POSITION DESCRIPTION

Position

Administration Assistant – Resource Scheduling

Purpose

To provide administration support to Service Coordinators concerning rostering and scheduling of resources.

Award

SCHADS

Level

SACS Level 2

Reports to

Operations Manager

Supervises

Nil

On Call Required?

No

About FlexAbility

FlexAbility is committed to working with people with disabilities and their families to build a valued and meaningful life for the individual. FlexAbility focuses on people being active members of their household and community through supporting them to have the skills they need to have valued roles.

We believe that people with a disability should not have to change to fit into the service – the service should change to fit the people it was formed to serve. Individuals have the choice of which workers will support them. Support is provided one on one to provide the individual with the maximum level of choice and control that is possible for them through supported decision making.

To ensure quality service, all FlexAbility staff will:

Present a positive image of people with a disability to the public.

Foster a culture of service, cooperation, compassion, and commitment to the values underpinning the Mission, Objectives and service model of FlexAbility.

Develop and maintain effective, respectful working relationships with individuals and families supported by FlexAbility, other staff members and external stakeholders.

Maintain confidentiality of individuals and their families, other staff members and the organisation.

Prioritise their workload to ensure that the needs of the people served are met and take responsibility for continuous improvement and quality in own their work.

Work within the risk management framework while ensuring that individuals have choice and control and are afforded dignity of risk.

Comply with all workplace health and safety requirements.

Work as per the Mission, Objectives, Code of Conduct, Policies, Procedures and Staff Handbook of FlexAbility as well as all relevant government legislation and standards.

Core Responsibilities of the Administration Assistant – Resource Scheduling

· Develop a trusting functional working relationship with Service Coordinators and operational staff.

· On advice from Service Coordinators, prepare and modify rosters.

· Maintain up to date knowledge of the SCHADS award and NES requirements.

· Maintain up to date knowledge of NDIS pricing codes.

Perform research, administrative and other duties attached to the role.

Primary Duties of the Administration Assistant - Schedules

· Abide by award and industrial relations requirements associated with rostering and scheduling staff.

· Prepare and modify rosters in accordance with Rostering Procedures.

· On advice from Service Coordinators, include in rosters booked training, meetings, annual leave, and resources nominated to backfill roles.

· Liaise with the Administration Assistant concerning the distribution of rosters.

· Provide research and administration assistance as requested by Service Coordinators.

· Maintain records in line with FlexAbility procedures and NDIS requirements including operational notes.

· Assist with the review, development and maintenance of office procedures.

· Other duties as per the FlexAbility Responsibilities Table or as delegated by the Manager or Operations Manager.

Selection Criteria

Demonstrated experience in rostering and scheduling staff.

Ability to interact positively with people who have a disability and their families.

Effective communication and interpersonal skills including active listening, negotiation and conflict resolution.

Ability to work effectively as a team member in a highly flexible environment while working autonomously within the role.

Demonstrated attention to detail, ability to exercise good judgment and to prioritise tasks to manage a constantly changing workload.

· Strong general computer skills including experience in using MS Word, Excel and Outlook, databases and ability to learn new IT systems.

· Sound IT skills in computer hardware set up, installing software and mobile phone setup.

Values compatible with the mission and objectives of FlexAbility.

Demonstrated work ethics of reliability, commitment, flexibility, diligence, and respect for colleagues and management.

Experience, Qualifications and Licences

· Experience building and maintaining rosters.

· High level of Computer literacy in Word, Excel, e-mail, and internet use.

Positive Notice Blue Card for Child Related Employment.

NDIS Worker Screening approval.

Completion of NDIS Worker Orientation Module before start date.

Documents to demonstrate the legal ability to work in Australia.

Performance Indicators

1 Feedback shows that the individuals and families have experienced warm, hospitable, and helpful interactions with the office staff.

90% of feedback is positive

2 Feedback shows that staff have experienced warm, hospitable, and helpful interactions with the office staff.

90% of feedback is positive

3 Rosters (including vehicles) issued by scheduled times with minimal adjustments needed.

95% compliance

4 General administration – tasks and reporting completed accurately and within the relevant timeframes.

95% compliance