Australia Eastern Territory

AUSTRALIA EASTERN TERRITORY

POSITION DESCRIPTION

POSITION NAME: Corps Administrator

IMMEDIATE MANAGER: Corps Officers

POSITIONS REPORTING TO THIS POSITION: Reception volunteers Security and Doorkeeper Assistant Cleaners

POSITION RELATES TO: Corps Secretary Red Shield Family Store Managers Welfare Services Manager Men in Sheds Coordinator Grounds Maintenance Team Coordinator Business Committee Chairperson Catering Team Coordinators

DIVISION: LOCATION: SECTION: The Salvation Army 131-137 Park Street Administration and Centre Capricorn Region Corps North Rockhampton Management

CLASSIFICATION Award Name: Clerical Employees’ Award Award Classification: Level 4

THE SALVATION ARMY MISSION STATEMENT

All employees are expected to demonstrate empathy towards The Salvation Army’s mission, which is: “The Salvation Army, an international movement, is an evangelical branch of the universal Christian Church. Its message is based on the Bible; its ministry motivated by love for God. The mission is both spiritual and practical, encompassing the preaching of the Gospel of Jesus Christ and the alleviation of human suffering and distress without discrimination”. Employees are required to ensure their performance and behaviour does not detract from the principles of the Army’s mission of:

1. SAVE SOULS: To REACH an ever-increasing number of people with the Gospel and lead them to faith.

2. GROW SAINTS: To DEVELOP Salvation Army members in spiritual maturity, community mindedness and involvement in service.

3. SERVE SUFFERING HUMANITY: To INVEST a greater percentage of our lives, knowledge and resources with those in our country and the world.

03/04/18 Page 1 of 6 PURPOSE OF POSITION:

 With limited guidance or direction from the corps officers, and while exercising initiative, discretion and judgment, develop and maintain The Salvation Army Capricorn Region’s Park Street complex as a place of welcome and dynamic mission opportunity.

 Ensure efficient office administration at all times. This will include ensuring the efficiency of hall hire and preparation for events held during office hours, allocating and coordinating workflow, supervising and training (where necessary) of volunteers and directing contractors as required.

 Providing high-level administrative support to the corps and corps sections (such as maintenance of the executive diary, taking minutes of Business Committee and Mission and Management Team meetings and handling correspondence) as well as deliver high level customer service to members of the church and the general public.

 Maintain financial records of The Salvation Army Capricorn Region Corps. Reconcile banking from both RSFS and corps activities, and present reports and records in a timely and accurate manner to the Corps Officers, the corps’ Business Committee, The Salvation Army’s Central & North Queensland Divisional Headquarters, and The Salvation Army’s Shared Services Group.

DUTIES AND RESPONSIBILITIES:

 Work in accordance with The Salvation Army policies and procedures (as amended from time to time) including those on Occupational Health and Safety; Rehabilitation, EEO; Workplace Relations; Information Technology; and Financial Management.

 Uphold the ethos and aims of The Salvation Army at all times.

 Coordinate the reception team and the answering of telephones. Develop and maintain a polite opening telephone message and an efficient transfer, referral and message recording process. This will include training telephone answerers.

 Ensure all phones are linked with message bank after an appropriate number of rings, and that the message heard by enquirers is polite and easily understood. Periodically encourage officers and staff with telephone extensions to check their message bank.

 Ensure the cleanliness of the complex, and that thoroughfares are free of obstruction.

 Create positive and encouraging relationships with all groups using the complex during working hours. This includes both corps and non-corps groups.

 Take account of ideas and proposals put forward by staff, volunteers and corps members for a more efficient administration or complex management.

 Ensure prompt invoicing of groups or individuals that hire the complex or areas within the complex. Periodically review hiring rates.

 Check, balance and process all financial activity through The Salvation Army’s Shared Services Group. This will include income and expenditure transactions for the corps, corps sections and the corps’ Red Shield Family Stores.

 Meet regularly with Corps Officers (at least weekly) to maintain both accountability and high-level efficiency in administrative and complex management.

 Take minutes and compile reports for Corps Officers, Divisional Headquarters and the corps’ Business Committee and Mission and Ministry Team as necessary. 03/04/18 Page 2 of 6  Assist corps section leaders with administrative tasks (e.g. compiling parental/guardian permission notes for children/youth under 18 to attend Salvation Army camps/outings).

 Process all Blue Card submissions and responses and maintain a confidential register of all people engaged in running corps’ children’s/youth programs and their approved Blue Card holder status.

 Following discussion and consultation, undertake other tasks and assignments from time to time as directed by the Corps Officers.

 Attend to impromptu enquiries, whether telephone or in person or via email.

 Attend the staff and volunteers prayer meeting on Mondays at 8.30am.

CORE COMPETENCIES

Mission Focus

Actively employs the principles underlying the organisational values in dealings with others within and outside The Salvation Army. Encourages team members to balance the requirements of the Army’s mission/values with their own values/agenda. Works with others to resolve any related issues, address conflicts and achieve results.

Integrity

Demonstrates openness; treats colleagues, clients and public with respect and sensitivity.

Continuous Improvement / Quality

Systematically monitors own and others’ performance; strives for quality through continuous review and improvement of systems and work practices.

Initiative

Acts autonomously within scope of duties; looks for alternative ways to ensure work is completed.

Flexibility

Demonstrates flexibility in thinking; adapts to and manages the increasing rate of change.

Problem Solving

With the help of others, defines and solves complex and ambiguous problems relating to work area and associated areas.

Listening Skills

In difficult or conflict situations, reflects back the understanding of the message through paraphrasing and summarising.

03/04/18 Page 3 of 6 Team Work / Team Building

Exercises tact, tolerance, and humour in team interactions to promote harmony. Accomplishes shared goals by accepting joint responsibility. Contributes personal knowledge to others.

Responsibility / Accountability

Shows total commitment to work despite difficulties; encourages others to take ownership of their own part in solving issues that go beyond their immediate role.

JOB SPECIFIC COMPETENCIES

Professional Knowledge

Demonstrates expert knowledge in all key areas of professional competence relevant to the role.

Verbal Communication

Communicates ideas and information in a form well matched to, and well received by, the audience.

Written Communication

Handles general business information and/or correspondence effectively, selecting language to suit target recipients.

Attention to Detail

Works with colleagues to ensure accuracy. Considers all possibilities and effectively plans for contingencies to ensure accuracy.

Innovation/Creativity

Generates creative, high-quality ideas and approaches to team work or work area.

Resilience / Coping with Pressure

Works efficiently under pressure and withstands setbacks and interference without allowing it to affect job performance.

Computer Competency

Able to use a full range of pertinent PC applications, including spreadsheets and word processing, and to work in Windows and Lotus Notes environments.

03/04/18 Page 4 of 6 POTENTIAL OCCUPATIONAL HEALTH AND SAFETY RISKS

Although every effort has been made to provide a safe work environment, the incumbent of this position could be exposed to work pressures and occupational hazards such as the following:

 Fatigue  Occupational Overuse Syndrome  Eye Strain  Trips and Falls  Headaches  Manual Handling

SELECTION CRITERIA

Essential requirements:

 Commitment to the Christian faith and the mission of The Salvation Army. An ability to offer pastoral assistance, to pray, and to explain the Christian Gospel. An understanding of the organisation’s culture, dynamics and strategic mission.

 Support the integrated mission/vision of the Capricorn Region Corps, its Red Shield Family Stores, and its Community Welfare Services

 High level frontline representative skills, embodying the welcoming and embracing spirit of The Salvation Army. This to include face-to-face with groups and individuals, and over the telephone.

Demonstrated strong people and interpersonal skills, including excellent written and verbal communication skills.

Extensive experience in administrative work and in supervising staff/volunteers. Skills to include file and accounts management, including the reconciling of accounts and banking procedures.

 Demonstrated experience and knowledge in the use of software application packages including word processing, spreadsheets, databases, communications and record management.

Demonstrated organisational skills and the ability to use initiative for developing and implementing solutions.

 Ability to maintain confidentiality in all aspects of work.

 An ability to respond to people in crisis.

 Strong team player.

Desirable requirements:

 Qualifications in frontline management, administration, or other related work.

03/04/18 Page 5 of 6 AUTHORISATION LEVELS Responsible to the Corps Officers

Manager’s Name: Lieutenant Tara McGuigan Manager’s Signature:

Employee’s Name: Employee’s Signature:

(In signing and reading this position description, I understand and acknowledge its contents)

Date Position Description last reviewed: 17 September 2010

03/04/18 Page 6 of 6