Record, Distribute, Process and Despatch Mail and Parcel Deliveries
General Information
Position Title: / Administration Officer
Position Number:
Reports to: / Coordinator
Remuneration / Agreement: / Churches of Christ Care Business Support Staff Workplace Agreement
Level: / 3
Division: / Churches of Christ Care
Program/Service: / Community Aged Care Program
Location
Date approved by Workforce Services:
Position Overview
This position is responsible for assisting the Community Care Coordinator through the provision of timely and responsive administrative support services, including reception, general administration and financial services, for Golden Age Aged Care Service.
The position holder is responsible to ensure that services provided are consistent with the missionand values of Churches of Christ in Queensland.
Staff Responsibility:
Direct:
- Nil
- Nil
Acknowledgment
I acknowledge that I have read and understood the key result areas and other duties described in this Position Outcomes Statement and agree to carry out my duties to meet these outcomes to the best of my ability. I also understand that at times I may be required to undertake other duties relevant to the position that are not listed in this statement.
I have received a copy of this Position Outcomes Statement.
(Signed by the successful candidate or position holder – not to be signed by applicants for the position)
Employee
Name:
Signature: / Date:
Supervisor/Manager:
Name:
Signature: / Date:
Key Result Areas
Key Result Area / Outcomes
Reception /
- Assist clients and, Staff of the service, and Visitors to the service with their enquiries in a friendly and professional way.
- Respond to, action and direct enquiries that are received at the service via phone calls, fax, mail and email, in a timely and efficient manner.
Administration /
- Record, distribute, process and despatch mail and parcel deliveries.
- Maintain and ensure security of office files and records in accordance with relevant systems.
- Photocopy and collate documents.
- Archive files and records in accordance with established processes and timeframes.
- Enter data and maintain electronic databases and spreadsheets in consultation with the Service and Regional Office staff.
- Maintain accuracy and currency of all client details within the Community Aged Care Software Application – ensuring timely data entry at all times.
- Type and format a range of documents for example, memos, letters, meeting minutes, in consultation with the Supervisor.
- Maintain stock control of stationery supplies, in consultation with the supervisor and ensure all service stock purchases are reconciled against invoices.
- Follow up marketing, public relations and fundraising activities as directed by the Supervisor.
- Ensure office equipment is serviced according to set timeframes.
- Provide administrative assistance to Community Aged Care program staff and volunteers, and other Churches of Christ Care staff operating on-site, if required to do so.
- Maintain timely and accurate data entry to other software applications that support the service performance e.g. Governance Management Application and others as required.
Financial /
- Participate in processes involving prospective clients, in conjunction with Area Office and State Office, by undertaking some or all of the following functions:
- Maintaining Waiting Lists.
- Developing files for use in the service eg Client Home Files, Client Office Files as required.
- Responding in a timely manner to all enquiries regarding service vacancies and requests/opportunity to provide services from all internal and external stakeholders, within role and as directed to do so.
- Distributing information in relation to available programs e.g. posting out of enquiry packs; program brochures etc.
- Participate in processes involving client entry, current client/ program utilisation and client ceasing services, in conjunction with Area Office by undertaking some or all of the following:
- Maintaining up-to-date records, files and documentation.
- Processing Client Agreements, as relevant to the service/ program, in accordance with set processes.
- Processing Client Fee Agreements and Co payment Agreements as relevant to the service/program in accordance with set processes.
- Providing timely and current data entry to the Community Aged care Software Application and /or other administrative software as required to ensure client billing, invoicing and statement issuing processes are enabled.
- Undertake receipting and banking functions.
- Provide administrative assistance in relation to the processes involving submission of program claims e.g. on line claims, paper based claim generation, submission as directed and reconciliation .).
- Reconcile petty cash for the service.
- Forward relevant financial documentation to Area l and or State Office.
- Generate reports for the Coordinator.
Rostering and Payroll /
- Participate in Rostering and Payroll processes by: Maintaining the accuracy of information in Virtual Roster (VR) in preparation for pay day each fortnight.
- Maintaining daily processes within the Community Aged care Software Application – scheduling staff rounds, making changes in response to client visit changes; staff timesheets; validation of visits; generation of reports from system and other tasks as required.
- Assist the Coordinator by contacting staff about filling permanent and temporary shifts on the roster.
- Transfer roster data to the Payroll Department at State office within set timeframes.
- Print and distribute payslips to staff within set timeframes.
- Respond to payroll queries initially and forward these through to the Payroll Department if the query cannot be resolved at a Service level.
- Process payroll forms, for example commencement and leave forms in accordance with payroll processes.
- Generate reports from the Payroll system for the Coordinator’s viewing.
Customer Service /
- Identify the needs of internal and external customers.
- Develop strategies to meet customer needs.
- Evaluate the delivery of customer service.
- Use customer feedback and service delivery evaluation to improve services delivered.
Quality improvement /
- Perform work in accordance with organisational policy, process control plans and work instructions.
- Identify improvements to policy, process control plans, work instructions, or the work environment.
- Communicate improvement opportunities to the relevant process owner/ other responsible party.
- Conduct improvements to work processes in a manner that is consistent with the organisational policy, process control plans, or work instructions.
Workplace Health and Safety /
- Adhere to safe work practices at all times.
- Report incidents and hazards immediately using established procedures.
- Follow legislation and organisation policies and procedures in relation to workplace health and safety.
Other Duties
- Participate in staff development and team meetings.
- Attend compulsory training sessions.
- Undertake competency training, as required.
- Maintain client confidentiality.
- Other activities as required by the Coordinator.
Key Selection Criteria
KSC 1 /
- Possess a Certificate III in Office Administration or equivalent.
KSC 2 /
- Possess a current National Police Certificate (no more than 3 years from date of issue).
KSC 3 /
- Demonstrated experience in an administration support role, within the community services environment (or similar) over a minimum period of two (2) years.
KSC 4 /
- Demonstrated ability to identify customer requirements, alter services in response to identified needs, and evaluate customer satisfaction.
KSC 5 /
- Ability to operate windows applications at an intermediate level, including the following applications: Word, Excel, Outlook, and PowerPoint.
KSC 6 /
- Demonstrated ability to communicate both orally and in writing with persons from various levels and positions in an organisational context.
KSC 7 /
- Willing and able to work within a Christian context and Churches of Christ in Queensland’s mission and values.
Page 1 of 4
WMS-01 / © Churches of Christ in Queensland 2011 / Version: 1.1 02/12/09
Churches of Christ Care is a division of Churches of Christ in Queensland and working with Churches of Christ in Victoria/Tasmania.