ROOTY HILL OUTSIDE OF SCHOOL HOURS CARE CENTRE INC.

JOB DESCRIPTION – OOSH CENTRE COORDINATOR

POSITION TITLE:CENTRE COORDINATOR

RESPONSIBLE TO:The Management Committee of the Centre on day to day matters.

SALARY & CONDITIONS:In accordance with the Children’s Services Award.

HOURS:Permanent Part-time - 30 hours per week and during Vacation Care up to 38 hours per week.

ESSENTIAL REQUIREMENTS

• Degree in Education and/or Associate Diploma/Diploma in Child Studies.

• Minimum of three years work experience with Children aged 5 to 12 years.

• Senior First Aid Certificate.

• A “Working with Children Check” needs to be carried out for all employees.

• Class C Drivers Licence.

• Working with Children Check Clearance.

• Knowledge of Outside of School Hours Care Quality Assurance System.

• Proven communication skills in oral and written format.

• Awareness of Occupational Health and Safety Legislation.

• Awareness of the principles of EEO.

• Competent computer skills using Microsoft Office & CCMS software.

DESIRABLE REQUIREMENTS

• Experience in managing a quality Children’s Service.

• Awareness of Outside of School Hours Care National Standards.

• OOSH related training certificates.

• Experience in managing Staff and dealing with the public.

• Proven Word Processing/Computer and Office Equipment Skills

• Sound knowledge of general clerical practises and daily work schedules

OBJECTIVES OF THE POSITION

• To develop positive partnerships and positive future for children and families.

• To ensure Rooty Hill Outside of School Hours Care Centre Inc. provide a professional service that strives to meet the varying needs of families through positive partnerships that develop the Child in a safe, happy and educational environment.

• Follow ‘Code of Practice’ and ‘Policies and Procedures’ of organisation, specifically noting the need for confidentiality

• To provide administrative assistance and support services in the efficient and effective operations of Rooty Hill Outside of School Hours Care Centre Inc (known as the Centre), and to undertake these tasks with accuracy and efficiency, to assist the smooth running of the Centre.

• To liase with the Management Committee via the Treasurer, Coordinator, Bookkeeper on various items.

• To keep strictly confidential information that needs to be processed in relation to family’s details, for example fees, personal information, percentages and Centrelink numbers.

• To keep strictly confidential information that needs to be processed in relation to policies and procedures that relate to the Centre.

• To develop a positive relationship with parents/guardians, government agencies and other members of the community that the Centre is in contact with.

• To ensure that the Centre provides a professional service that strives to meet the varying needs of families, the children and the community.

DUTIES AND RESPONSIBILITIES

General Responsibilities:

• To ensure the effective operation of a quality Before and After School Care and Vacation Care service.

• Coordinate, lead and inspire a team of staff.

• To work with the children, parents, staff and Management Committee to apply and improve the 30 principles of Quality Assurance (Quality Areas).

• To work in accordance with award stated above.

• To maintain professionalism in the working environment and encourage open communication between all staff.

• To ensure that there is reasonable provision and contribution to Centre workplans/procedures as required and at very least reviewed on a yearly basis.

• To ensure that work is undertaken within/according to established workplans.

• To provide quality childcare.

• To foster staff relationships to ensure a rewarding and productive work environment.

• Maintain confidentiality in relation to children, parents and staff.

• To prepare, in coordination with the Management Committee, budgets, as well as perform administrative tasks, handle petty cash, verify all fortnightly staff timesheets and maintain and updated inventory.

• Maintain security of the building.

• To generate a quality environment that meets the individual needs of the children.

• This job requires communication skills which enable the job holder to perform the following activities:

  • Train staff this may be via - one-to-one instruction or group sessions
  • Negotiate agreements
  • Conduct and lead group discussions and participate in meetings/group discussions
  • Exchange/explain information and situations
  • Advise, recommend or counsel as well as sell, persuade, influence
  • Resolve conflict

Specific Responsibilities:

Children, Parents and Families:

• To plan staff rostering and ratios to meet a variety of outings and activities during vacation care such that it meets safety requirements for the children.

• To keep updated records, including daily observations of children in your care.

• Always be familiar with safety/emergency procedures and organise regular fire drills.

• To ensure that equipment is kept in good condition and the supply of resources is maintained.

• To ensure a nutritious and healthy diet, catering to special needs.

• Ensuring quality care and well being of each individual child.

• Accepting each child as an individual.

• To share information with parents in an open and honest manner.

• Be available for parent interviews and share information about the child with the parents.

• Ensure that parents have given written permission for children to attend excursions and that parents have full knowledge of such activities.

• Provide a warm and loving emotional environment without endeavouring to replace the parents in the life of the child.

• Encourage parents to become involved in the Centre.

• Provide a regular newsletter for parent information.

• To display the Centre’s program for all children, parents and staff to see on a daily basis.

• To guide and encourage staff to develop a sensitive positive relationship with children and parents.

• To encourage parent involvement in the Centre.

• Liaise with staff, children and Management Committee in supporting the writing of a joint Centre newsletter on a regular basis.

• Issue parents with an interim receipt upon receiving fees.

• Maintain confidentiality and appropriateness in relating to parents regarding fees and personal matters.

• During vacation care give parents clear instructions about requirements each day, notices re return times etc.

• To have awareness of staff members, their strengths and skills to manage weakness.

• To model a positive attitude of learning and curiosity about different ways of doing things; show a readiness to learn and discuss new ideas; maintain a creative approach to teaching.

• To ensure that staff members are not lacking in support and praise.

• Develop clear lines of responsibility so that Management Committee knows what is expected of them.

• Develop avenues for open communication.

• Allocate jobs in a spirit of friendly co-operation and flexibility.

• Arrange regular staff meetings and involve staff in decision making where possible.

• Allow each staff member to make some decisions appropriate to his/her experience and skills and to have some autonomy.

• To attend conferences and in-services when required.

• The supervision of all necessary records.

• To prepare and run short courses when requested.

• The daily preparation of materials and setting up of rooms before children’s arrival.

• To report incidents of concern to the appropriate person and fill out the required forms i.e. accidents and maintenance requirements.

• To be responsible for the consistency of the children’s discipline and the development of policies.

• To be involved with the development of the formal guidelines for the licensing/policies & procedures of OOSH care.

• To work as a team member organising the Vacation Care Centre programs, excursions and general operation.

• Regular maintenance of material and checking for broken and missing parts.

• The arrangement of duties and information for parents, students and volunteers.

• The daily receiving of parents/children, the transport or delivery of children to school, the receiving of children in the afternoons or the delegation of same.

• To develop and maintain emergency evacuation and accident procedures.

• A regular and adequate supply of consumable material used by children, eg. Paper, paint etc.

• Recording staff absences by keeping a staff attendance book.

• Ensuring self and staff members attend in-service opportunities throughout the year.

• All records containing information relating to children and their families are confidential and should only be available to the authorised person.

• Be aware of key resource people in the area; know about services they offer and how they can be of assistance to the Centre or vice versa.

• Establish links with other associated services in the area.

• To maintain a clean and tidy environment for the children.

• To carry out and maintain a roster for domestic duties.

• Undertake any other duties as directed by the Management Committee.

Staff:

• To supervise, oversee and build a team of staff, which includes: team leader; child care workers; casuals; work experience students; an administrative assistant; a bookkeeper and bus drivers.

• To supervise staff on a regular basis, throughout the year, manage behaviour that is not in accordance with Centre policy/procedure, with use of the award, Centre protocols and reporting process.

• To be involved with representatives from the Management Committee in annual staff appraisal for each staff member.

• Inform staff of training opportunities and link individual staff needs as noted from appraisals with those courses, and arrange for general in-service training for the whole team as required.

• To oversee, liaise, and support staff in applying the principles of “Quality Assurance” to their work practice.

• To monitor staff dress code and behaviour, and ensure Centre clothing is available for all staff.

• Arrange and chair monthly staff meeting at other times as/when required.

• Oversee and support program development, implementation and evaluation by staff.

• To ensure healthy and nutritious menus are planned for breakfasts and afternoon teas, and that children with allergies are catered for.

• To ensure that kitchen and eating areas are maintained in a hygienic manner.

• Liaise with Bookkeeper for the administrative procedures, which they are responsible for.

• Liaise with Bus Driver regarding the regular maintenance of the bus, and the safe delivery and collection of children.

• Communicate training opportunities, programs and other relevant information on staff noticeboard.

• To liaise and mediate with staff and Management Committee on issues of staff discipline, and support staff in actions that have been agreed on to improve their job performance.

• Maintain staff administrative procedures (e.g. rosters and timesheets) and liaise with treasurer/bookkeeper regarding the fortnightly payment of staff. Also oversee the expenditure of petty cash, its recording and reimbursement each fortnight.

• To develop and maintain support networks with the Management Committee, fellow OOSH
Coordinators and external agencies.

• Maintain a current list of casual workers who are available to fill in for workers on leave or/and absent.

Administration:

• Assist in producing, processing and updating Centre Daily Attendance Sheets, Bus/School Pick-up Rolls, Emergency Phone Contact Lists.

• Recording of attendance numbers for permanent and casual users of the Centre on the relevant file on the computer, and production of the monthly figures for the Coordinator’s report.

• Adjustment of name tags on the Family Information Pockets with families joining or leaving the Centre

• Processing of new enrolments and waiting list applications. Include in this calculation the reservation of casual places at the Centre as determined. Vacancies to be filled are at the Centre’s capacity for child care is fully realised.

• Ensure the completion of census data and submissions as required for funding agencies

• Be involved in evaluation of administrative procedures with other team members/Management Committee.

• Liaise weekly with the Treasurer

• Make and keep weekly backup files of the computer as per policies and procedures in conjunction with instructions from the Treasurer.

• Answer telephone, screen calls, handle general enquiries

• Process and pay Carer’s fortnightly timesheets and calculate fees for care through the computer, as required

• Processing of Child Care Benefit records and quarterly reconciliation as directed

• Provide accurate information regarding payments of Child Care Benefits

• Account for the collection and receipt of administrative and other fees

• Assist with preparation, photocopying and mailing of information

• Assist with processing of wages, cash, incoming and outgoing accounts in liaison with the team leader, bookkeeper and treasurer as required.

• Collect and post mail

• Undertake any other tasks as directed by the Management Committee.

• Assist with completion of CCMS data and submission as required for funding bodies.

• Be involved in evaluation of administrative procedures with other team members

• Liase regularly with Management Committee and have an annual performance review as set out in the Centre’s policy.

• Make and keep weekly back up files of the computer as per policies and procedures.

• Follow ‘Code of Practice’ and ‘Policies & Procedures’ of the Centre

DEGREE OF SUPERVISION

• Direct supervision of a team, of up to 12 Staff and including casuals.

• Supervision of contractors i.e. maintenance, cleaning, pest control, trainers, incursions any other contractors operating from time to time.

• Supervision of any visitors and work experience students to the Centre.

WORK, HEALTH AND SAFETY RESPONSIBILITIES,

• Set a high standard and provide leadership that progresses Centre’s Work, Health & Safety and Rehabilitation program to achieve its stated objectives by encouraging the involvement of all people in achieving a safe and healthy workplace.

• Program training for site specific needs.

• Achieve set Work, Health & Safety objectives and develop plans to implement programs and procedures to ensure compliance with the relevant health and safety legislations and standards.

• Ensure all equipment and/or procedures are used in the conduct of work are regularly inspected and tested to verify that they conform to standard, legislative requirements and/orations.

• Ensure WH&S is an agenda time at all staff meetings and keep employees informed of any matters.

• Ensure corrective action is taken to control workplace hazards.

• Investigate all accidents and incidents in accordance with Centre’s procedures and take appropriate action.

• Ensure all equipment purchased meets Centre’s WH&S requirements and is maintained and inspected in accordance with Centre’s policies and procedures.

• Assess risks associated with all hazards identified and ensure appropriate controls are implemented to eliminate or reduce the risks.

• To ensure staff follow WH&S practices

• Check and record the currency of staff’s first aid certificate each year

• Maintain a fully equipped first aid kit which includes fire fighting equipment.

• Hold ‘Emergency Evacuation Procedures’ on a regular basis in both Before and After School Care and Vacation Care.

• Check Centre and equipment used during programs along with the backyard before the commencement of each session for any items of WH&S concern (e.g. faulty equipment, sticks/branches in backyard) and take appropriate action to make safe.

• Record all accidents/incidents on appropriate form and communicate with parents/guardians/Management Committee as needed.

• To ensure staff and children leave the Centre clean and tidy each day.

• To immediately report any problem/hazard outside of your scope of responsibility or financial delegation to your Management Committee for immediate action.

GENERAL/ADDITIONAL INFORMATION

• To carry out any reasonable tasks as requested by the Management Committee

• To be aware of local services and resources in and around the Rooty Hill community and neighbouring suburbs.

• To be part of day-to-day housekeeping routines that is necessary for the maintenance of the Centre.

• To carry out reasonable tasks as requested by the Management Committee.

• Appointment salary and future progression is based on qualifications, experience and competency.

• Hours of work are based on split shift a roster is used or are rostered when required, during school terms. However, straight shift during school holiday.

• The Centre supports the principles of Equal Employment Opportunity (EEO) and offers a smoke free work environment.

• Due to the recent legislative changes, the successful applicant will be required to undergo screening (the Working With Children Check) as part of the Child Protection (Prohibited Employment) Act 1998 and the Commission for Children and Young People Act 1998. This position is classified as child related employment. Applicants will need to provide suitable identification and personal details.

• This position is currently a permanent full-time position, however, if at any time Government Authorities/Agencies make changes to legislation this position and/or applicant will be deemed terminated, in the event that they do not meet the new legislative requirements.

“To provide an environment for Children and Staff

Co-ordinators Job Description 2012.docthat is safe, happy and educational.” Page 1