Position Title
/ Administration Assistant
Classification & Stream (if applicable)
/ Social, Community, Home Care and Disability Services Award
Level 3
Division
/ Ingle Farm Network/ South Australian Division
Reports to
/ Director Youth Services and Director of Family and Community Services
Date
/ September 2016
Primary Purpose of the job
/ ·  To provide Administration support to the Network Directors, Quality Improvement Coordinator and Ingle Farm Network
About (The Network / Program)
/ The Ingle Farm Network operates within the South Australia Division of The Salvation Army Southern Territory (TSA).
The Ingle Farm Network comprises two service streams; Youth Services and Family and Community Services. Youth Services encompasses Muggy’s alternative care programmes for young people under the Guardianship of the Minister and Youth Accommodation Services including Outreach and Burlendi Youth Shelter. These programmes and related services aim to provide holistic services specifically designed to target the needs of young people under Guardianship Orders and young people experiencing issues pertaining to homelessness. Family and Community Services encompass a range of programmes including Communities for Children, Community Support Services, Community Work Programmes, Thrift Shops and Volunteer Management.
About The Salvation Army Southern Territory
/ The Salvation Army International Mission Statement
The Salvation Army, an international movement, is an evangelical part of the universal Christian Church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human need in His name without discrimination.
The Salvation Army Australia Southern Territory’s Mission and Values
Mission: Transforming lives, Caring for people, Making disciples and Reforming society
Values: Human Dignity, Justice, Hope, Compassion and Community
Expected Outcomes
/ Administration
§  Provide clerical support to Network Directors
§  Risks to clients, staff and TSA are identified and bought to the attention of management as soon as possible
§  Accurate, thorough and up to date records and data are maintained in accordance with TSA standards and procedures using TSA information systems
§  Preparation of written reports as required
§  WHS documentation processed and recorded accurately
§  Provides support surrounding HR administration processes
Data Collection and Systems Auditing
·  Accurate data entry using all compulsory data recording systems including
o  Divisional Quarterly Reports
o  Your Safety Management System(YMS)
o  Information Sharing Guidelines and Mandated Notification Register
o  Training Register
·  Reports required by respective service agreements completed and lodged on time
·  Monitoring First Aid kits and WHS processes
Other
·  Participates in TSA performance Plan and Review process
·  Prepares for and participates in regular supervision
·  Participate in relevant processional development courses, workshops and forums
·  Assist in the organisation of bi-monthly staff lunch
·  Provide relief to Receptionists
Scope
/ This position works as part of a team of administration assistants across the Ingle Farm Network.
Working 38 hours per week (Monday – Friday) this position will be based at out Ingle Farm Office, however administrative support will also be provided to off-site services attached the Ingle Farm Network.
Qualifications and Experience
/ Relevant qualifications in Administration and/or equivalent relevant experience.
Capabilities
/
Specialist Competencies
Administration / • Ability to communicate clearly both verbally and in writing, produce high quality clear and accurate policies, protocols and reports.
• The ability to communicate with staff of all levels and the ability to establish effective liaison with other non-government and government services.
• Effective computer literacy and familiarity with systems including email systems, Microsoft Office suite .
• Knowledge of office procedures.
• Excellent telephone manner.
• The ability to work constructively as part of a team.
• Confident and able to present professionally.
Personal Attributes
Collaborative / ·  Treats other with dignity & respect
·  Encourages and cooperates with others to achieve common goals
·  Inspires trust and confidence
Resilient / ·  Remains calm, focused and maintains perspective when faced with change, crisis and difficulty
·  Does not give up or get disheartened when faced with obstacles
Outcome focused / ·  Aims for optimum outcome
·  Sets a clear path/goals and manages time to achieve key outcomes
·  Is proactive and self-motivated
Inclusive
Ethical / ·  Respects differences in all its forms
·  Recognises the rights of others
·  Is non-judgemental
·  Is credible and truthful – shows integrity
·  Reflects expected standards of behaviour and or codes of conduct
·  Acknowledges and learns from mistakes
Self-Aware / ·  Recognises impact of own behaviour and emotions on others
·  Reflects on and learns from experience
·  Receives and responds to constructive advice
·  Recognises own limitations
·  Presents a personal image and demeanour that promotes credibility and is appropriate to work setting and role
Job Competencies
Organisational
Knowledge
Interpersonal
dynamics and
communication
Administration
Continuous Improvement / ·  Demonstrates a basic understanding of TSA identity, mission, history and structure
·  Keeps up to date with relevant organisational information through standard channels and resources
·  Draws on knowledge of others for relevant information as required.
·  Regulates own behaviour
·  Listens actively; Speaks with courtesy
·  Adapts style to audience
·  Conveys information effectively – verbally and in writing
·  Completes accurate reports, logs, case notes and files
·  Uses technology and software applications effectively in accordance with task requirements
·  Contributes to evidence based practice
·  Reflects on practice
·  Identifies opportunities for improvement
·  Acts to implement improvement
Diversity
and conflict / ·  Recognises and respects differences in culture, style and viewpoint
·  Responds in culturally appropriate ways
·  Respectfully provides own point of view
·  Minimises and resolves tensions in the workplace
Time and Task Management
Decision Making / ·  Ensures that risks to people, assets, programmes and reputation are identified and reported in own work context
·  Regulates own behaviour
·  Performs own role and responsibilities efficiently
·  Manages time and responsibilities
·  Prioritises work and addresses what is most important
·  Uses available tools effectively to assist with planning and organising
·  Gathers appropriate information
·  Understands the immediate implications of decisions
·  Makes sound, timely decisions leading to effective service delivery
·  Gives appropriate rationale for decisions
Requirements of the role
/ ·  National Police Check Clearance
·  DCSI Child Related Employment Screening Clearance
·  Current South Australian Drivers Licence
·  Current Senior First Aid Certificate Current Child Safe Environments Certificate
Signatures
/ Employee Name: / Signature / Date
Manager Name: / Signature / Date

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