Job Description

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Administration and Intake Worker

Advertiser: Speaking Up For You INcMore jobs from this company

Job Information

Job Listing Date
17 Nov 2020
Location
Brisbane, CBD & Inner Suburbs
Salary
$35 - $39.99 per hour
Work Type
Full Time
Classification
Administration & Office Support, Administrative Assistants

ABOUT SUFY

Speaking Up for You Inc (SUFY) is an independent Individual Social Advocacy Organisation for people with disability who live in Brisbane, Moreton Bay and Redlands regions. SUFY protects and defends the human rights of vulnerable people with disability through individual advocacy to address injustices and make a positive and sustainable difference to their lives.

Its key principles are:

  1. Human rights: SUFY will promote, protect and defend the lives and the human rights of each person with disability whom we support in an advocacy relationship.
  2. Social Justice: SUFY will operate in ways that support the achievement of rights, equity, access, participation and equality in our advocacy work with each person.
  3. Inclusion in Community Life: SUFY will operate in ways that value and support the inclusion of people with disability in the life of their diverse communities.

SUFY is a small special-purpose organisation – although its income and staff numbers fluctuate over time, it generally has a financial turnover of between $500k and $1m and a staff team of 5-10.

THE ROLE

The main role of the Administration and Intake Worker is to provide the administrative backbone of SUFY’s operation including being the initial point of contact for clients. 

The following outlines these roles in more detail.  

Office Management

The Administration and Intake Worker will be responsible for the following, with the support and collaboration of the other staff:

  • Establishing and maintaining SUFY’s administrative systems including IT, paper records and information systems.
  • Overseeing the operation and maintenance of office equipment, problem solving issues and overseeing external maintenance contracts and arrangements.
  • Working with other staff to ensure phone and reception coverage during office hours.
  • Managing petty cash and minor equipment and supplies purchases.
  • Overseeing key office systems such as vehicle, equipment and room bookings. 
  • Any other tasks related to the management of the office.

Data and Systems Management

The Administration and Intake Worker will be responsible for the following:

  • Collating service data for the purposes of funding accountability.
  • Ensuring records are up to date a appropriate for quality assurance and accreditation purposes.
  • Ensuring the timely availability of data and reports for funding bodies, accreditation audits and the Management Committee.
  • Keeping HR records including records of appointment dates, leave dates, professional development and the completion of performance reviews. 
  • Supporting other staff to carry out their data and record keeping tasks.

Administrative Support

All staff at SUFY are expected to be largely self-sufficient in their administrative tasks. The Administration and Intake Worker will be responsible for the following:

  • Supporting staff to upskill in the use for various computer applications and systems used by SUFY, to improve efficiency and reduce the time taken on administrative tasks.
  • To support the Manager and staff with the preparation of complex documents such as funding applications, policy submissions and tribunal submissions, and data analysis to support these tasks.
  • Supporting the Manger and Management Committee with the preparation and circulation of reports and minutes.
  • Supporting the Finance Officer with the maintenance of financial records and payment of accounts where needed.

Client Intake

The Administration and Intake Worker is not expected to act as an advocate or to make complex decisions about individual advocacy. Their initial intake role includes the following: 

  • Taking initial contacts from clients, by phone or in person, and making an initial assessment as to whether they are eligible for advocacy support based on a basic set of criteria.
  • For those who are not eligible for advocacy, provide feedback as to why this is the case and where they may get support for their needs.
  • Where a person is eligible, recording the details of this assessment and passing the referral on to the advocacy workers for action.
  • Where it is not clear whether the person is eligible or not, passing the details on to the advocacy workers for further assessment and decision.

TERMS AND CONDITIONS

SUFY employees are employed under the conditions of an Enterprise Bargaining Agreement.  The Administration and Intake Officer is a full-time position and pay rate is equivalent to Level 4 of the Social, Community, Home Care and Disability Services (SHCADS) Industry Award.  Part-time and job-share arrangements can be considered as long as these are consistent with the operational needs of the organisation.

SELECTION CRITERIA – It is imperative that EACH of the Selection Criteria is addressed.

Values

  • An unswerving commitment to a vision for people with disability that they achieve valued inclusive lives within their communities
  • Commitment to SUFY’s principles, including the principle of independent advocacy

Communication skills

  • High level verbal communication skills including the ability to communicate with people with disability who may face communication challenges.
  • Good written communication skills including proof reading and editing skills.
  • Capacity to contribute to the creation of an open, collaborative team environment that values and celebrates diversity, especially the full inclusion of people with disability.

Administration skills

  • Mastery of key IT systems including Office 365 and the ability to rapidly become proficient at new applications and systems.
  • Ability to efficiently and accurately manage data and record-keeping systems and to collate and present data for a variety of purposes.
  • Capacity to manage the operations of a modern office environment including maintenance of phone, IT and other systems. 

Time and Workload Management

  • Ability to be self-managing within an overall framework of supervision and oversight.
  • Good time management and ability to prioritise tasks in a busy environment with multiple demands.

Client Service Skills

  • Ability to relate to clients of the service and help clients to feel welcome and valued when they approach the service.
  • Capacity to apply basic criteria to a client’s circumstances and assess eligibility, and to communicate decisions clearly including compassionate communication of messages that may be unwelcome.
  • Ability to provide clear and relevant information in a way that the client can understand and use.

Criminal History Checks

The Disability Services Act 2006 requires criminal history screening for all people engaged by a funded non‐government service provider.    All staff are required to complete and achieve The Working with Children Check (“Blue Card”) and relevant Criminal History Screening prior to commencing employment.  Once in receipt of the Blue Card, you are required to obtain an Exemption to the Disability Services’ Positive Notice (“Yellow Card Exemption”).  Ongoing employment is dependent upon the person’s ability to renew the Blue Card and the Yellow Card Exemption.

HOW TO APPLY

Applications are to be addressed to The Manager, Speaking Up For You at:

Applicants are to include the following in their application:

  • Cover Letter - A brief letter/note stating the position, your name, postal address, telephone number and email address
  • Selection Criteria  - It is imperative that EACH of the Selection Criteria is addressed
  • Resume - A current resume including the names, positions and telephone numbers of at least two referees who can comment on your competency regarding the selection criteria

CLOSING DATE

5pm Wednesday, 2nd December 2020


 

 

 

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