Position Description s34

POSITION DESCRIPTION

Title: Administrator Support, Reducing Youth Offending Programme

Service Group Service Support

Location: Auckland, Metropolitan

Employment Status: Collective Employment Agreement

Accountable to: Team Leader, Reducing Youth Offending Programme

Date: June 2008

Child, Youth and Family’s vision is:

Safe children and young people in strong families and responsive communities  free from abuse  free from neglect  free from offending

Organisational Values: In all we do, we seek to represent and model these values:  Respect  Integrity  Fairness

Purpose of Position To provide proficient and adept administrative and executive assistant duties. The role is to assist and support the Team Leader and nine other staff of the Auckland Metropolitan site of the Reducing Youth Offending Programme to deliver effective and efficient clinical and professional services. This includes assistance to the Team Leader and where appropriate, takes initiative in maintaining compliance with required and relevant policies, procedures, guidelines, and protocols encompassing reporting, and budget and financial management. To participate constructively as a team member in support of the team objectives and goals.

Key Functional Relationships

1 Version 3 – 3 June 2008 Internal:  Team Leader  Clinical Supervisor  Intensive Therapy Caseworkers  Other Administrative Staff  MST (NZ) Consultant External  Risk Screen Assessors  Evaluators  Cultural Supervisors/Advisors  Staff from other Government departments  Community Service Provider staff  Members of the public

Staff Responsibilities

 Nil

Financial Delegations  Petty cash, as stated in the instrument of Management Delegations document.

2 Version 3 – 3 June 2008 Accountabilities

Key Accountabilities  Provision of administrative services and support for the Reduced Youth Offending Programme team. This includes managing diaries and bookings, on call schedules, processing mail, photocopying, document management and disposal, and maintaining administrative systems.  Provision of reception duties and telephone duties such as managing front desk enquiries and the phone messaging systems.  Managing financial systems including ledgers, reconciliation of petty cash, SAP (Systems, Applications and Products in Data Processing) and financial spreadsheets, financial reporting and invoicing.  Managing facilities and resources such as assets, cleaning contracts, car parking and maintenance, and supplier relationships.  Administer MST data bases and maintain up to date information consistent with the MST requirements and standards.  Produce data base reports for monthly Team Leader reporting, monthly MST reporting, and evaluator reporting as required.  Process HR records and Payroll policies and procedures, payments, and expense claims.  Administration of records and databases according to requirements of the Privacy and Official information legislation.  Administration of the on site systems such as the computer and information systems  Production of documents relating to reporting and the use of templates and standardised presentations.  Relationship management involving the maintenance of the positive working relationships the programme has established with it’s stakeholders. Also participation in planning and team development.

Appointee Specification

Knowledge and Experience  Knowledge of financial and administrative systems and processes in large organisations such as a public/state sector organisation.  Knowledge of legislation related to the public/state sector such as the Public Finance Act 1989, Health and Safety In Employment Act 1992, State Sector Act 1988, Official Information Act 1982, Privacy Act 1993, Children Young Persons and Their Families Act 1989.  Appreciation of cross cultural issues and concerns, in particular, tikanga Maori and the kawa of local iwi, and those of the Pacific peoples.  Understanding, appreciation and commitment to the role of the work undertaken by Child, Youth and Family and in particular the aims and intention of the Reducing Youth Offending Programme.

3 Version 3 – 3 June 2008 Skills and Behaviours  Demonstrated competence and 3 years minimum experience in the development, utilisation, and maintenance of administrative and financial systems, and functional, and standard operating systems.  Demonstrated competence and 5 years minimum experience in computer key board skills (word processing and data input) and computer technologies. This includes a high level of proficiency in the use of browser applications eg., Netscape, and the MS Office suite eg., Word, Excel, Access, PPT,  Demonstrated competence, to a high level of proficiency, in written forms of reporting and communication, interpersonal communications, and people management skills.  Demonstrated competence, to a high level of proficiency, in work planning, task prioritisation, and time management.  The appropriate management of sensitive and confidential information  Demonstrated ability to work in collaborative peer and stakeholder relationships  Demonstrated ability to effectively identify and recognise problems and areas of conflict and to resolve these in a responsible and accountable manner based on finding areas of agreement that benefit organisations and individuals. This includes seeking out data or information for resolving and issue or problem.  Demonstrated ability to build and maintain a rapport inter departmental and intra departmental, based on mutual integrity and honesty.

Qualifications  3 years minimum experience responsible for office administration or related secretarial work  A high level of proficiency in word processing and data input. This can be through certification, or equivalency in experience.  A high level of proficiency in computer technologies, including proficiency in MS Access. This can be through certification, or equivalency in experience.  Proficiency in report writing and documentation. This can be through certification, or equivalency in experience.  Proficiency in finance recording and basic accounting methods.  A current, clean driver’s licence.

Competencies

Essential Competencies

Competencies Descriptors

1. Results Orientation The ability to take personal  Is clear about own objectives. responsibility for the delivery of  Achieves planned results on time and to agreed results. This includes delivering standards. required results consistently and  Understands and accepts responsibility for own successfully, exhibiting appropriate performance goals and productivity. initiative and persistence and  Deals with both difficult tasks and routine aspects of focusing on work that is of high job; does not procrastinate. quality.

4 Version 3 – 3 June 2008 Competencies Descriptors

2. Client Focus  Develops understanding of who does what and is able The desire and willingness to to refer client appropriately. understand and meet or exceed  Corrects problems promptly and maintains a positive client expectations. Clients are those and professional approach at all times. groups or individuals, internal or  Adopts a “can do” attitude external, who use CYF services.

 Participates willingly and co-operates with others. 3. Teamwork  Respects others and does one’s share of the work. The ability and willingness to work  Supports team decisions and is a good “team player”. with others co-operatively and  Expresses positive expectations of others and productively in order to achieve group genuinely values others’ input, ideas and points of objectives. This may include informal view. work groups, advisory groups or  Keeps people informed and up-to-date. committees and project teams.  Shares all relevant or useful information as required.

4. Relationship Management  Builds rapport easily and handles issues without alienating people. The ability to interact with and  Makes a conscious effort to build relationships with develop effective working clients, stakeholders, staff and colleagues by following relationships with a wide range of through on commitments, respecting confidentiality, people of different types and in and demonstrating an interest in their work-related different situations. issues and activities.

5. Integrity  Is honest, trustworthy and can be relied on for confidentiality. The ability to maintain confidences  Takes actions that are consistent with personal values and trust, and to act in an honest, and beliefs. ethical and professional manner.  Demonstrates professionalism at all times.

 Prepares day-to-day work in advance and effectively 6. Planning and Organisation prioritises tasks. The ability to identify objectives and  Completes tasks in an efficient and timely manner. develop effective action plans to  Follows up on tasks and monitors progress against achieve them. This may include plans and timeframes. using sound personal organisation  Adopts a neat, tidy and logical approach to work. disciplines, a methodical and  Thinks ahead, identifies potential problems, and gives systematic approach. early warning of any difficulties.  Keeps track of work requested and consults appropriately on plans.

7. Problem Solving & Judgement  Breaks problems down into simple lists of tasks. The ability to apply an objective,  Understands simple linkages (e.g. A leads to B). logical reasoning process to a Identifies the relevant issues. problem or work situation in order to  Draws on past experience to solve the current develop a conclusion or problem. recommendation.

8. Information Gathering  Identifies and locates appropriate sources of information for routine situations.

5 Version 3 – 3 June 2008 Competencies Descriptors The ability to collect and manage  Finds out the key facts from people involved in information relevant to an issue situations. through a variety of methods.  Gathers pertinent information from external sources.  Uses readily available information, or consults others who can get it.

9. Change Orientation The ability to think about a situation,  Is willing to accept that there are ways to do one’s job issue or process in new or varying better and to improve the current way of working. ways and to generate new ideas.  Demonstrates a limited ability to suggest and This includes the willingness to seek contribute new ideas or improvements. out and implement better ways of  Stays positive when change is introduced. doing things and to embrace change.

 Communicates clearly, concisely, confidently, courteously, calmly and tactfully.  Shares information in an open and honest way.  Demonstrates basic written and oral skills, including telephone skills and ability to use email.  Takes clear and accurate messages. 10. Communication  Records/inputs information accurately and collates The ability to clearly convey thoughts information appropriately. and ideas effectively. This may  Chooses the most appropriate medium (writing, face- include listening, interpreting, to-face, etc) and most appropriate language (level of formulating and delivering: verbal, formality/style) to get the message across. non-verbal, written, and/or electronic  Is prepared to say what needs to be said, tactfully. messages.  Listens actively and responds to others.  Paraphrases information to check understanding before drawing conclusions.  Drafts full, clear and concise letters and reports.  Draws together a variety of ideas into a single, coherent paper, structuring information to help others understand the key points of the message.

 Uses technical knowledge appropriately. 11. Technical Skills & Knowledge  Possesses the technical skills and knowledge required to effectively deal with more complex or unusual tasks Demonstrates specialist or technical or problems. knowledge and skills within one’s  Independently performs most work activities. functional area (e.g. Finance, HR,  Provides informed advice. Policy, QA, etc).  Knows limits of own knowledge.

 Understands and is responsive to the needs of different cultural groups in the delivery of services; 12. Cultural Responsiveness  Maintains effective relationships with CYF clients and employees and understands their perspectives and The ability and desire to show priorities; cultural sensitivity, awareness and  Understands the debates and practices surrounding understanding of diversity. the Treaty of Waitangi;  Interacts appropriately with Maori taking into consideration tikanga and kawa.

6 Version 3 – 3 June 2008 Competencies Descriptors

13. Self Development  Keeps up to date with knowledge required to perform The ability and desire to take the job. ownership of one’s development and  Attends training or development courses when to proactively pursue opportunities to arranged. learn and develop.

Health and Safety

Employees accept their responsibility to take all practicable steps to ensure their own safety and wellbeing while at work, and ensuring that no action or inaction on their part endangers themselves or others.

Personal Commitments Demonstrated ability to commit to the following principles:

 Child, Youth And Family’s vision, mission and goals,  Treaty of Waitangi,  Equal employment opportunities.

Certification:

Programme Manager, Reducing Youth Offending

June 2008

General Manager Workforce Development

June 2008

7 Version 3 – 3 June 2008 Appendix – Administration Support List of Duties

 Provision of administrative support for the Reduced Youth Offending Programme team. This includes: o Manage diaries for the manager and team to ensure meetings are scheduled in advance and changes are made with as much notice as possible. o Co-ordinate functions, seminars and other events. o Organise travel bookings and accommodation as required. o Co-ordinate on call schedules for Intensive Therapy Case Workers and notify them of the arrangements. o Process incoming and outgoing mail, forward or redirect mail for case workers as required, arrange couriers and distribute other forms of information as required. o Photocopy and documents in a confidential manner as requested. o Dispose of records and documents in a secure and confidential manner. o Provide standard and ad hoc reports to meet corporate and internal requests. o Implement systems enhancements where required and appropriate and ensure efficient of cost in carrying out the role.  Provision of reception duties and telephone duties. This includes: o Meet and greet visitors. o Respond to front desk enquiries and requests. o Maintain landline telephone, mobile phone message systems for business hours and after hours coverage.  Manage Financial Systems. This includes: o Maintain up to date and accurate financial systems such as petty cash, SAP (Systems, Applications and Products in Data Processing) and financial spreadsheets. o Assist the Programme Manager to prepare the annual budget. o Draft monthly, quarterly and annual financial reports, and fringe benefit requirements. o Process invoices for payment and file released invoices. o Monitor expenditure against budgets including reconciliation and reimbursement of petty cash; reconcile payments whit general ledger and clear line items.  Manage facilities and resources. This includes: o Maintain and update to assets ledger. o Co-ordinate cleaning and maintenance contracts and day to day requirements. o Monitor ‘bring up’ system for care maintenance, car registration and WOF requirements and arrange as required. o Oversee car park leases and bring up for renewal as required. o Establish and maintain relationships with suppliers. o Complete requisitions for furniture and equipment as approved. o Maintain an up to date ACC register.  Administration of Human Resources. This includes:

8 Version 3 – 3 June 2008 o Maintain up to date HR and Payroll policies and procedures, payments, and expense claims. o Maintain HR staff records to ensure hard copies or Driver’s Licence, qualifications and other credentials are on file.  Administration of Records and Databases according to requirements of the Privacy and Official information legislation. This includes: o Maintain and update subscriptions, manuals, policies and procedures, research materials, information packs, library and other resources. o Maintain the administration filing system and oversee records management system. o Maintain closed client files o Make up new client files as requested and complete all filing on a timely basis. o Organise file archiving and retrieval from archives when required.  Systems Site Administration. This includes: o Administration of the information systems associated with Reduced Youth Offending Programme. o Establish and maintain security systems for personal, information and building security. o Manage office and laptop computer system including back up and reporting systems (laptops). o Provide assistance to staff to resolve end user problems relating to computer hardware and software problems. o Set up computer users and arrange software training for new staff.  Production of documents. This includes: o Format reports and substantive correspondence and other documentation to ensure a standardised presentation. o Distribute standard templates and advise staff on the use of these for reports and clients notes. o Prepare and present all documents such as letters, reports, client reports, and presentations to the Department’s standard using the Dictaphone where necessary. o Establish spreadsheets (MS Excel) and mail merge, and input data as requested. o Provide assistance to staff with payout and presentation using PowerPoint presentations, Excel and MS Word formats.  Relationship Management and promotion of the programme. o Actively engage in the planning, organisational development and performance management of the RYOP. o Establish and maintain effective working relationships with team members. o Maintaining the positive working relationships the programme has established with its stakeholders. o Participation in planning and team development.

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