POSITION ADMINISTRATION – TEAM LEADERAWARD SCHADS Level 4LOCATION CHARTERS TOWERSHOURS FULL-TIME

Prospect Community Services Ltd. is a non-profit organisation managed by a Board of enthusiastic, community minded people. The organisation identifies, promotes and develops the interests and needs of the Charters Towers community through the provision of a diverse range of programs and services in the following areas: Community and Housing Services, Disability and Mental Health Services, Family and Youth Services, Business and Financial Services. These services work collaboratively to meet the aims and objectives of the organisation.

POSITION STATEMENT

The Administration Team provide a single point of entry information, intake, referral and assessment services encompassing all programs of Prospect as well as providing administrative services and program support ensuring the provision of efficient and effective service delivery and optimal organisational outcomes.

POSITION OUTCOMES

1. The Administration Team Leader position is responsible for ensuring the smooth functioning of the Administration team through the provision of guidance and operational oversight to the Administration Team, Quality Officer. Cleaner and General Hand.

2. The Administration Team Leader will be the nominated organisational Workplace Health and Safety Officer and is thereby responsible for risk management, OHS training, policy reviews, OHS compliance and incident and hazard management.

HOURS OF WORK

This position is fulltime at 38hrs per week. Working hours will be from 8:30am to 5:00pm, Monday to Friday. However, from time to time the employee may be required to work reasonable additional hours, as necessary to fulfil the requirements of the position.

Vision: Our clients and community are supported by a strong organisation known for leadership and innovation in community services.

KEY SKILL AREAS

1. Previous management or supervisory experience in a busy work environment.2. Experience in office management systems and procedures3. Proficiency in the use of Microsoft Office products, in particular Word, Excel, PowerPoint and

Outlook, with accurate word processing and data entry skills. 4. Sound knowledge of administrative systems and procedures, and proficiency with office

technology. 5. Highly developed written communications skills with the ability to maintain strong attention

to detail and take pride in the quality of work produced. 6. Effective verbal communication and interpersonal skills, with the ability to liaise with people

at all levels in an informative, accurate and positive manner. 7. Ability to prioritise, organise and complete work within established deadlines, and to

maintain a consistent level of professionalism. 8. Ability to work independently, showing initiative with a proactive approach to resolving

queries and problems.9. Demonstrated problem-solving skills and ability to integrate complex information from

multiple sources.10. Strong client focus and genuine desire to assist team members.

KEY ACCOUNTABILITIES

Administration

1. Supervise the Administration Team at Prospect Community Services and Connect Charters Towers through the allocation and coordination of administrative tasks.

2. Supervise the Quality Officer, Cleaner and General Hand to ensure an effective and high quality service.

3. Oversee efficient and effective administrative systems and processes by providing advice, guidance, direction and training as required.

4. Ensuring an efficient documentation and filing system is maintained at all times.5. Undertake general administration duties as required.6. Act as a point of contact between CEO and Administration Team.7. Produce a monthly report for the CEO to include in the Board Report.8. Monitor Front Reception/ERF statistics ensuring all reporting requirements are met in a

timely manner.9. Contribute to the continuous improvement of Prospect services by sharing ideas,

participating in staff meetings, raising issues, questioning the way we do things and offering solutions.

10. Participate in ongoing professional development activities.11. Maintain client confidentiality at all times.12. Develop, review and monitor all administration policies and procedures on an ongoing basis.13. Maintain awareness of all Prospect Policy and Procedures. 14. Any other administrative duties as directed by the CEO of Prospect Community Services Ltd.

Philosophy: All people have the opportunity to achieve their fullest potential.

Workplace Health and Safety Officer

1. Monitor all workplaces of Prospect Community Services Ltd to ensure that a safe work space is maintained at all times and that any potential safety hazards are identified and risk managed.

2. Monitor all workplace activities to ensure that all staff is aware of, and adhere to organisational policies and procedures relating to Work Health & Safety, and are contributing to a safe work environment.

3. Investigate any incidents or workplace accidents to ensure that all legal and compliance requirements have been met.

4. Maintain a training register for WH&S that identifies all training needs for staff, ensuring training is completed as and when required.

5. Develop, review and monitor all work health and safety policies and procedures on an ongoing basis to ensure compliance with relevant regulations.

DELEGATIONS, AUTHORITY LEVELS AND DECISION MAKING

The Administration Team Leader will be directly accountable to the relevant Service Manager at Prospect Community Services.

The Administration Team Leader will operate within the policies and procedures of Prospect Community Services Ltd.

Mission: To engage with people and community, providing support, building relationships and creating lasting solutions.