Position Description
for
Administrative Employee
Child Care Services
Tasmania
Programme: Location: Reports To: Approved by: Version: Award: Classification: Centacare Tasmania Child Care Services New Town, Tasmania State Manager, Centacare Tasmania Child Care Services Executive Director, Centacare Tasmania November 2012 Children’s Services Award 2010 Children’s Service Award Support Worker, Level 3 Context:
Centacare Tasmania is committed to Christian principles. We will respond to the needs of disadvantaged or marginalised individuals, families and the community by providing services which will enhance human dignity and freedom and enable people to realise their full potential. Centacare Tasmania is a Child Safe Organisation. Primary Objectives:
Centacare Tasmania Child Care Services aims to provide child care of the highest quality. An Administrative Employee of Centacare Tasmania Child Care Services is responsible for all administrative support to the operation of this network of child care businesses under the guidance of the State Manager Child Care Services. It is through the dedication of the team of employees that the Child Care Services create a safe, caring and fun recreational and learning environment for attending children. 1 | P a g e Position Description: Administrative Employee Version date: November 2012 Major Accountabilities:
1 Interpersonal and communication style a. Strong communication and interpersonal skills, verbal and written; demonstrated ability to communicate effectively with people at all levels both internal and external to the organisation. b. Sound time management and organisational skills; ability to plan and organise work, set priorities, exercise initiative and sound judgment and meet changing and conflicting deadlines. c. Professionally manage confidentiality of information across and between participants within the child care services and ensure that all confidential information is protected appropriately d. Ensure all liaison with parents/guardians is sensitively handled, respectful and is tracked until resolution; ensure relevant records are accurately maintained and up to date 2 Administrative elements a. Highly developed clerical and administrative skills and demonstrated proficiency in word processing, spreadsheets and database operations in order to provide high quality administrative support for the Centacare Tasmania Child Care Services program b. Effective administrative skills to undertake processes for the invoicing and billing activities of each child care service within the network, within predetermined timeframes using established processes c. Highly developed telephone skills and demonstrated ability to perform general reception and telephone duties including professional, timely, and accurate provision of information and/or options. At time provide a reception service, in person, for visitors to the site. d. Provision of administrative support so that child care services consistently meet all regulatory compliance obligations of funding agreements and in respect of State and Commonwealth child care law and standards. e. To maintain, collate and prepare reports as administration procedures require and that these are prepared within agreed timeframes f. Accurately and promptly process child care bookings for parents/guardians and ensure child care records of places and vacancies are maintained to a high standard g. Perform routine general administrative duties to support the State Manager Child Care Services and programs, including correspondence, maintenance of records systems and filing h. Provision of timely administrative processing of equipment and supply orders and purchasing within authorised procedures i. Prompt actioning of administrative support for employee rosters and timesheet arrangements to ensure that employee payroll processes operate smoothly j. Deliver upon promises or obligations made by you or representatives of Centacare Tasmania Child Care Services k. Ensure all media contacts or proposals are directly referred to the Media Consultant as per the Archdiocese of Hobart requirements in a timely manner 3 Incident and major event reporting a. Ensure urgent priority is given to actioning any situation where a booked child does not present to the child care service using established processes for reporting within the organisation b. Track issues and complaints raised through to resolution, and escalate appropriately to the State Manager Child Care Services c. Appropriately refer and escalate serious incidents and/or major stakeholder contact immediately through the established channels; prepare written documentation for recordkeeping purposes d. Follow and support reporting procedure for a child at risk 4 People management or teamwork activities: a. Ability to contribute and work effectively and proactively in autonomous and team situations. 5 Compliance requirements and quality control activities: a. To ensure that record keeping in respect of the network of child care services is managed in accordance with National Privacy Principles 2 | P a g e Position Description: Administrative Employee Version date: November 2012 b. Understand and comply with regulatory standards, relevant child protection protocols and procedures. c. Contribute to the continuous improvement of the Child Care Services programme by providing suggestions of improved processes and/or new opportunities to the State Manager Child Care Services Risk and Workplace Health & Safety:
The Archdiocese of Hobart is committed to ensuring that our operations at all Agencies are conducted with proper regard for health and safety of all. You are required to observe safe work practices in accordance with training and instruction given and report any risk to your immediate supervisor. Risks arising in the workplace may be financial, site, task or person specific or related to safety. All employees of the Archdiocese of Hobart will conduct themselves responsibly with proper respect for established rules and procedures and they will consistently perform their jobs with proper regard for the health and safety of others. We expect all employees to participate in and contribute to Workplace Health and Safety activities, including participation in the consultative processes provided by the organisation, to ensure a safe work environment for clients, our community, employees and visitors. Key Communications Linkages:
The Administrative Employee will regularly communicate with parents, guardians, employees of the OSHC centre and Child Care Centre, Centacare Tasmania Child Care Services Administration, the State Manager of Centacare Tasmania Child Care Services, and all other employees and managers of Centacare Tasmania and the Archdiocese of Hobart. Job Environment and Personal Accountability:
A person at this level would be able to perform as Children’s Services Support Worker Level 3, including being able to work under general guidance or direction and there is scope for the exercise of limited initiative, discretion and judgment in carrying out their assigned duties The position operates within a small team and has access to guidance and advice from the State Manager Child Care Services. 3 | P a g e Position Description: Administrative Employee Version date: November 2012 Selection Criteria
Certified Copies of Child Safety Screening Clearance and all Qualifications must be provided to Centacare Tasmania Child Care Services during the recruitment process or at least prior to employment commencement. Essential requirements
1 An understanding of, and commitment to, the operations of the Catholic Church and a commitment to the philosophy and core values of the Archdiocese of Hobart. 2 Essential background: i. Current Child Safety Screening Clearance from the Department of Education, Child Care Unit or the ability to obtain and maintain ii. Current car driver’s licence 3 Preference will be given to applicants who can demonstrate: i. Child Care Child Care qualification or relevant tertiary qualifications ii. Certificate III or higher Business Services qualification iii. Experience working in the child care industry iv. Experience working in a regulated community sector environment 4 Demonstrated highly developed clerical and administrative skills and demonstrated proficiency in word processing, spreadsheets and database operations strong administrative skills, preferably within a similar industry or regulated environment 5 Demonstrated highly developed telephone skills and demonstrated ability to perform general reception and telephone duties including professional, timely, and accurate provision of information and/or options. At time provide a reception service, in person, for visitors to the site. 6 Strong demonstrated communication and interpersonal skills, verbal and written; demonstrated ability to communicate effectively with people at all levels both internal and external to the organisation. 7 Proven experience in working both independently and as a member of a team, to plan, organize and work effectively in an environment subject to changing priorities and deadlines. 8 Previous experience in financial management of a business unit or service stream will be highly regarded 4 | P a g e Position Description: Administrative Employee Version date: November 2012