Wentworth Community Housing
Position Description: Administration Assistant
POSITION DESCRIPTION
POSITION NAME Administration Assistant – permanent, full-time
LOCATION Penrith
REPORTS TO General Manager Client Services
SALARY BAND SCHCADS Award Level 3 Pay point 1-4
POSITION CONTEXT
Wentworth Community Housing (Wentworth) is a not-for-profit housing company providing affordable, community-based rental housing for people with limited access to traditional and mainstream housing in the outer western suburbs of Sydney. Wentworth also provides other housing assistance to eligible people who are on very low, low or moderate incomes who are most in need.
ORGANISATION CONTEXT
As a community housing provider Wentworth provides a range of services and products including:
· Community Housing for people eligible for public housing
· Affordable Housing for eligible people on moderate incomes
· Assistance with renting privately
· Information and referral – working with a range of non-government and government services in the local area to help people access the services and supports they need.
· Community services for a range of clients through programs such as assertive outreach and rapid rehousing.
Wentworth manages almost 2,400 properties.
The main clusters of housing managed by Wentworth are in the outer Western Sydney Region, specifically Penrith, Hawkesbury, Blue Mountains and Blacktown Local Government Areas. Housing is managed from the head office in Penrith with branch offices in Katoomba and Windsor.
Wentworth is run by an elected Board of Directors who are skilled members of the local community. Day to day activities are managed by the Chief Executive Officer and a range of professional and dedicated housing and support staff.
Wentworth receives funding from Family and Community Services (FACS). Additional income is generated through tenant rents and other funded programs such as Going Home Staying Home (GHSH).
POSITION OBJECTIVES
The role of the Administrative Assistant will ensure professional administration services for all Divisional Managers within the Client Services structure. This includes the Divisional Manager Housing Services, Divisional Manager Community Services and the Divisional Manager Asset Services. A dynamic approach to administration, meeting preparation and coordination is required. It is anticipated that this role will also take direction from the Executive Assistant to the Chief Executive Officer / General Manager Client Services and provide support to that position where required.
Critical to this role are sound interpersonal, communication and time management skills, along with good knowledge of Microsoft office packages and the flexibility to support relevant meetings, reports and projects as required. Basic commercial acumen and an ability to manage sensitive information in confidence are also key elements of this position.
ROLE
This position is responsible for the delivery of high quality, responsive and effective administration support for each Divisional Manager and in turn, the rest of the team which comprises the bulk of the staff in the organisation.
The role is required to support the Divisional Managers in their dealings with internal and external stakeholders, funded and non funded partners, the General Manager Client Services, the CEO and Board of Directors and undertake key tasks under the direction of the Divisional Managers and General Manager Client Services.
In addition, the role may be asked to manage the Divisional Manager’s schedules and undertake some specific projects with critical deliverables and timeframes.
KEY RESULT AREAS
1. Provide support to the Client Services Team Administration Officer. These responsibilities include and are not limited to:
· the preparation of relevant papers, presentations and reports;
· management of petty cash and financial matters
· meeting management including minute taking;
· maintain various tracking registers for Divisional Managers
2. Ensure a high standard of client service is maintained and enhanced at Wentworth Community Housing with specific reference to staff and in the key relationships the Divisional Manager has with external partners and stakeholders, including government.
3. Manage various weekly, monthly and quarterly reporting for the Client Services team
4. Coordinate brokerage for the Community Services Team
5. Develop and manage an internal electronic filing system for the Client Services team
6. Provide administration support to the EA to the CEO/GM of CS as required
7. Contribute effectively to the team and proactively contribute to the development and action of own individual development plan.
8. Comply with relevant Wentworth Worker Health and Safety (WHS) policies, procedures and programs as appropriate. Report any unsafe conditions which come to their attention and address where possible and cooperate with management and staff nominated WHS representatives.
Behavioural Expectations (to form part of performance review process)Accountabilities / Tasks
Communication / · Gather relevant information through effective questioning
· Express information and ideas appropriately
· Read/review relevant documents prior to meetings
· Participate at meetings, committees
Integrity / · Understand the implications of ones actions
· Act in a manner consistent with Wentworth organisational values, service delivery principles, relevant policies, codes, guidelines, and legislation
· Act in an ethical manner at all times
· Contribute to a work place free from harassment
Organisational / · Be aware of the Wentworth organisational goals and objectives
Awareness / · and contribute positively to their attainment
· Work within the organisational policies at all times
Quality / · Participate in and where applicable lead education and quality
Improvement / · improvement activities
· Work to continually improve own performance
Self Development / · Understand own development needs and to recognise, create opportunities to improve performance
Team Work/ / · Work effectively with others to achieve mutual aims and to identify and resolve problems
Collaboration
EEO / · Commitment to all EEO principles
· Support cultural diversity in the workplace
Safe Practice and / · Understand responsibilities under WH&S legislation
Environment / · Identify actual/potential workplace hazards and take corrective action or report to Manager
People Focused / · Set the highest standards of performance for self and others in meeting the needs of internal and external customers
Community / · Work to improve access and housing outcomes
partnerships and / · Contribute to providing a quality housing experience
Tenants / · Inform and involve communities
· Develop effective partnerships with relevant groups
Responsive and / · Timelines for response to clients to be measured, benchmarks set and monitored
Client Focused
Sustainability / · Reduce personal / team carbon footprint by through mindful
· management/usage of paper, water, electricity
WORKING RELATIONSHIPS
Internal
· Chief Executive Officer· General Manager Client Services
· Divisional Manager Housing Services
· Divisional Manager Community Services
· Divisional Manager Asset Services
· Chief Financial Officer
· Compliance Manager
· Executive Manager People, Performance & Culture
· Executive Manager Communications
· Executive Manager Housing Solutions Development
· Client Services Team
· All Wentworth staff /
External
· External partners· Tenants
· Potential tenants and applicants
· Landlords and potential landlords
· Community service providers and agencies
· Stakeholders of Wentworth, eg. neighbours of tenants
· Maintenance providers / suppliers / contractors
· Real Estate Agents
· Government human service agencies and Councils
· Affordable Housing partners
· FACS
POSITION DIMENSIONS
· Receives overall direction from General Manager Client Services
· Receives operational direction (day-to-day) from Client Services Administration Officer and/or the Executive Assistant to the CEO/GM Client Services
· Provides administrative support to the team in line with Wentworth policies, procedures and work standards
· Operates within Wentworth philosophies, objectives, policies and procedures and the Code of Practice
· Works within the law and conducts themselves in a professional and ethical way
PERSON SPECIFICATION
Education and Training
· Certificate IV or Diploma in Business Administration or other relevant qualification and/or significant (at least 2 years) relevant demonstrated experience.
Knowledge and Experience
· Demonstrated experience (at least 2 years) in an administration role
· Experience in providing human and/or community sector services (desirable)
Ability and Skills
· Demonstrated ability to relate to people from diverse backgrounds
· Sound written and verbal communication skills, including report writing
· Innovative and lateral thinking skills
· Project Management skills (desirable)
· Ability to work collaboratively with others
· A commitment to quality customer service provision
· A commitment to ethical behaviour and business management
· A commitment to the ethos of social and affordable housing
· Computer literacy and demonstrated ability in the Microsoft Office suite of programs
· Capacity to set priorities, plan workload, meet deadlines and achieve objectives through the efficient use of time
June 2017 Page 5 of 5