WHS Administrative Support Officer

The WHS Administrative Support Officer works within Staff Services of Catholic Education Diocese of Parramatta (CEDP).

This role will involve assisting the Employment Relations Team within Staff Services with the implementation of the WHS Contractor Management Program and WHS Induction Program across the Diocese in addition to other WHS Projects. The role will be essential for the successful implementation and maintenance of the program across the Diocese and will also involve collaboration with Staff Services, IT, Payroll and Facilities to streamline the process and assist CEDP to meet its WHS legislative obligations.

Essential

  • Support of the Catholic Ethos
  • Experience and knowledge working in the school sector
  • Sound record keeping practices to ensure accountability, transparency and confidentiality
  • High level interpersonal, problem solving and communication skills
  • Confidence in dealing with people in person and on the telephone.
  • Good time management skills and the ability to prioritise workloads
  • Ability to work independently and at own initiative, as well as being a team player
  • Excellent administrative skills in accuracy and attention to detail
  • Highly developed computer skills

Desired

  • Experience with CEDP Payroll systems
  • Understanding and/or experience in WHS

Salary and Conditions:

The salary range is Level 3 Step 3 to Level 4 Step 3 of the CEDP Administration Officer Salary scale currently $61,697 to $73,475pa) depending on qualifications and experience. Superannuation and leave loading will be in addition to the basic salary. Salary packaging options are available.

Referees

Applicants must provide names and contact details, including email address, of three (3) referees, one of whom must be a current employer, from whom confidential reports may be obtained.

Applications:

Written applications, including a comprehensive Curriculum Vitae and statement addressing the criteria, are to be sent to the HR Officer, Catholic Education Office, Diocese of Parramatta, Locked Bag 4, North Parramatta NSW 1750 or by email to by Friday 5 June 2015.

General Application Form
(to be attached with Resume and other Documents)

Position Applied for

Name

Title______

Surname ______

Preferred Name______

Christian Names ______

Former Name (If Applicable) ______

Address

Home Address
______
______
______Postcode ______ / Address for Correspondence
______
______
______Postcode______

Phone & Email

Private ______Business ______Mobile______

Email______

How did you find out about this position?

Please complete and return with you application and a full resume to:

Human Resources Officer

Catholic Education Diocese of Parramatta

Locked Bag 4 North Parramatta NSW 1750

Email:

Privacy requirements – employment collection notice

Availableat:

1. WhenyouapplyforthispositionyouwillprovideCEDP(throughourschools,CatholicEarlyLearningCentres

(CELCs),Catholic OutofSchoolHoursCare services(COSHCs) andoffices)withpersonalinformation.

2. Ifyouprovideuswithpersonal information,forexampleyournameandaddressorinformationcontainedonyour resume, wewillcollecttheinformationinordertoassessyourapplication.Wemaykeepthisinformationonfileifyour applicationisunsuccessfulincaseanotherpositionbecomesavailable.

3. OurPrivacy- Statementsetsouthowyou mayaccessandseekcorrectionofyourpersonalinformationthatwe hold aboutyouifyouareunsuccessfulfortheposition.However,theremaybeoccasionswhenaccessisdenied.Such occasionswouldincludewhereaccesswouldhaveanunreasonableimpactontheprivacyofothers.OurPrivacy- Statementalsosetsouthowyoumaycomplainabouta breachofprivacyandhowwewilldealwithsuch acomplaint. OurPrivacy-Statementisavailableat:

4.We maydisclosethiskindofinformationtothefollowingtypesoforganisations:theCatholicEducationCommissionof NSWandtheCatholicCommissionforEmploymentRelations.Wewillalsodisclosethisinformationwithyourconsent orasrequiredorauthorisedbylaw.

5. Wearerequiredtoconductacriminalrecordcheckandcollectinformationregardingwhetheryouareorhavebeenthe subjectofanApprehendedViolence OrderandcertaincriminaloffencesunderChildProtection laws. Wemayalsoelecttocollectpersonalinformationaboutyouinaccordancewiththeselaws.

6. Wemayuseserviceproviderswhoprovidecertainservicestousandourstaffandstudentsincludingdatastorageand contemporaryonlineteachingtools.Wemayprovideyourpersonalinformationto suchserviceprovidersinconnection withtheprovisionoftheseservices.Ourserviceprovidersmaystore,or process,dataoutsideAustralia,includingintheUnitedStates,Singapore,Irelandandpossiblyothercountries.Weendeavourtofindwhere theseprovidersstore theirdataandupdatethiscollectionnoticeassuchinformationbecomesavailabletous.Inaddition,ouremailserviceprovider maystoreandprocessemailsintheUnitedStatesorinanyothercountryutilisedby Google.

7. Ifyouprovideuswiththepersonalinformationofothers,weencourageyoutoinformthemthatyouaredisclosingthat informationtousandwhy,thattheycanaccessthatinformationifthey wishandthatwedonotusuallydisclosethe informationtothirdparties.

8. Youmayobtainfurtherinformationfromthefollowing:

• Forour schools:theschoolprincipal

• ForourCELCs:theCELCdirector

• For ourCOSHCs:theCOSHCsupervisor

• Forouroffices: PrivacyOfficer:

CatholicEducationDioceseofParramatta

LockedBag4

NorthParramattaNSW1750

T:98405600.

How to Apply

Applicant information

  1. Address your formal letter of application to:

Mr Gregory B. Whitby - Executive Director of Schools

  1. Supply resume, including Academic Record and employment details
  1. Supply response to each essential position requirement criterion
  1. Supply details of three (3) referees (numbers and email address), including current employer, from whom confidential reports may be obtained.

Please note referees will only be contacted if preferred applicant.

  1. All application materials to be received by close of business on the due date
  1. Send all application materials to:

Human Resources Officer

Catholic Education Diocese of Parramatta

Locked Bag 4 North Parramatta NSW 1750

  1. Those who are applying by email please email:

INFORMATION FOR APPLICANTS

Catholic Education Diocese of Parramatta (CEDP) invites appropriately qualified and experienced applicants who are committed to the ethos of Catholic Schools to apply for advertised positions.

CEDP is committed to the principles of merit selection ie selecting the best person for the job and to the core values of the system vision statement, ‘to be open, inclusive and just’.

To assist in selecting the right person based on skills, knowledge and experience, it is important that your application provides all relevant details. Please consider the following information when preparing your application.

Please note: this information is to be read in conjunction with specific documents that apply to every advertised position. They can be found on our website or by calling the contact person named in the advertisement.

PREPARING YOUR APPLICATION

A selection committee decides who is to be interviewed based on the information that you present in your application.

It is very important that your application is clear and concise, and indicates how your knowledge, skills, experience and relevant work history (paid or unpaid) support your application.

So when applying for a position always include:

  1. a completed application form,
  1. a brief resume detailing your employment history, education and qualifications, and
  2. details of how you meet the individual essential and desirable criteria as stated in the “Position Criteria” document. For example:

Essential Criteria:

Demonstrated ability to deal with staff at all levels of the organisation.

Response:

In my current role, I not only deal with peers providing policy and procedural advice, I also provide financial information and advice to senior staff within my Division, including the General Manager and Director.

LODGING YOUR APPLICATION

The advertisement will state where to forward your written or electronic application, and the date by which it is to be received.

Your application will be acknowledged by email as soon as it is received.

SHORTLISTING

Approximately one week after the closing date a selection panel of a least three members will shortlist the applications, inviting for interview the applicants who best meet all the selection criteria.

Applicants who aren’t invited for interview will receive an email notifying them that they are unsuccessful.

INTERVIEW

If you are being invited for interview you will receive a phone call advising you of the time and location. Interview questions are based on the selection criteria and the key accountabilities so be prepared to give examples of your work experience, skills and knowledge, and how these relate to the position you are applying for.

REFEREES

After the interviews are conducted referees will be contacted on the applicant(s) the panel deems most meritorious, so include at least three work referees – ideally from your current employer or supervisor, or the most recent ones.

DECISION

Following the referee checks the selection panel will make a final recommendation on whom to appoint based on the merit of the written application, the performance at interview and the referees’ comments. This is forwarded to the Executive Director of Schools for approval.

Once approved, the successful applicant will be telephoned and a verbal offer made, with a written Letter of Appointment to follow. Unsuccessful applicants are notified by email.

CHILD PROTECTION

Successful applicant(s) will be subject to the requirements of current NSW child protection legislation. For further information on the legislation visit the website . Specific Parramatta Catholic Education requirements will be advised at interview.

CATHOLIC EDUCATION

DIOCESE OF PARRAMATTA

ROLE DESCRIPTION

POSITION TITLE
WHS Administrative Support Officer / CURRENT POSITION HOLDER
N/A
SERVICE AREA
Staff Services / FREQUENCY OF REVIEW
Annual
REPORTS TO
Director Staff Services / DATE LAST UPDATED
April 2015
CONTEXT
The WHS Administrative Support Officer works within Staff Services of Catholic Education Diocese of Parramatta (CEDP).
This role will involve assisting the Employment Relations Team within Staff Services with the implementation of the WHS Contractor Management Program and WHS Induction Program across the Diocese in addition to other WHS Projects. The role will be essential for the successful implementation and maintenance of the program across the Diocese and will also involve collaboration with Staff Services, IT, Payroll and Facilities to streamline the process and assist CEDP to meet its WHS legislative obligations.
ACCOUNTABILITIES
The key accountabilities of this role are:
  • To assist with the implementation of Work Health and Safety Initiatives within the CEDP to ensure legislative obligations and best practice initiatives in accordance with theWork Health and Safety Act 2011 are being met.
  • Provide high level administrative support specifically related to WHS projects within CEDP
  • Assist in implementing and maintaining administrative processes within WHS

REQUIREMENTS FOR THE ROLE
Essential
  • Support of the Catholic Ethos
  • Experience and knowledge working in the school sector
  • Sound record keeping practices to ensure accountability, transparency and confidentiality
  • High level interpersonal, problem solving and communication skills
  • Confidence in dealing with people in person and on the telephone.
  • Good time management skills and the ability to prioritise workloads
  • Ability to work independently and at own initiative, as well as being a team player
  • Excellent administrative skills in accuracy and attention to detail
  • Highly developed computer skills
Desired
  • Experience with CEDP Payroll systems
  • Understanding and/or experience in WHS

FUNCTIONS
  • Foster Gospel values and act according to Catholic ethos
  • Work across Staff Services, Payroll, IT and Facilities to assist with the implementation of the WHS Contractor Management and WHS Induction Program.
  • Assist with data entry and inputting contractor information into the system, manage database and verify WHS documents and companies for pre-qualification prior to commencing work with CEDP
  • Closely monitor the input of information into the system to avoid duplication, streamline process and ensure success of implementation
  • Liaison with schools and contractors to assist with the implementation and management of the system.
  • Regularly liaise with facilities regarding the contractors, projects completed and document requirements, including Safe Work Procedures for work being performed.
  • Contacting newly appointed staff, casuals and returning teachers utilising the Payroll system and information to complete WHS Induction using the Rapid Induct program.
  • Managing information on the system to avoid duplication and ensure staff complete the required training.
  • Assisting with development and provision of information and resources as required for CEDP and information on OSCAR.
  • Preparing training materials and resources for WHS initiatives across CEDP
  • Assist in WHS Audit development and processes across CEDP.
  • Complete other duties as required by the Head of Staff Services and the Executive Director of Schools.

SUPERVISOR
DATE