Position Description Guide

Attachment B
The Salvation Army Australia Southern Territory
Position Title
Administration Assistant
Employee Name
Adult Services Melbourne Central
Organisational Unit/
Community Outreach Program, Rankins Road,
The Salvation Army, an international movement, is an evangelical part of the universal Christian Church. Its message is based on the Bible. Its ministry is
motivated by the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human need in His name without discrimination.
The mission of The Salvation Army Australia Southern Territory
The values of The Salvation Army Australia Southern Territory are:
Transforming lives: working for personal renewal through
Jesus Christ, that touches and integrates the whole person
Caring for people: engaging with others in need, without
Making Disciples: patterning lives on Jesus
Reforming Society: acting on the structures of society to
restore justice
 Human dignity: respecting the sanctity of human life as being made in image of
God. We affirm the worth and capacity of all people.
 Justice: acting with integrity and fairness, without discrimination, and being an
advocate for the disadvantaged; managing all resources responsibly as stewards.
We promote healthy and whole relationships, and good society.
 Hope: sharing the gospel of Jesus as a gracious invitation to wholeness. We
work for reconciliation, healing and transformation for all people and creation.
 Compassion: engaging with others in the Spirit of Jesus. We feel compelled to
stand with and do something about another’s suffering.
 Community: owning our common humanity as we engage with people, working
and journeying together, for mutual capacity building. We build community and
meet with God in our encounter with others.
All employees in non-ministry positions in The Salvation Army are expected to work in accordance with the Australia Southern Territory’s mission and values
and comply with Official Minutes, policies and procedures.
Position reports to
Program Manager
Position Purpose
To provide confidential administrative support to the Manager and staff.
To provide the financial and administrative support that enables program staff to effectively and efficiently provide
caring services to our service users.
Office Administration, Information Technology or another related discipline desirable.
Award (if applicable)
Social, Community, Home Care and
Disability Services industry Award
2010 and the National Employment
Resource Management
Personal Competencies Required
Reportable Positions
As per the Health and Allied Award until
February 2012
Health and Allied AwardAdministrative/Clerical Services 3,
Wage Skill Group 7
Total staff management (EFT)
Job Competencies Required
 Willingness to work in accordance with The Salvation Army’s
mission and values, and comply with Official Minutes, policies and
 Ability to work within the philosophy of the Salvation Army
 Excellent communication skills
 High level computer skills
 Proven ability to demonstrate confidentiality and effectively
communicate with staff, Managers and external contacts when
required, both written and verbal.
 Excellent computer skills with database, word processing and
spreadsheet packages.
 Good problem solving approaches
 Proven ability to show initiative and solve problems quickly and
 Ability to prioritise tasks and meet deadlines
 Capacity to ensure all set tasks are properly and thoroughly
completed in the required timeframe.
 Good physical, emotional and psychological health
 Great team approach
 Commitment to the organisational standards and polices of Adult
 Ability to participate in a multidisciplinary staff team and to
contribute to the proper functioning of the programs.
 Proven ability to understand and work within policy parameters and
perform other duties as required by management
 Current Victorian Drivers licence essential
Key Result Areas
Secretarial support
Key Activities
To provide administrative support to the manager and
The provision of confidential secretarial support to the
To act as minute secretary as required
To file information as required
To maintain adequate stationery supplies
To copy, collate and distribute material as required.
Mail - collection, opening with the Manager or his/her
delegate, distribution of mail and responsibility to post
outgoing mail.
Telephone and reception duties
Finance 1- accounts payable and reports
To coordinate and account for petty cash
Standard Measures
Data management
To receipt all monies as required.
To collect, collate and enter statistical information
Property Management
Supervision and
To develop and maintain the property inventory
To coordinate the purchase of approved furniture and 
household goods.
To support the management of the COS Fleet
Participates in monthly supervision
Tasks set by workers completed on time in an
accurate manner
Produce accurate meeting minutes
Accurate and up to date files
Stationery supplies on hand at all times
Staff receiving all program information in a timely
manner. Noticeboards displaying current information
Incoming mail is distributed and responded to in a
timely manner.
Outgoing mail is posted each day
That staff and external contacts report that the
telephone is answered within six rings and visitors are
immediately welcomed to the facility.
All tasks completed accurately and on time.
Competency in all aspects of Finance 1
All tasks associated with invoices and suppliers
completed in the required time frames.
All required reports obtained and provided to the
manager as required.
Petty cash up to date and balanced as required and in
line with Salvation Army policy and guidelines
Efficient and accurate completion of all data
Production of reports as required
Accurate up-to date inventory
Completion of approved purchase requests
Vehicle servicing and repairs are coordinated
Act as main contact point for building contractors
Actively participates in supervision with the COS
Team work and
Customer service
Attends training when scheduled
Participates in regular performance appraisal,
consistent with Salvation Army policy
Actively participates in program development and
evaluation processes.
Works positively with colleagues and residents
Attends Network Administration meetings
Attends monthly staff meetings
Supervision and
Contributes to program development and evaluation 
as required
Attends all mandatory training, 1st Aid, Bullying and 
Harassment, EOSH, OHS and infection Control and other
training as required
Updates industry knowledge as required
Participates in regular appraisal, consistent with
Salvation Army Policy.
Attends training where identified
Works in accord with Army mission, values and
Positive feedback from clients
Positive relationships with program workers and other
administration staff
All issues/incidents dealt with as per policies and
Any conflicts are resolved within the program or
referred in line with the Adult Services Grievance
Competent in all aspects of mandatory training and able to
apply training.
Completes other duties as directed by the program
Works in accord with Army mission, values and
Continuous Quality
Employee’s Signature:
Contribute to continuous quality improvement 
processes to ensure a high standard of practice and 
service delivery
Develop an understanding of the Network Quality 
improvement Plan
Actively contributes to improvement initiatives
Ability to link the Quality Plan to improved service
Attendance at QA meetings as required
Print Name:
Manager’s Signature:
Print Name: