for
people, transforming lives and reforming society.

Feels part of the team.

Provide training to others as
required.

Positive attitude towards the mission of the
Salvation Army.

Understand and follow applicable
Operational Policy.

Relationships with other team members are
positive and focussed on delivering service.
Staff Payroll


Mission Support

Health & Safety

Report accidents and hazards.

Follow safe work procedures.

Use safety equipment.

Complete annual Health and
Safety checklist review.

HSE5.1 accident report form completed within
appropriate timeframe.

Hazards are reported and managed
appropriately.

Employee works safely at all times.

Complete annual checklist review in a thorough
and timely manner. Communicate Health &
Safety issues with staff, Volunteers and building
Users.
Notwithstanding any respective definition or classification of employment, an employee may
be required to undertake any other duties they are lawfully permitted to perform.
KEY COMPETENCIES / IDEAL PERSON SPECIFICATION

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Skilled in verbal and written communication
Excellence in ability to relate to and interact with others
Relevant experience in financial administration, accounting practices, payroll systems
and tasks, clerical as well as general clerical administrative tasks
Experience in the use of computers with Microsoft Office programs
Knowledge of Salvation Army structures and systems, commitment to the Salvation Army
Mission and purpose of the Salvation Army Social Service
Commitment to ongoing training
Sensitivity to ethnic, cultural and social issues
Current drivers licence
Integrity of character supported by references
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Administrator
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Date
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Corps Officer
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Date