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Administration Officer

Position Details

Position Number: 010421

Classification: Level 3

Award / Agreement: Public Service Award 1992; relevant Public Service and Government Officers General Agreement

Organisational Unit: Statewide Referral and Response Service / Mandatory Reporting

Location: East Perth

Classification Evaluation Date:

JDF Review Date: 03 August 2018

Reporting Relationships

This position reports to: Business Manager / Level 5

This position has no subordinates.

About the Department

The Department of Communities’ mandate is fundamentally about providing pathways to individual, family and community wellbeing. The Department’s direction centres on building safe, strong, secure and inclusive communities that empower individuals and families across Western Australia to lead fulfilling lives.

The Department’s functions and services include disability services; child protection and family support; social and affordable housing; youth justice; community initiatives and remote regional services reform.

The Department provides the opportunity to implement client centred services within a single outcome based framework across community services in Western Australia. This framework also provides for a specific focus on delivering integrated, place based services, recognising that community and individual needs vary significantly between metropolitan and regional communities.

The Department promotes diversity and embraces a high standard of equal opportunity, health and safety, and ethical practice. All employees are required to comply with relevant safety procedures/guidelines and equal opportunity principles at all times.

Role Statement

The Administration Officer is responsible for:

• Developing and maintaining quality administrative services to the Unit and update and maintenance of the Mandatory Reporting SharePoint

• Providing and ensuring quality assurance of Mandatory reports and generation of Standardised Letters.

• Supporting the efficient operations of the Unit by planning and preparation of Mandatory Reporting roadshows across the State.

• Making corrections to Mandatory Reports in ASSIST under direction from IRE.

• Facilitating the development and maintenance of quality information management and technology systems for the Unit.

Duties and Responsibilities

Administration

1. Develops and provides quality administrative services to the Director and Mandatory Reporting Team Leader as required.

2. Participates in the planning and preparation of Mandatory Reporting training and learning events throughout the State. Ensures all resources are prepared including supporting the Team Leader in preparing flyers, booking venues and travel, tracking registrations, preparing completion certification and consolidating evaluations.

3. Routinely re-opens Mandatory Reports as requested by Team Leaders and/or Mandatory Reporting Staff

4. Loads and completes Standardised letters within three business days of report being closed as per current policy. Email or post as required.

5. Routinely maintains the Mandatory Reporting public website with relevant information provided by the Team Leader.

Finance

Assists with budget monitoring for Mandatory Reporting events and prepares reports for the Business Manager on levels of expenditure

Reconciles expenditure associated with Mandatory Reporting events

Quality Assurance

Carries out Quality Assurance of Mandatory Reports and reports on any errors.

Makes corrections to reports under direction from the IRE group

Any errors detected during Quality Assurance are documented and escalated to the support desk

Routinely excludes duplicate Mandatory Reports as requested by Mandatory Reporting Team Leaders and/or Mandatory Reporting Staff

Physical Resources

4.1 Prepares any physical resources for training and learning events and ensure they are transported to the relevant location.

Projects

5.1 Undertakes projects as directed by the Director and Mandatory Reporting Team Leader.

Customer Service / Other

6.1 Ensures a quality customer service is provided at all times

6.2 Participates in Emergency Management and Response duties as required.

6.3 Provides assistance for staff in local IT problems in hardware and software applications

6.4 Other duties as required

Essential Work-Related Requirements (Selection Criteria)

Demonstrated ability to provide administrative support services including financial, physical and human resource management, in accordance with relevant financial and human resources legislation, policies, practices and instructions..

Demonstrated initiative, flexibility and an ability to work with minimal supervision.

Demonstrated computer literacy and technology skills including experience in using Microsoft Office products and various business systems, e.g. human resources, finance, client management, electronic document and record management.

Demonstrated competency in effective interpersonal and communication skills (oral and written) and numeracy skills

Desirable Work-Related Requirements (Selection Criteria)

1. Current knowledge of the Mandatory Reporting system and legislative requirements

Essential Eligibility Requirements / Special Requirements

1. Appointment is subject to a satisfactory National Police Clearance.

2. Appointment is subject to a satisfactory Working with Children (WWC) Check

Must be able to undertake the physical demands of the required duties (some moderate level lifting and carrying, up to 15 kilograms, is required).

Possession of a current Western Australian 'C' or 'C-A' Class Driver’s Licence or equivalent, and the ability to travel in response to organisational needs. This requirement continues for the duration of employment in this position and from time to time production of the licence may be required upon request by the Department.

Delegate Certification

HR Registration

03 August 2018

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