REPORTS TO: Office Manager / Executive Officer

Position Description

INCUMBENT: Vacant POSITION: Administration Assistant REPORTS TO: Office Manager / Executive Officer HOURS: 11 hours per week Wed am; Fri 9:00 am to 5:00 pm Additional days as required

TERM : Permanent part-time CLASSIFICATION: SCHCADS Modern Award, Level 2 $23.13 to $24.53 per hour

1. POSITION CONTEXT: Disability Advocacy and Information Service (DAIS) is an independent community organisation providing a voice and empowerment to people with all types of disability and all ages, and their carers, living in North East Victoria and Southern parts of New South Wales. DAIS advocates, informs, trains and resources individuals and organisations in human rights to enhance community participation by a diverse range of people in support services and the wider community.

2. PURPOSE AND FUNCTION: The Administration Assistant is responsible for the front of house activities including answering telephone and greeting members of the public who come to the office for appointments. Administration tasks include registering correspondence, editing documents, and compiling information packs. Updating and maintaining the DAIS website, and undertaking other tasks as requested by staff. The Administration Assistant will have the opportunity to work additional hours when the Office Manager is on leave. This position can provide an ideal opportunity for a person with a disability looking for an opportunity to enter (re-enter) the workforce.

3. MAIN DUTIES AND RESPONSIBILITIES:  Provide an efficient and courteous reception service for the visitors to DAIS and staff.  Attend to telephone and reception area enquiries.

Position Description Admin Assistant March 2016  Maintain the presentation of the reception area.  Referral to appropriate staff members including scheduling appointments.  Provide secretarial service for staff including managing correspondence and emails in and out of the office, management of the diary, filing, organising and scheduling meetings.  Provide efficient and effective administrative assistance to staff including photocopying, collecting mail from the post office and maintaining office equipment.  Maintain DAIS website including updating monthly infoTree.  Other tasks as requested by management.

4. PHYSICAL DEMANDS & WORK ENVIRONMENT: The administration assistant will be required to sit at a workstation for an extended period of time.

5. SELECTION CRITERIA: 5.1. Communication skills: Demonstrated interpersonal and communication skills including the ability to consult with relevant staff and a range of other people. Good writing skills, efficient computer skills including, in particular, Word, Outlook and Excel.

5.2. Administration skills: Demonstrated ability to be well organised, use initiative, problem solving skills, multi-task, work independently, and be able to prioritise workloads.

5.3. An understanding of disability services in Albury/Wodonga, rights of people with disabilities, role of advocacy within the disability service system; understanding of the needs of people with disabilities and their families/carers is an advantage.

5.4. Team member: Ability to contribute as a team member and complete specific tasks asked of you by other team members.

5.5. Confidentiality: Proven ability to maintain confidentiality and deal with sensitive and difficult matters in a diplomatic manner.

5.6. Qualifications and or experience in office administration, computer or website maintenance would be an advantage.

Position Description Admin Assistant March 2016 6. WORK HEALTH AND SAFETY All workers have a legal duty to take care to protect their own health and safety and to avoid adversely affecting the health and safety of any other person. In line with Section 28 of the WHS Act 2011 - Duties of workers and Section 25of the Victorian OHS Act 2004 – Duties of employees. While at work, a worker must: a) take reasonable care for his or her own health and safety; and b) take reasonable care that his or her acts or omissions do not adversely affect the health and safety of other persons; and c) comply, so far as the worker is reasonably able, with any reasonable instruction that is given by the person d) conducting the business or undertaking to allow the person to comply with this Act; and e) cooperate with any reasonable policy or procedure of the person conducting the business or undertaking relating to health or safety at the workplace that has been notified to workers. All workers have a responsibility to:  cease work if a threat to the health or safety of themselves is imminent or immediate, whilst accepting other safe duties while the threat is removed, as per sections 84 to 87 of the Australian WHS Act 2011  report any incident or hazards at work to their team leader;  carry out their roles and responsibilities as detailed in the relevant health and safety policies and procedures;  obey any reasonable instruction aimed at protecting their health and safety while at work;  use any equipment provided to protect their health and safety while at work;  assist in the identification of hazards, the assessment of risks and the implementation of risk control measures;  consider and provide feedback on any matters which may affect their health and safety;  ensure they are not affected by alcohol or another drug which may endanger their own or any other persons' health and safety. All workers are responsible for their own personal safety. They must:

Position Description Admin Assistant March 2016  communicate with the team supervisor over any issue which may be considered a hazard  complete all risk assessment requirements  not misuse any equipment  cooperate with the PCBU/person with management or control and team leader over health and safety issues  actively participate in WHS training and staff talks  follow safety procedures and guidelines  report any incident or injury as soon as possible  not put themselves or others in danger

7. OTHER RELEVANT INFORMATION

7.1. An innate element of the position requires the person to work on a one to one basis with vulnerable people. It is a requirement that the incumbent has a current National Police Check. (DAIS will arrange if the successful applicant does not have this certificate.)

7.2. DAIS is an equal opportunity employer.

7.3. DAIS has a smoke-free workplace policy.

Position Description Admin Assistant March 2016 Declaration I have read the Position Description, understand its contents and agree to work in accordance with the requirements of the position. I understand and accept that I must also comply with DAIS policies and procedures and can be required to work in any location under the jurisdiction of DAIS. I also agree to strictly observe DAIS’ policy on confidentiality of client information or such other sensitive or confidential information that I may come across in the course of my employment.

Employee Name: ______Please print

Employee Signature:______Date:______

Executive Officer Name: Martin Butcher

Signature:______Date:______

NEXT REVIEW DUE: September 2015

Prepared by: Martin Butcher Approved by: Martin Butcher Executive Officer Date: 11 September 2014

Position Description Admin Assistant March 2016