Attachment B
The Salvation Army Australia Southern Territory
POSITION DESCRIPTION
Position Title
Administration Assistant
Employee Name
Division/
Entity/Location
Adult Services Melbourne Central
Division
Organisational Unit/
Department
Date
Community Outreach Program, Rankins Road,
Kensington
THE SALVATION ARMY INTERNATIONAL MISSION STATEMENT
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.
AUSTRALIA SOUTHERN TERRITORY’S MISSION AND VALUES
Mission
Values
The mission of The Salvation Army Australia Southern Territory
is:
The values of The Salvation Army Australia Southern Territory are:
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Transforming lives: working for personal renewal through
Jesus Christ, that touches and integrates the whole person
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Caring for people: engaging with others in need, without
discrimination
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Making Disciples: patterning lives on Jesus
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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 support to the Community Outreach Services staff.
To provide the financial and administrative support that enables program staff to effectively and efficiently provide
caring services to our service users.
Qualifications
Office Administration, Information Technology or another related discipline desirable.
Award (if applicable)
Social, Community, Home Care and
Disability Award 2010
Resource Management
Reportable Positions
nil
Classification
Administrative Stream Level 3
Total staff management (EFT)
Personal Competencies Required
Job Competencies Required

Willingness to work in accordance with The Salvation Army’s
mission and values, and comply with Official Minutes, policies and
procedures.
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Ability to work within the philosophy of the Salvation Army
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Excellent communication skills
High level computer skills
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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.
Proven ability to record, maintain and analyse data relevant to service
provision
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Good problem solving approaches
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Proven ability to show initiative and solve problems quickly and
creatively
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Ability to prioritise tasks and meet deadlines
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Ability to manage competing tasks and the capacity to plan and ensure
all set tasks are properly completed in the required timeframe
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Good physical, emotional and psychological health
Positive team approach
Commitment to the organisational standards and polices of Adult
Services
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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
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Current Victorian Drivers licence essential
Police check on commencement and each three years thereafter
Key Result Areas
Key Activities
Standard Measures
Administration/
Secretarial support
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Financial
To develop and maintain the administration area as a
welcoming and responsive contact point for staff, clients
and professionals contacting the service by phone or
visiting the service.
To provide administrative support to the manager and staff
and act as a minute secretary where required
To provide confidential secretarial support to the manager.
To undertake all functions associated with completing
accurate Timesheet Summaries ensuring all staff have
completed and approved timesheets and leave forms
To undertake all functions associated with completing
accurate Vehicle FBT summaries ensuring all staff have
completed log sheets correctly
To monitor and maintain adequate stationery supplies
To copy, collate, file and distribute material as required.
To collect, distribute and post mail
To archive files as necessary
Telephone and reception duties
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To process daily accounts payable transactions and run 
reports on the Financials system
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To coordinate and account for petty cash and Imprest 
Cards
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Data management
Property
Management
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To count, record, receipt and bank all monies as required
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To collect, collate and enter statistical information
To collate relevant data into monthly and 6 monthly HEF
reports.
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To develop and maintain the property inventory
To coordinate the purchase of approved furniture and
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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.
Timesheet summaries are accurate and sent to payroll
on time
Log sheets and FBT summary are accurate and sent
to the Fleet coordinator 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/ imprest cards is balanced, up to date and
maintained in line with Salvation Army policy and
guidelines
Efficient and accurate completion of all data
requirements
Reports are produced as required
Inventory is maintained in an accurate and up to date
manner
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Supervision and
professional
development
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Team work and
Customer service
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household goods.
To support the management of the COS Fleet
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Completion of approved purchase requests
Vehicle servicing and repairs are coordinated
Act as main contact point for building contractors
Participates in monthly supervision
Attends workplace required training when scheduled
Participates in regular performance appraisal, consistent
with Salvation Army policy
Actively participates in program development and
evaluation processes.
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Actively participates in supervision with the COS
Manager
Attends training where identified and able to apply
training
Works in accord with Army mission, values and
policies
Works positively with colleagues and clients
Attends Network Administration meetings
Attends monthly staff meetings
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Employee’s Signature:
Date:
Print Name:
Manager’s Signature:
Print Name:
Date:
Positive feedback from clients
Positive relationships with program workers and other
administration staff
All issues/incidents dealt with as per policies and
procedures
Any conflicts are resolved within the program or
referred in line with the Adult Services Grievance
Policy