The Salvation Army Territorial Headquarters

THE SALVATION ARMY Kilbirnie Corps

POSITION DESCRIPTION

Position: Corps Administrator

Appointee:

Report to: Corps Officers

Functional Relationships: Incoming callers, clients and visitors, Playgroup Co-Ordinator, Custodian, DHQ staff, Corps Treasurer, Family Store Manager, Corps local officers, THQ Finance, HR and Payroll Departments, Other Centre Staff, Goods and Services providers.

Location: Kilbirnie Corps – 175 Onepu Road, Lyall Bay, Wellington

Standard Hours of work: 14 hours per week: Mon – Thurs 9am – 12.30pm

Key Result Areas and Key Tasks Performance Indicators

General Administration  S.A.M.I.S Data Entry  S.A.M.I.S data collected and inputted into system, weekly, quarterly and annually.  Assist Corps Officer with the preparation of the monthly Corps  S.A.M.I.S data to be entered accurately and in a Newsletter timely and consistent manner.  Assist Corps Officer with the  Design, prepare and distribute monthly Corps preparation of media shout for newsletter notices provided in an effective and Sunday worship. timely manner.  Receive, check attendance list  Data entered into ‘Connected’ database and input Sunday attendance data accurately and in a timely and consistent into “Connected” database. manner.  Assist Corps Officers with property  Check for completion of property maintenance maintenance matters and the work. Prepare PMF claims attaching quotes or internal PMF claim process. invoices for processing.  Manage hall hire bookings and  Hall hire Users to be approved by Corps Officers, invoicing. bookings recorded appropriately, Hire costs meet minimum TSA requirements and Licence to  General other tasks as and if time Occupy Documents completed and sent in to allows. DHQ for approval and execution where necessary.  As far as practical undertake other tasks and requests as directed by the Corps Officers. Tasks to be carried out in a professional and timely manner, as work load allows. Financial Administration  Prepare and process AP invoices.  Correct supporting documentation is provided with invoices.  Count and record weekly income  Corps weekly income and banking to be counted (Cartridges and Offerings etc.) by two people and signed off appropriately. received with Corps Officer. Corps income to be banked weekly each  Take deposits and other Monday. documents to the bank.  All invoices and payments are correctly coded, authorized and batched for entry.  Resolve account queries.  Processing of all creditor and debtor invoices in a  Reconcile bank statements. timely manner.  Produce journals for Corps and  Follow up on any outstanding debtors, creditors family store as required, to and un-presented cheques. reconcile bank statements.  Funds deposited in a timely manner.  Provide financial information and  Process all regular journals and any corrections support to Corps Officers. (as necessary).  Assist with annual preparations  Liaise with Finance Support Team at THQ for budget. regarding difficulties in using system.  The Salvation Army standards relating to book keeping / financial management are met or exceeded. Staff Payroll  Keep accurate time and  Maintain personnel files in the required form. attendance records.  Records are accurate and up-to-date.  Process the fortnightly payroll in a  Employees are paid accurately and on time. timely matter.  Leave applications are processed.  Collate and check timesheets and  Enquiries are responded to promptly and then refer to Corps Officer for courteously and anomalies are corrected approval. promptly.  Refer completed payroll to Corps  Privacy and confidentiality of personal Officer for approval. information is protected at all times.  Entering of timesheet information into Tech One. Mission Support  Communicate process  Upholds Salvation Army Mission of caring for improvements to the Corps people, transforming lives and reforming society. Officer.  Feels part of the team.  Provide training to others as  Positive attitude towards the mission of the required. Salvation Army.  Understand and follow applicable  Relationships with other team members are Operational Policy. positive and focussed on delivering service. Health & Safety  HSE5.1 accident report form completed within  Report accidents and hazards. appropriate timeframe.  Follow safe work procedures.  Hazards are reported and managed  Use safety equipment. appropriately.  Employee works safely at all times.  Complete annual Health and Safety checklist review.  Complete annual checklist review in a thorough and timely manner. Communicate Health & Safety issues with staff, Volunteers and building Users.

Notwithstanding any respective definition or classification of employment, an employee may be required to undertake any other duties they are lawfully permitted to perform.

KEY COMPETENCIES / IDEAL PERSON SPECIFICATION

 Skilled in verbal and written communication  Excellence in ability to relate to and interact with others  Relevant experience in financial administration, accounting practices, payroll systems and tasks, clerical as well as general clerical administrative tasks  Experience in the use of computers with Microsoft Office programs  Knowledge of Salvation Army structures and systems, commitment to the Salvation Army Mission and purpose of the Salvation Army Social Service  Commitment to ongoing training  Sensitivity to ethnic, cultural and social issues  Current drivers licence  Integrity of character supported by references

………………………………… …………………… Administrator Date

………………………………… …………………… Corps Officer Date