JOB DESCRIPTION

Position Title: Children’s Program Assistant - immediate start

Reports to: Program Director

Hours of Work: Full Time, Monday to Friday, 9 am to 5 pm, noting some flexibility may be required

Location: 7 English Street, Essendon Fields VIC 3041 (no WFH option available)

Remuneration: Comparable rate based on experience ($65-$70k p/a inc Super)

POSITION SUMMARY & PRIMARY OBJECTIVES

TLC for Kids is a children’s charity offering a range of services with tangible benefits to children, families, healthcare workers and the whole health and hospital system. Our services evolved out of consultation with hospital staff to determine where the gaps are and what is needed to support children in hospital. We have developed practical and individualised support services to meet existing gaps in the sector.

Our driving force is to reach kids who don't meet the criteria of existing services. We provide emergency distraction kits to nurture the emotional well-being of kids undergoing medical treatment and other practical support to their families within 48 hours of the request being made.

The Children’s Program Assistant position reports to the Program Director and the CEO and is a valued member of the TLC for Kids team. Supporting a team of professionals, you will be required to demonstrate initiative and work in accordance with the organisation’s office routines and procedures to meet the overall charity's objectives.

The Children’s Program Assistant role is a key component in the organisation and administration of TLC for Kids' three crucial Support Services. The role requires you to provide a range of high-quality administrative and children’s support services and undertake tasks as requested, ensuring policy compliance and timely detailed reporting across all services.

ROLES AND RESPONSIBILITIES

Support Services Responsibilities (including but not limited to):

• Assisting with the fulfilment of TLC for Kids key Support Services (Distraction Box Program, Rapid TLC and TLC Ambulance)
• Recording and filing progress and stories from Support Services
• Updating Support Service databases

Core Distraction Box (DB) Program responsibilities include:

• Fulfilling orders, dealing with enquiries and managing stock levels
• Liaise with DB contact in hospitals using DB’s and organising deliveries
• Manage and maintain positive relationships with sponsors and update database

Core RAPID TLC responsibilities include:

• Fulfil each request in the shortest possible time, which will include;
• Shopping for specific items
• Packing items for transport or delivery
• Either sending or delivering the request to the child, family or referrer
• Professionally liaising with families to ensure the smooth delivery of requests
• Processing receipts and ensuring that payment logs are up to date

Core TLC Ambulance responsibilities include:

• Assisting with each TLC Ambulance trip, including parking, food and tickets to venues
• Driving support vehicle during Ambulance trips
• Driving the TLC Ambulance Wheelchair Access Vehicle to assist with transport
• Documenting TLC Ambulance trips through photography and film
• Liaising with hospital staff, Ambulance Victoria staff and families to organise Ambulance Trips
• Processing receipts and ensuring that payment logs are up to date

KNOWLEDGE & EXPERIENCE REQUIRED

Essential

• Strong administration skills – organised, thorough, systems orientated with attention to detail
• Ability to clearly and professionally communicate with people at all levels
• Excellent levels of writing skills, computer literacy
• Be confident and IT savvy
• Ability to maintain and update various databases
• The ability to create a positive impression in a professional, courteous and efficient manner to ensure excellent client service
• Proactive, punctual and reliable.
• Well-presented and spoken
• An enthusiastic nature and ability to multi-task
• Enjoys dealing with people daily and is tolerant and polite but assertive.
• Ability to quickly and easily learn new software platforms
• Wheelchair Access Vehicle licence (or ability and willingness to obtain one)

Desirable

• Experience in the not-for-profit (NFP) industry
• Must have experience with Salesforce (or equivalent), Monday.com, Slack, Google Docs, Google Mail and G-Suite.
• To maintain a high professional and ethical profile in accordance with industry and charity standards
• To perform your duties to a high professional and ethical standard
• Confident on phone
• Knowledge and use of the Google Office products
• Use of Cloud-Based Document storage and sharing platforms (Dropbox, Google Drive, iCloud)
  

WORKING RELATIONSHIPS

Internal Staff

• To offer necessary administrative support and aid as needed. To uphold a team-oriented approach aimed at achieving shared group objectives. Actively engage within a collaborative team setting, contribute to fostering a positive organisational culture, and grasp the significance of your role in achieving successful charitable outcomes.

Clients

• To deliver a high-quality service to clients that exceed expectations, always presenting as professional and efficient.

CEO and Program Director

• To always work towards achieving higher-level business objectives through the provision of effective administrative support.

SPECIAL REQUIREMENTS AND WORKING CONDITIONS

• May be required to work on weekends and extended hours when reasonably required. e.g. events
• All employees of TLC for Kids are required to hold a current Working With Children Check card and Police Check.
• Employees of TLC for Kids will be required to sign a conflict of interest and confidentiality form.
• Current and valid Full Driver’s Licence.
• This role is based in the office in Essendon Fields and will not have the option to work from home.
  

CORE COMPETENCIES

The following core competencies are the skills, knowledge and behaviours expected of an employee at TLC for Kids.

• Communicates clearly and professionally to internal and external clients in written and oral forms.

• Generate and act on new ideas that add value to the organisation. Look at different ways to solve problems and address difficulties.

• Sets goals and strives to achieve them with enthusiasm and determination.

• Has a good understanding of the work environment and the impact their behaviour has on the organisation's reputation.

• Treats colleagues and key stakeholders, clients and supporters in a manner that demonstrates integrity, honesty and fairness.

• Communication Skills
• Initiative and Confidence
• Achievement Drive
• Business Acumen
• Respect

ROLE-SPECIFIC COMPETENCIES

The following Role Specific Competencies are the skills, knowledge, honesty and behaviours that lead to a staff member being successful in their role.

• Demonstrates a desire to address client and supporter needs and does so professionally.

• Works effectively within a variety of situations, individuals and groups applying the ‘whatever it takes’ attitude.

• Establishes a clear course of action to achieve long or short-term goals in an organised manner.

• Possesses the level of technical skills to preserve and/or enhance the quality of services the organisation provides. As we use Salesforce, which is a very Web-based business, and use Google platforms, having the capacity to operate within these areas and learn is critical.

• Customer Service Focus
• Flexible Team Player
• Planning & Organisational Skills
• Technical Knowledge / Skills

HOW TO APPLY

To apply for this role, you will need to submit the following:

• Your current resume detailing your previous work or voluntary experience, including two referees who have personally observed you displaying the success capabilities required for this role.
  

Additional information

• A six-month probationary period will apply to the successful candidate.
• Applications may remain current for 12 months and may be considered for recurring vacancies.

TLC for Kids is an equal opportunity employer. TLC for Kids will not tolerate any form of harassment, victimisation and/or unlawful discrimination in the workplace and is committed to the principles of equal opportunity and providing a diverse, safe working environment regardless of gender, sexual orientation, religion, race or upbringing. TLC for Kids acknowledges the Traditional Custodians of the land on which we work and live and recognises their continuing connection to land, water and community.