Bayside Community Information and Support Service Inc

POSITION DESCRIPTION

MANAGER

Bayside Community Information and Support Service Inc

- BayCISS Inc

1.  POSITION CONTEXT:

BayCISS is a not for profit charity that provides support, advocacy and information to vulnerable and low income community members in the Bayside and Kingston areas. The Manager is responsible for the management of 10 paid staff members as well as volunteers who provide the day to day support.

The Manager reports directly to the Committee of Management.

2.  PURPOSE AND FUNCTION:

·  To support and oversee the Volunteer Community Information Workers in the smooth running of the centre ensuring that service users are provided with up to date information, appropriate referrals and support programs.

·  To oversee the work of other paid staff - i.e. Book keeper, Administration Assistant, Program Manager of the Castlefield Community Centre, Case Worker, Family Counsellors and Child Care Staff.

·  To oversee the work of staff in other roles that may be created in the future.

·  To oversee the provision of accurate and up to date community information to the public.

·  To be responsible for, in conjunction with the Committee of Management, the effective delivery of emergency relief services in accordance with the guidelines from the Federal Government Department of Social Services Emergency Relief Program through the CISvic Consortium.

·  To be responsible for the identification and strategic development of initiatives which enhance access to services and increase community connectedness, particularly for disadvantaged and marginalised groups in the community.

·  To work with the Treasurer in the development, maintenance and monitoring of the BayCISS budget.

·  To assist in identifying funding sources and potential donors for BayCISS and make appropriate submissions.

·  To manage the Child First Program and work with the Senior Counsellor to ensure the full utilisation of the program in line with funding guidelines.

·  To support the Senior Counsellor and Program Manager in their roles.

·  To represent BayCISS on the Child First Governance Group and contribute to long term planning of the program.

·  Manage the Education Support program and maintain regular contact with schools regarding the program.

·  To represent the Committee of Management on the Castlefield Reference Group.

3.  MAIN DUTIES AND RESPONSIBILITIES:

3.1. Volunteer Community Information Workers

·Recruit and select Community Information Workers.

·Support volunteers in all aspects of their roles, including the role of mentoring of new volunteers.

·Be available to debrief and advise volunteers as required.

·Supervise and support Fieldwork - Social Work, Welfare or Community Development students whilst they are on placement. Liaise with Tertiary Institutions and the Fieldwork Supervisors of students.

·Ensure all new volunteers experience a full induction process.

·Arrange interesting and relevant ongoing training opportunities for the volunteers.

·Maintain volunteer records and oversee the organisation of rosters.

·Ensure maintenance of internal communication with all volunteers, paid staff and Committee of Management.

3.2. Client Contact

·Ensure that client confidentiality/privacy is maintained by all staff in the collection and storage of personal information in accordance with Privacy Legislation.

·Monitor client case records to ensure that client needs are being appropriately met.

·Manage any complaints from clients.

·Conduct client interviews, when required to support the volunteers.

3.3. Networking, Public Relations and Publicity

·Maintain and enhance collaborative partnerships between the volunteers and staff at BayCISS and Castlefield Community Centre..

·Arrange regular meetings with Bayside and Kingston Councils and other funding agencies.

·Liaise with other service providers and community organisations to explore partnership opportunities and resources, as well as general networking activities.

·Promote BayCISS to the wider community through production of brochures, through publications and promotions, public speaking and networking.

·Liaise with staff and volunteers to oversee, review, prepare and update written material and resources, to present BayCISS in a professional and positive way to the general community and other community organisations.

·Represent BayCISS on relevant community groups or networks.

·Maintain knowledge of local issues, programs and services, through links with local government, community agencies and groups, and through publications.

·Liaise with Community Information and Support Victoria (CISVic) and other Community Information Services, attending meetings when relevant.

·Liaise with DHHS regarding the Child First Program at BayCISS.

3.4. Administration

·Ensure compliance with administration and delivery of funded programs, such as ER funding from DSS, Child First funding from DHHS, DHHS Self Assessment Report and Quality Improvement Plan for Child First, Bayside and Kingston Council Grants etc.

·Ensure that statutory requirements for submission of financial information to Consumer Affairs Victoria and Australian Charities and Not for Profit Commission (ACNC) are completed accurately and submitted on time.

·Prepare the BayCISS Annual Report before the Annual General Meeting each year.

·Organize the Annual General Meeting for BayCISS.

·Prepare regular reports to organisations that support programs such as Brighton Rotary Club and Bendigo Bank.

·Have a very good understanding of OH&S legislation and ‘Risk Management’ Strategies. Work with the Committee of Management and Bayside Council to ensure OH&S standards are applied at the two centres.

·Regularly appraise statistical information to assist with organisational planning.

·Oversee maintenance of the Community Information Centre and Castlefield Community Centre and of the equipment at each centre. Apply for funding to update equipment, furniture, etc, as required.

·Monitor IT systems across the Centres, perform regular backups and maintenance and liaise with IT Consultant, as required.

·Maintain the BayCISS web page, in collaboration with specialist personnel.

·Develop and maintain appropriate procedures and systems providing for effective and efficient administration of BayCISS.

·  Oversee purchase of day-to-day items.

·  Regularly review the policies and procedures of BayCISS and provide policy drafts for the Committee of Management, as required.

·  Support Book Keeper and Treasurer as required, by liaising with the bank, Tax Office and other institutions as necessary.

·  In conjunction with the Treasurer to develop, monitor and report on the overall budget and the current financial performance.

·  Organize the ‘Tax-Help’ Program each year.

·  Liaise with the Family Counsellors.

·  Liaise with the Coordinator of the Castlefield Community Centre.

3.5. Committee of Management

·Meet regularly with the President and Treasurer, and other sub -committee members when required.

·Attend Committee of Management Meetings in a non-voting capacity and provide written or verbal reports.

·Make recommendations to the Committee of Management.

·Identify possible funding sources and assist with, or develop, funding submissions.

·Assist with the development and production of Annual Reports.

·Evaluate BayCISS programs and provide reports to the Committee of Management and relevant funding bodies, when requested.

·Obtain quotes and purchase equipment etc, when requested by the Committee of Management.

·Implement policies, decisions and projects as detailed by the Committee of Management.

3.6. Service Development

·In conjunction with paid and volunteer staff, service users, Committee of Management and other stakeholders, regularly monitor and evaluate the services provided by BayCISS, to ensure that service users’ needs are being met.

·Liaise with other local community organisations to identify service gaps and needs in the community.

·Develop the provision of additional services where appropriate.

3.7. Professional

·Maintain an appropriate level of professional knowledge and competence through training, conferences, forums and other professional development activities.

·Participate in professional development with the approval of the Committee of Management.

·Maintain up-to-date knowledge of relevant state and federal policies and programs that may impact on the operations/services of BayCISS.

3.8 Other Duties

·Other duties as agreed with the Committee of Management.

3.9.Requirements

·Successful completion of the accredited training course CHCCS6B ‘Assess and Deliver Services to Clients with Complex Needs’ or CisVIC approved course.

·The holding of a current Victorian Driver’s License and to have use of a car, is essential. Reimbursement for travel on BayCISS business will be made at the current rate as per the ATO.

4.  CONDITIONS OF EMPLOYMENT:

·Full time (38 Hours per week) or as negotiated. Some evening and weekend commitments are expected and time in lieu provisions apply for such events.

·Four weeks Annual Leave

·Personal Leave in accordance with SCHADS Award

·Salary to be set at 5% above the award for classification 8.3 in the SCHADS Award

· Salary to increase line with movement in the hourly rate in the SCHADS award Level 8.3

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