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Position Description

|Position: |FAMILY WORKS ADMINISTRATOR |

|Business Unit: | |

| |Family Works Centre |

|Responsible to: |Regional Manager |

|PSC Mission |

|In response to the teachings of Christ we will provide social services that effectively meet the needs of those we help. |

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|PSC Vision |

|To be the first choice provider of aged-care and social services in a caring and compassionate society. |

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|PSC Values |

|While PSC operates as a stand alone social services provider, we share strong heritage with the Presbyterian Church and have a|

|common value set. |

|RESPECT: We have respect for all people |

|COMPASSION: We have compassion for those in need. |

|SELFLESSNESS: We put our clients’ interests before our own. |

|HOLISTIC: We are dedicated to meeting our clients’ spiritual, physical and social needs. |

|PASSIONATE: We have passion for our purpose. |

|PROFESSIONAL: We are professional, honest and have integrity in our actions. |

|ACTIVE: We are resourceful and responsive. |

|EXCELLENCE: We strive to continuously improve. |

What is PSC?

Presbyterian Support Central is a not-for-profit organisation providing social services in Taranaki, Whanganui, Horowhenua, Manawatu, Wairarapa and the greater Wellington region. It is one of seven autonomous Presbyterian Support regional organisations providing Christian-based social services across New Zealand.

Presbyterian Support Central has been providing responsive social services to older people, children and their families and individuals for over 100 years. We have a committed and professional team dedicated to working with our clients to make a difference together. We are also dedicated to continuously improving the levels of service we provide to our clients and the efficiency with which we do this.

Presbyterian Support Central operates under two service brands:

Enliven (Positive Ageing Services): Provides support to residents in our rest homes and to clients in their own homes.

Family Works: Provides social services to families/whanau and communities - a range of integrated services to families and communities including needs assessments, social work, counselling therapy and a range of life-skills and parenting courses.

Further information can be found on .nz

Purpose of the Role

To carry out necessary secretarial, administrative and support duties that enables the Family Works Centre to function smoothly.

Key Accountabilities

|Key Accountability |Deliverables / Outcomes |Key Performance Indicators / Measures |

|Administrative support |To provide administrative front of house |Is in attendance for core operating hours at Family Works site. |

| |support, word processing and general support |Visitors to the centre are responded to in a timely, respectful and |

| |to all Family Works Centre staff. |helpful manner. |

| | |Incoming and outgoing phone calls, mail, facsimiles and emails are |

| |Is the key receptionist and is the initial |all processed and managed to a high standard. |

| |point of contact in the FW team. |Word processing, drafting of routine correspondence and other work |

| | |is completed promptly, is accurate and presented to a high standard.|

| |Supports the framework of Cluster Sites for |Administrative forms are photocopied, etc. as required. |

| |FW and assists with admin support as required|Local filing system is maintained, filing done regularly and |

| |for other sites. |requests for information from files responded to promptly- safety |

| | |and confidentiality of files is ensured. |

| | |ResMan database holds correct client details. |

| | |Data is collected and entered in a consistent manner. |

| | |Reports and queries are attended to in a timely manner. |

| | |Provide practical support for setting up and running of programmes |

| | |and/or community meetings |

| | |Adequate supplies of stationery and other centre consumables are |

| | |purchased and maintained. |

| | |Co-ordinate travel arrangements in conjunction with Regional Manager|

| | |as required. |

| | |Attend general staff meetings and accurately record minutes. |

| | |Service users and staff are happy with the level of service |

| | |provided. |

| | |Calls and/or messages are attended to promptly, pleasantly and |

| | |politely, and are directed to the appropriate person. |

|Financial support |Budget preparation and monitoring with |Procedures and standards are followed and timelines are met. |

| |consultation with the Regional Manager, petty|Compile and regularly monitor the Centre budget. |

| |cash handling, banking, data entry, invoices |Oversee and maintain financial systems regarding external contracts |

| |etc). |and the collection of fees for service. |

| | |Procedures and standards as outlined in the PSC Accounting Manual |

| | |and timelines are met. |

| | |Information is provided as required by the Regional Manager for |

| | |budgeting purposes. |

| | |Preparation and monitoring of invoices for Centre income and |

| | |expenditure is completed in a timely manner. |

| | |Systems in place to ensure income tracked in a timely way and with |

| | |accuracy. |

|Participation in assurance |Contribution toward the functioning, planning|Participates in quality assurance audits relevant to own areas of |

|audits |and development of the Centre |work. |

| | |Participates in the preparation of the Centre’s planning document |

| | |prior to each service audit. |

| | |Informs the Regional Manager of discrepancies that require |

| | |attention, with regard to the service audit. |

|Relationship management & |Liaison with community |Relationships with key stakeholders are developed and maintained. |

|Client bookings |Manages Client allocation to FW staff members|Family Work’s services are promoted to local service providers and |

| | |referrers. |

| | |Client/Staff suitable match within the constraints of |

| | |contract/funding requirements. |

| | |Available staff time utilised appropriately. |

|Professional development |Ensures own professional development is up to|Identify own ongoing development needs in conjunction with the |

| |date |Regional Manager and undertakes training as appropriate and in |

| | |keeping with Family Works policies |

|Health and Safety |Complies with responsibilities under the |Has read and understood PSC H&S manual. |

| |Health and Safety at Work Act 2015 |Actively supports and complies with H&S policy and procedures. |

| | |Ensures the safety of any employees and volunteers working under |

| | |their direction. |

| | |Actively participates and engages in compliance checks, if the |

| | |nominated H & S Rep. |

| | |Evidence of active participation in hazard management and |

| | |identification process. |

| | |Proactively reports and remedies of any unsafe work condition, |

| | |accident or injury. |

|Centre Development & |Contribution toward the functioning, planning|Participates in developing new areas of centre work and that of |

|fundraising |and development of the Centre |cluster sites. |

| | |Informs the Regional Manager of any matters requiring their |

| |Assists and supports the fundraising |attention, with regard to contracts and external relationships. |

| |application process with information as |Liaises with FW and PSC staff as required to support the fundraising|

| |required |applications. |

|Other Duties | |Undertakes other duties required by the Regional Manager to meet |

| | |business needs. |

Key Relationships & Authorities

| | |Reports to: | | |

| | |Regional Manager | | |

| | |( | | |

|Key relationships within PSC business |( |Administrator |( |Key relationships outside PSC business |

|unit: | | | |unit: |

|PSC Central Office staff. | | | |Service users and clients |

|Other staff of the Family Works Centre. | | | |Contractors |

| | |( | | |

| | |Has these direct reports: | | |

| | |Oversees cleaning staff | | |

Authorities and Delegations:

Nil

Capability Profile

Competencies

Competent performance in the role requires demonstration of the following competencies. These competencies provide a framework for selection and development.

|Core Competency |Key Behaviours |

|Time Management |Uses her/his time effectively and efficiently |

| |Values time |

| |Concentrates her/his efforts on the more important priorities |

| |Gets more done in less time than others |

| |Can attend to a broader range of activities |

|Written Communications |Is able to write clearly and succinctly in a variety of communication settings and styles |

| |Can get messages across that have the desired effect. |

|Integrity and trust |Is widely trusted |

| |Is seen as a direct, truthful individual |

| |Can present the unvarnished truth in an appropriate and helpful manner |

| |Keeps confidences |

| |Admits mistakes |

| |Doesn’t misrepresent her/himself for personal gain |

|Customer Focus |Is dedicated to meeting the expectations and requirements of internal and external customers |

| |Gets first-hand customer information and uses it for improvements in products and services |

| |Acts with customers in mind |

| |Establishes and maintains effective relationships with customers and gains their trust and respect|

|Ethics and Values |Adheres to an appropriate (for the setting) and effective set of core values and beliefs during |

| |both good and bad times |

| |Acts in line with those values |

| |Rewards the right values and disapproves of others |

| |Practises what (s)he preaches |

Other aspects of capability not covered by the above competencies

Knowledge and Experience:

• Accurate keyboard skills and a good working knowledge of PC word processing, spreadsheet, database, and e-mail packages.

• Experience in front line customer service role that has involved telephone and face to face interpersonal skills.

• Some exposure to charitable organisations and/or social service organisations ideal

Essential Professional Qualifications / Accreditations / Registrations:

• A relevant qualification in business administration and/or community studies.

Other:

• Current drivers licence.

Treaty of Waitangi

Presbyterian Support Central is committed to working in a multi-cultural way and affirms the place of Maori as Tangata Whenua and seeks to actively promote the spirit of equality and partnership inherent in the Treaty of Waitangi.

The position description will be reviewed regularly in order for it to continue to reflect the changing needs of the organisation. Any changes will be discussed with the position holder before being made. Annual objectives and performance measures will be set each year during the annual performance planning and development meeting.

|I have read this job description and accept it. |

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|Signed: ……………………………………… Date: ……………….. |

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|Employee’s Name: ……………………………………… |

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|Signed: .….………….………………………. Date: .…….…………. |

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|Name: ………………………………………. |

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|Position: ………………………………………. |

|(On behalf of Presbyterian Support Central) |

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