Position Title / CHOICES & Aged Care Administrative Assistant
Current Position Holder / Vacant
Division / CHOICES & Aged Care Services
Location / Blackfriars, Watson
Employment Status / Full Time
Position Level / Grade / Level 3 CatholicCare Enterprise Agreement
The Agency
CatholicCare Canberra & Goulburn (CatholicCare) is the welfare arm of the Roman Catholic Church and has provided services to the Australian Capital Territory and South Eastern New South Wales since 1957.
Today CatholicCare is one of the ACT’s largest providers, assisting over 10,000 people per year across the ACT and its regions, through the provision of quality services that include accommodation, respite, aged care, disability, mental health, youth, drug and alcohol, employment, counselling, migrant support and early intervention services. CatholicCare employs around 270 people across the region.
Our Vision
Our vision is for an equitable society where the rights, dignity and worth of all individuals are recognised and promoted.
Our Mission
CatholicCare Canberra & Goulburn is the welfare arm of the Archdiocese of Canberra and Goulburn. In keeping with the Catholic Church’s Social Teachings we uphold the dignity of each person by;
- Providing high quality accessible services that are aligned with individual needs
- Empowering individuals, couples and families
- Promoting healthy, inclusive communities through relationships and collaboration for the common good.
Our Values
Respect - we recognise and provide services that uphold the inherent dignity of each individual.
Stewardship – we use our gifts and resources in a responsible way that helps provide justice for all.
Solidarity - we commit ourselves to work with others in a way that enables all in our community to share in the common good.
Excellence - we aspire to the highest standards of service for the people we care for, in all that we do and for all in our community.
Position Purpose
A brief statement to describe the main objectives.
The CHOICES & Aged Care Services offers services under a consumer directed/self-directed model of support to individuals with a disability, either physical, intellectual or psychosocial and to individuals who are aging in our community. The CHOICES & Aged Care Services offers a varied menu of services to individuals who will have the ability to choose the supports they want, in order to live their lives and achieve their aspirations. Services are delivered within a person centred framework and aim to enhance the independence of each individual by focusing on skill development, recovery and community inclusion.
As the CHOICES & Aged Care Administrative Assistant you will be required to work across the CHOICES & Aged Care Portfolio to assist with a range of administrative duties and processes.
Some examples of the required duties include, utilise existing tracking systems to monitor and update the portfolio on Service Agreement review dates, assist with scheduling Support Worker Performance Appraisals and meetings, assist with quality assurance duties, processing Support Worker time and travel sheets.
Organisational Relationship
Interaction in relation to other employees in the organisation.
CatholicCare Director and Senior Operations Managers
CatholicCare Aged Care Managers, Coordinators and Scheduling Workers
Support Workers and other CatholicCare staff, Volunteers
External Relationships
Interaction in relation to external relationships.
Limited external engagement is required in this position.
Some contact with clients and carersis required within structured activites.
Duties and Responsibilities
The fundamental, crucial job duties and responsibilities.
Tracking and monitoring of due dates / Track and update review dates for NDIS Plans, CHOICES Service Agreements and Schedule of Supports for NDIS Participants
Send email to Support Coordinators 1 month prior to review dates on NDIS Plans, CHOICES Service Agreements and Schedule of Supports.
Scan completed NDIS Plans, CHOICES Service Agreements and Schedule of Supports in PDF format onto TCM and update review dates.
Monitor the CAC Intake email and distribute referrals evenly between Support Coordinators.
Review the NDIS Error Report and identify reasons for errors. Resolve errors where possible and inform Program Manager of outcomes.
Scheduling of Meetings / Monitor due dates for Support Worker Performance Appraisals.
Schedule appointments with Managers for Support Worker Performance Appraisals.
Distribute paperwork for Performance Appraisal and ensure it is completed and exchanged by both parties 1 week prior to the meeting. As per Policy.
Be available to take minutes for meetings as required, including Team Meetings and Support Worker Meetings.
Quality Assurance / Meet with each support worker 4 times a year to gather feedback and provide information as directed by the Management Team.
Complete 3 quality monitoring checks a week across all CHOICES & Aged Care Services.
Distribute and collate Annual Feedback Surveys across all CHOICES & Aged Care Services.
Distribute Exit Survey to participants leaving the service.
Timesheets / Assist with the processing of Support Worker Timesheets. To be replaced in the future with assisting with the reconciliation of CCW timesheets.
Compile feedback and trouble shoot issues with CCW.
General Administration / Assist with Blackfriars Reception as required.
General administration duties for the portfolio as required
Track and schedule fleet vehicle servicing and cleaning.
Assist the management team with projects and administrative tasks as requested
Additional or other duties may from time to time be allocated in order to fully meet the responsibilities of the role, team and any organisational objectives.
Position Specifications
A description of specific knowledge, skills and abilities that are required to perform this job.
Knowledge
This is a body of information that applies directly to the performance of a function or duty. In other words, knowledge is the learned information that is needed prior to being able to perform an observable behaviour.
Critical / -Quality assurance principles
-Administrative processes
Desirable / -NDIS and Aged Care Standards
Optional /
Skills
Skills are usually something that has been learned. Skills can be developed through the transfer of knowledge Specific skills such as communication skills, operational skills, processing skills, software skills etc.
Critical / -Competent communication skills
-Computer literacy and proficiency with Microsoft Office Suite
-Current Driver’s License
Desirable / -Giving and receiving constructive feedback
Optional / -
Abilities
Personal abilities including aptitude, reasoning, assertiveness, handling sudden and unexpected situations, problem-solving ability, mathematical abilities etc.
Critical / -Working under pressure:ability to prioritise, manage timeand meet deadlines
-Manage tasks –ability to monitor progress and track KPIs
Desirable / -Able to work independently and as part of a team
-Attention to detail
Optional / -
Personal Attributes
Personal characteristics required to perform in this position successfully.
Critical / -Personal alignment with the agencies mission and values
-Respecting participants as valued members of their community, understanding their lives, wants, needs and desires.
-Able to evaluating and monitor own performance
Desirable / -Able to promote positive team dynamics
Optional
Decision Making
Area of decision making within the framework of this position.
Scope / •Work is governed by set instructions and objectives as developed by the management team and outlined in the position description, with regular direction provided.
Decision Responsibility / •This position does not come with independent decision making responsibility outside of tasks specified in the position description. Decision making will occur in collaboration with a member of the management team.
Consequence of Errors / •Probable errors may cause inaccuracies in reports, records or technical data, and result in dissemination of inaccurate or incomplete information. Errors may delay progress of projects to a limited extent; however, errors would usually be detected before result becomes serious.
Experience
Work experience required for effective performance in this position.
•Minimum 2 years relevant experience
•Experience in the Disability or Aged Care sectors is preferable.
Compliance Requirements
Laws, regulations, guidelines and specifications relevant to this position.
•Privacy Act 1988
•Discrimination Act 1991
•Human Rights Act 2004
•CatholicCare Enterprise Agreement 2015-2017
•Code of Conduct and Ethics for CatholicCare employees
•Work Health and Safety Act 2012
•National Disability Insurance Scheme Act 2013
•National Standards for Disability Service
•National Mental Health Service Standards
•Home Care Standards
•Aged Care Accreditation Service Standards
•Working with Vulnerable People (Background Checking) Act 2011
•Other:
Qualifications and Training
Essential qualifications and training required for this position.
Qualifications / •Certificate or Diploma in a relevant field
and/or
•Experience in the sector
Training /
- Relevant training or short courses
Working Environment and Conditions
Location where tasksarecompleted, the physical geographical location as well as stressors in this position.
Working Environment
Good working conditions – little or no exposure to harm or danger. Everyday risks require normal safety precautions. The position occasionallyrequires driving of motor vehicles and the exposure to traffic, accidents and road conditions.
Stressors
This position’s main stressors aremonitoring performance against and meeting position KPI’s.
Occasionally the requirement to perform some duties may result in feelings of stress or discomfort.
The nature of work occasionally requires extended periods of sustained concentration in order to monitor data and due dates.
Key Performance Indicators
The performance measurements for this position.
Key Performance Area / Indicator / Percentage
Tracking and monitoring due dates / •Due dates for Agreement reviews are clearly tracked and monitored.
•Reminders for Agreement reviews are sent to Coordinators a month prior to the end of the agreement.
•100% Signed documents are saved to TCM.
•The NDIS Error Report is reviewed and followed up / 30%
Scheduling of Meetings / •100% of support worker performance appraisals are scheduled prior to the due date.
•Minutes of meeting are taken and distributed in line with policy. / 12%
Quality Assurance / •Bi-Monthly catch ups with support workers are scheduled and held.
•3 Quality Monitoring Checks are completed each week
•Exit Surveys are sent to every client that exits the service
•Annual Surveys are sent and collated / 50%
Timesheets / •Timesheets are processed within timeframes on a fortnightly basis. / 5%
General Administration / •Fleet vehicles are serviced prior to or on the service due date and prepared for fleet inspections.
•Administration tasks are completed with required timeframes. / 3%
Selection Criteria
- A Certificate in Business Administration or similar and/or relevant experience,
- High computer literacy including word processing and Excel spreadsheet.
- Good communication and interpersonal skills.
- High level of attention to details and a quick learner.
- Ability to juggle multiple tasks with effective time management skill and meet deadlines
- Understanding of Equal Employment Opportunity (EEO), Work, Health & Safety and Confidentiality
- Be in possession of a Working With Vulnerable People’s (WWVP) card and be willing to undergo a National Criminal History Check
- Current driver’s license
Management Declaration
I have carefully reviewed the Position Description and am satisfied that it fully and accurately describes the requirements of the position.
Manager
Signature
Date
Employee Declaration
I have read this document and agree to undertake the duties and responsibilities as list above.
I acknowledge that:
- This position description details the accountabilities of the role and provides an indication of the current duties and tasks that I may be required to undertake. Additional or other duties may from time to time be allocated in order to fully meet the responsibilities of the role, team and any organisational objectives.
- The measures where included in this document are indicative and will be reviewed with me on an annual basis and that my performance will be evaluated against these measures.
Employee
Signature
Date