COBDEN DISTRICT HEALTH SERVICES INC.
5 Victoria Street, Cobden. Vic 3266
Ph: 03 55953100 FAX: 03 55953177
Mission “ To provide our community with quality care and health service options”.
POSITION TITLE: Support Services Manager
DEPT: Administration
REPORTS TO: Chief Executive Officer
CLASSIFICATION: Support Services Manager
HOURS OF DUTY: 38 hours per week
APPROVED BY: C.E.O
ORGANISATION AND ENVIRONMENT
Cobden District Health Services Inc. operates an accredited 60 bed aged care facility separated into Lovely Banks (30 beds) and Heytesbury lodge (30 beds) as well as an extensive Rural Primary Health Service. CDHS is also accredited by ACHS to provide emergency stabilisation services 24 hours a day. CDHS also operates HCP Level 2 and 4 packages, the Rodney Grove Community Aquatic Centre and a Men’s Shed. CDHS is an Equal Opportunity Employer.
GENERIC RESPONSIBILITIES
· To promote the services of the facility to the residents, clients and community in a positive manner.
· To pursue standards of excellence through Best Practice and Continuous Improvement.
· To ensure absolute integrity and trust throughout all members of staff, public, and respect the rights of individuals.
· To pursue further education and learning and encourage all staff to pursue higher education standards.
· To participate in committees as required and provide opinions and information on a regular and planned basis.
· To take an active role in applicable Accreditation processes.
· To comply with all relevant legislation requirements, organisational policies, vision & mission statements and core values including, but not restricted to:
Ø Infection Control Policies
Ø Occupational Health and Safety policies and regulations
Ø Fire, disaster and other emergency procedures
Ø Risk Management policies and guidelines
Ø Attend initial orientation/induction and annual compulsory training
Ø Participation as a cohesive member of the health care team
Ø Participation in an annual Staff Appraisal
Ø To not do anything that affects the Health and Safety of other staff
Ø To assist and support injured workers Return to Work
GENERAL OBJECTIVE
The Support Services Manager is responsible for the coordination of the non-clinical support areas which include Administrative Services, Food Services and Environmental Services. The role also provides support to the management team on IT matters and provides administrative support to the Board of Management and CEO.
The Support Services Manager is:
· To ensure the Administrative Services Department provides general clerical/administrative support to the Board of Management, CEO, staff, residents, clients and community members.
· To ensure the Food Services Department provides meals and refreshments for residents and the community (via MOWs) in alignment with the Food Safety Plan and maintains a high level of cleanliness within the kitchen area and equipment within that area.
· To ensure the Environmental Services Department maintains a high standard of cleaning throughout the facility.
DUTIES AND RESPONSIBILITES
Administrative Services
To oversee:
· General accounting functions of the organisation.
· General administrative functions including assistance in reception and telephone duties, photocopying, processing receipts, filing, prepare banking, open and dispatch mail when required, stationary orders and other duties as directed by the Chief Executive Officer.
· Processing of residential/client/community fees raised and paid during each month on the computer.
· Printing of MYOB reports as programmed or required (ie., CEO, Board, Internal Dept.).
· Processing of MYOB journal entries.
· Production of membership subscription notices.
· Production of Donation Thank You letters and other correspondence required by the organisation.
· Collation of Creditors to be passed for payment by Board each month.
· Reconciliation of Workcover payments to staff and recoupments from Workcover Agent.
· The efficient and effective process of Payroll Management.
Food Services
To oversee:
· Preparation of food consistent with high nutritional standards.
· Consultation with Dietitian and Nurse in Charge in basic menu planning, the development of standardised recipes and modification of residents’ diets as necessary.
· Food is cooked and presented in an appetising and palatable form.
· Safe storage and handling of food.
· Food supplies ordered in the most economical manner.
· The tender process of tendered goods ensuring tenders selected are based on quality, price, efficiency of delivery, terms of payments and previous experience.
Environmental Services
To oversee:
· Maintenance of the cleanliness of all floors, windows, bathrooms, toilets, laundry and relevant equipment.
· Observation of safety requirements in the storage of cleaning solutions.
· The cleanliness and correct storage of all cleaning solutions.
DIRECT DUTIES
Board Support Duties:
(These tasks may or may not be part of this role.)
· To type Agendas and Minutes in relation to Board Meetings.
· To maintain a current Board Policy Manual.
· To maintain a Board Decisions Register that details items for action by the CEO/Board.
· To maintain a Board Community Involvement and Education Register.
· To maintain Board Recruitment Kits.
· To ensure required Board/Key personnel paperwork is maintained with all Government bodies.
· To assist in various Board related business as needed.
· Processing of rents for service provider room hirer as per contractual agreements.
· Processing fortnightly direct debit payments (via bank) for residential, HCP and rental property fees.
Support Services Duties:
· To prepare monthly departmental rosters to ensure requirements are met for all Support Services’ departments.
· To ensure renewals of all external services contracts (including new & obsolete contracts) are completed on time.
· To review Policies as delegated.
· Assist in budget preparation and miscellaneous financial duties.
· Assist in collation of statistical data for various Government returns (i.e., Medicare monthly return, Prudential statements, CAP reporting, Key personnel & ACFI).
· Collate Continuous Improvement Reports for various administrative functions.
· To liaise with insurers and process all insurance claims.
· To assist with IT queries and liaise with SWARH when required.
· To process all documentation in relation to resident files including resident admission/discharge resident agreements and accommodation payments.
· To assist Maintenance staff with call bell system (Xacom) when needed.
· Attend monthly MAC (Management Advisory Committee) meetings and other meetings as required.
· To work with staff and liaise with Salary Sacrifice contractor relating to Salary Sacrificing matters. [Soon to be delegated to HR Coordinator.]
· To perform annual Staff Appraisals of Support Services’ staff.
· To assist CEO where required.
QUALIFICATIONS AND/OR EXPERIENCE
· Accounting qualifications and experience desirable.
· Experience and/or qualifications in business administration and use of accounting software (e.g., MYOB).
· Demonstrated ability to manage change and supervise staff.
· Ability to work effectively with other staff members.
· Effective communication and interpersonal skills.
· General understanding of IT systems.
· To have a pro-active and common sense attitude to problem solving and decision making.
REQUIRED LICENSES/CERTIFICATES
· Current Driver licence
SALARY AND CONDITIONS OF EMPLOYMENT
As determined by the Health & Allied Services Award and Enterprise Bargaining Agreement 2009 – 2013 (2013 – 2017 EA in progress).
Salary sacrificing is available.
PERFORMANCE APPRAISAL
To be conducted by the C.E.O within the first 3 months and then annually thereafter.
Cobden District Health Services Inc reserves the right of amendment,
addition or deletion to this position specification, as it considers necessary to serve the best interests of the organisation.
I AGREE TO ALL TERMS AND CONDITIONS OF THIS POSITION SPECIFICATION AND ACCEPT THE EMPLOYMENT AS OFFERED.
Employee ……………………………………………./…../……
APPOINTMENT RATIFIED BY
Chief Executive Officer ………………………………../…../……
I/Human Resources/Position Specifications/Admin/SupportServicesManager
May 2015
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