pd-finance-and-administration-officer-aug-2015 by Windermere

Version 2.2

POSITION DESCRIPTION POSITION TITLE:

Finance & Administration Officer

CLASSIFICATION:

Band 4.1

DIVISION:

Quality Practice Improvement & Compliance

PROGRAM:

Early Childhood Education & Care Services

LOCATION:

Pakenham and Narre Warren as well as work performed at the request of the agency at any Windermere location

TENURE:

3 years

DATE:

August 2015

1. HISTORY Windermere Child & Family Services started with the formation in 1851 of what later became known as the Melbourne Orphanage in Windermere Crescent, Brighton – hence our name Windermere. Today, we are a secular, Not-For-Profit that continues to work with some of the most at risk, underprivileged and disadvantaged children and families in our community. We work with children, families and individuals who are dealing with issues such as physical, emotional and practical support, counselling, advice, education, advocacy and other therapeutic interventions to those affected by these issues Our range of services and programs include: • Counselling; for individuals and families • Family Violence Counselling; for children and adults • Disability Services; for people living with disabilities, their families and carers • Early intervention services for children 0-6 years with developmental delays or a diagnosed disability • Integrated Family Services; for parents who require assistance with family functioning and parenting • Victims Assistance Program; a program which assists victims of violent crime to manage the impact of that crime • Housing Support; for families who are homeless or at risk of homelessness • Early Childhood Education and Care Services; provides in home care as well as Centre Based Long Day care • Communities for Children; community based program to assist disadvantaged families in Cranbourne with children 0-12 years old © Windermere Child and Family Services Inc N:\Corporate Business\Human Resources\General\Position Description\Early Childhood Education & Care Services\Finance and Administration.docx Page 1 31/08/2015, 12:51 PM

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Allied Health, including Psychology, Speech Therapy, Occupational Therapy and Physiotherapy; for community and corporate sectors.

With headquarters at Narre Warren in Melbourne’s southeast, Windermere assists thousands of kids and families. We work in arguably Australia’s fastest growing urban corridor, where demand for our services is increasing at an alarming rate. With a staff of over 140, we provide services from 9 locations with major centres at Narre Warren, Cranbourne, Pakenham, Berwick, Officer and in the Gippsland region. 2. OUR PURPOSE, VISION, VALUES AND ENABLERS Windermere improves wellbeing in children, families and communities by helping to realise their potential, building resilience and connecting people to the community. Our Purpose: We get in early to make a difference in the lives of individuals, families and communities Our Vision: A stronger, connected and supported community Our Values: We believe that everyone is someone in our community where: • Equity is viewed as a natural right • Fairness embraces and incorporates difference • Collaboration results in social good • Opportunity creates empowerment and inclusion Our Enablers: People, Quality, Inquiry

3. POSITION OBJECTIVES, KEY RESULT AREAS, RESPONSIBILITIES and PERFORMANCE MEASURES This position, under the direction of the Team Leader Sales and Lead Management, will be responsible for the day to day business compliance and financial accountability functions within the Windermere Early Childhood Education and Care programs. The position is located within Early Childhood Education & Care Services which provides home based and centre based programs to children and families within the Shire of Cardinia and the Cities of Bayside, Port Phillip and Frankston. This position may be required to move across the Narre Warren, Pakenham, Frankston and Highett sites as required. The key objectives of the position are to:

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Ensure that financial compliance and accountability processes are initiated, developed, implemented, reviewed and well documented in accordance with legislative requirements.

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Ensure that high level customer service and communication strategies are identified and provided to internal and external stakeholders for the development and maintenance of good working relationships that foster mutually beneficial outcomes.

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Ensure that systems and processes for efficient and effective administration are initiated, developed, maintained and reviewed so that they respond to the changing needs of the service.

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Support the development and implementation of business growth and development strategies (in relation to financial compliance and accountability) for Windermere Early Childhood Education & Care Services. © Windermere Child and Family Services Inc N:\Corporate Business\Human Resources\General\Position Description\Early Childhood Education & Care Services\Finance and Administration.docx Page 2 31/08/2015, 12:51 PM

Objectives – Key Result Areas •

Ensure financial compliance and accountability in accordance with legislative requirements.

Responsibilities Support Windermere’s Early Childhood Education & Care services, both home based and centre based programs, in meeting funding and accountability requirements as prescribed in the Child Care Management System, family assistance law and other relevant legislation.

Tracking Hours to Revenue • Ensure accurate reporting of hours service delivery from all educators • Management hours of service delivery vs budget and any variances • Oversee the conversion of hours to revenue and ensure accurate reporting to the general ledger • Interact with the Windermere Finance team to reconcile any revenue or costs issues in a timely and efficient manner

Invoicing and Accounts Receivable • Track, report, and manage the family account invoicing process • Track, report, and manage the family account statement process and respond to questions and adjustments • Establish automated account payment process with families • Manage Accounts receivable aging process including aged items and bad debts

Reporting • Build all necessary Hubworks reporting (standard and customized) to meet business needs • Manage the KPI’s reporting process for the business obtaining necessary data, comparing to budget, and providing commentary in case of variance • Produce reporting for the hours / revenue forecasting process tracking variances to budget and highlighting areas of concern

Performance Measures All Windermere Early Childhood Education & Care services are compliant in their funding requirements as prescribed in the Child Care Management System / Hubworks. All processes and payments are found to be compliant, through external Family Assistance Office audits.

All hours reported times are accurate between FDC and Windermere GL All disputes with Families and Educators resolved within 48 hours or escalated to Management Timely and accurate reporting to the Windermere GL with no disputes pending

Timely and accurate invoicing according to fortnightly schedule Zero invoice and account disputes with families

Nominal aged AR >30 day with issues actively managed and zero bad debts

Timely and accurate reporting according to defined business review cadence All KPI’s reported on, reviewed, and commentary building noting resolution or escalation

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Administering Child Care Benefit (CCB) and Child Care Rebate (CCR) payments as prescribed in the Child Care Management System. Administer the Inclusion Support Subsidy as per the Inclusion Professional Support Program Guidelines. Ensure timely completion of Incident Reports and forward to Manager in order for Windermere to adhere to legislated timelines.

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Provide a high level of customer service and communication to all internal and external stakeholders.

All Windermere Early Childhood Education & Care services are compliant in their funding requirements as prescribed in the Timesheets are collected and checked thoroughly and only correctly authorised timesheets are processed. Attendance records are submitted via the Child Care Management System. CCB & CCR are administered as per Child Care Management System. •

Payments of Inclusion Support Subsidy (ISS) are made and reconciled on each and every occasion.

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All ISS claims are checked and submitted in relation to the funding guidelines prior to processing fortnightly payments.

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At all times displays appropriate professional behavior; e.g. respect, inclusiveness, fairness, confidentiality, and honesty.

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Is professional and respectful at all times.

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Communicates appropriately and effectively within a timely manner to external stakeholders, consumers and funding bodies via phone, face to face, email and fax as required, to maintain positive relationships and mutually beneficial outcomes.

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Consumers are engaged and respected at all times. Satisfactory outcomes reported from families and educators through service surveys.

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Seek guidance and advice in relation to difficult matters within an appropriate timeframe from the Team Leader Quality Practice and Outcomes or Manager Early Childhood Education & Care Services as relevant.

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Difficult matters are discussed with the Team Leader and then managed appropriately.

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Manage issues upwards to Team Leader Quality Practice and Outcomes or Manager Early Childhood Education & Care Services as required and in a timely manner, such as breaches to legislation or OH&S concerns.

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Team Leader or Director of Community Services & Business Development is aware of breaches of legislation immediately. OH&S reports are completed within 24 hours and incident reports completed and provided to Team Leader within the required timelines.

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• Establish and maintain positive

Positive work relationships are demonstrated and in all

working relationships with colleagues that are fair, professional, supportive and respectful.

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Ensure systems and processes for efficient and effective administration that respond to the changing needs of the service.

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Assist families, educators and service staff with enquiries regarding funding and accountability issues, including payment processes.

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HubWorks system user champion Build a comprehensive working knowledge of all Hubworks functionality aligning it to our business needs Provide support and assistance to Family’s and Educators in account management, time sheet management, and service scheduling Work with the Windermere IT team and the HubWorks support team for system development to meet future needs

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conversations Windermere and staff are spoken about positively.

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Enquiries actioned and responded to appropriately and within a timely manner.

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HubWorks integrated into our business process for maximum efficiency

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All HubWorks users (Families, Educators, staff) are familiar with HubWorks functionality

Demonstrate a readiness and capacity to learn new skills and seeks own professional development opportunities, feedback and support as required.

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Work with the Manager and Team Leaders of Early Childhood Education & Care Services to identify processes for improvement and develop and/or redesign spreadsheets, forms and templates as required.

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Professional development opportunities explored and attended. Actively seeks and receives feedback in regards of own performance. Directions followed in a positive and timely manner.

Implement systems, processes and quality improvement initiatives and regularly review these to ensure they are responding to the changing needs of the service. Update and maintain relevant software systems (Harmony, QikKids and HubWorks) to ensure information is current and up-todate at all times, including data entry and coordination of required software updates.

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New systems and processes are developed, implemented and reviewed regularly. Relevant information is disseminated to all Early Childhood Education & Care Service team members.

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Administration processes run effectively and effortlessly.

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Budget spreadsheets are kept up to date, recording individual budgets and forwarded to the relevant Team Leader responsible for that budget.

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A spreadsheet detailing information relating to bad debtors within the individual teams – ELC/FDC/IHC is maintained and up-to-date.

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Early Childhood Education & Care Services do not exceed

Develop and facilitate a thorough process for quarterly reporting of 18% CCB usage for the Early Childhood Education & Care Services.

allocated 18% usage. •

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Is an active and valued team member of Early Childhood Education & Care Services.

Work in line with Windermere’s organisational expectations and directives in relation to policies and procedures and the agencies mission, vision and values.

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Participate in fortnightly team meetings.

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Participates actively in all team and service meetings.

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Participate in fortnightly supervision meetings.

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Participate in monthly program meetings.

Positive and professional relationships with appropriate boundaries that enable robust discussion in relation to quality practice and improvements are established.

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Participate in bi-annual service meetings.

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OHS requirements of Windermere are being met, meeting staff members wellbeing.

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A committed employee operating within the Code of Conduct, Code of Ethics, Human Resource policies and procedures and OH+S responsibilities.

Attend on prearranged dates around supervision and agency wide training, including agency forums and on line induction and be actively involved in the 6 week performance review, 3 and 6 month probationary review and a recurring annual performance review with the relevant supervisor

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100% attendance at performance reviews and compulsory training.

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Completion of on line induction with set timeframes.

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Work within the Windermere Wellbeing Framework in accordance with the principles of Appreciative Inquiry and the Strengths Based Approach.

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Exhibit workplace practice, actions and behaviours in line with Windermere’s Well-being Framework.

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Contribute to or participate in Continuous Quality Improvement (CQI) activities of the agency, and will implement CQI strategies into their work practices

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Ensure work practices are not in contravention to Windermere’s Continuous Quality Improvement principles.

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Meet the challenges of change as it occurs within the service and agency.

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Positively embraces and adopts change as it occurs.

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Attend compulsory training courses set by the agency and the immediate supervisor

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Ensures arrangements are made so that 100% of compulsory courses are attended.

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Actively assess, manage and where possible mitigate workplace risk including (OH+S), client related risk,

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Report risk to the appropriate Windermere personnel and utilize current risk management

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Develop effective, responsive and collaborative relationships within Early Childhood Education & Care Services.

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All meetings, internal and external appointments are tracked in Outlook calendar. Familarise yourself with and adhere to Windermere’s Policies and Procedures, including the Code of Conduct, Code of Ethics, Human Resources policies and guidelines and Occupational Health and Safety obligations

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reputation risk and personal risk.

tools and procedures available.

The employee will be expected to perform other duties outside those set in the position description as directed from time to time which are within the employee’s skill, qualification, experience and competence level to meet the agencies operational needs. The Position Description may be amended from time to time at the agency’s discretion.

Where there is inconsistency between KPI’s in this Position Description and those within the Agency Objectives, the Agency Objectives will stand.

4. JUDGEMENT & DECISION MAKING The incumbent is expected to work both as an active and inclusive team member and also at times work in a proactive decision making manner without supervision. It is expected that objective judgments be shown in all decision making processes with reference to Windermere’s policy and procedure manuals. • • •

Day to day decisions will be expected to ensure the adequate supervision and safety of staff and clients involved in this program. Problem solving, within area of expertise, and decisive actions will often be needed. Guidance and advice in relations to difficult matters will be available within an appropriate time frame from the immediate supervisor.

5. INTERPERSONAL SKILLS • • • • • • •

Excellent verbal and written communication skills Empathy with, and the ability to gain co-operation and assistance from a range of people, in particular clients and other staff members Ability to discuss and resolve problems Tact and discretion Self-confident and able to set appropriate personal boundaries Mediation and conflict resolution skills Ability to work as part of a team at all levels of the agency

6. ORGANISATIONAL RELATIONSHIPS Line Manager:

Team Leader Sales and Lead Management

Supervises:

Nil

Internal Relationships:

Quality Improvement & Compliance Team, Quality Practice & Outcomes Team, Early Learning, Finance & Accounts IT

External Relationships:

Regional Family Day Care Services, DEEWR Childcare Payments Team, Software Providers, CCMS

7. KEY SELECTION CRITERIA • • • • • • • • • •

Relevant qualifications and/or experience in financial administration particularly within the community services sector. Demonstrated experience in developing, maintaining and reviewing financial administrative systems and processes that are efficient and effective. Demonstrated experience administering financial accountability and compliance processes that are well documented, and reviewed in accordance with legislative requirements. Experience in consumer liaison, with strong interpersonal skills and a demonstrated capacity for conflict resolution and relationship management to achieve mutually beneficial outcomes. Strong administration, written and verbal communication skills. Ability to work under pressure, be organised, prioritise tasks and work within timelines Ability to work as part of a team at all levels across the organisation, as well as the ability to work independently in a changing environment. Current Victorian Drivers License Ability to use a computer and demonstrated ability in generic computer packages such as Microsoft Office and specific computer packages (such as Harmony, HubWorks, QikKids), along with familiarity with the internet and all relevant technology Willingness to undertake a Police Check and Working with Children Check

CONDITIONS OF EMPLOYMENT Terms and conditions of employment are in accordance with the Employment Agreement and Windermere Child and Family Services policies and procedures. Pre-Employment Disclosure - All appointments are subject to the candidate completing a PreEmployment Disclosure Form regarding pre-existing illnesses or conditions that may affect their ability to perform the inherent requirements of the position and consideration of the completed form by Windermere. Medical Examination - All appointments are subject to the satisfactory completion of a preemployment medical examination at Narre Warren Medical Centre at Windermere’s expense. Windermere will be advised by the medical practitioner whether the individual is fit to perform the role. Any medical opinion obtained by Windermere in respect of an unsuccessful candidate will be destroyed at the end of the selection process. In the case of an appointee, the medical opinion obtained will be stored in a secure location. © Windermere Child and Family Services Inc N:\Corporate Business\Human Resources\General\Position Description\Early Childhood Education & Care Services\Finance and Administration.docx Page 8 31/08/2015, 12:51 PM

Probation Period - The first three (3) months of your employment is a probationary period in which either of the partied may terminate your employment on 1 day’s notice in writing to the other party. At any time during, or at the end of the three month probationary period, the Employer may advise you as to whether and/or on what basis your employment will continue beyond the initial probationary period. A qualifying period of six (6) months applies to your employment. After the 3 month probationary period is completed, one weeks notice is required by either party upon termination in the final 3 months of the qualifying period. Police Record Check - All appointments are subject to a clear National Police Record Check. Working with Children Check – All appointments (dependent on position responsibilities) are subject to a clear Working with Children Check. The appointee is required to provide details of the Working with Children Check to Human Resources. Occupational Health & Safety – To adhere to OH&S policies, procedures and guidelines and use all the necessary safety equipment provided and to report any defect in any such equipment or workplace hazards as soon as it comes to your attention. Smoke free environment - Windermere is a smoke free working environment. Place of Employment - You may be required to report for duties and work from any of Windermere’s work locations throughout the service region. Qualifications - The successful applicant will be required to substantiate formal qualifications.

9. WORK AND FAMILY BALANCE Windermere understands the importance of promoting a family friendly working environment that seeks to support staff to find a healthy-work life balance. Salary Sacrifice - Windermere employees have the option to access Salary Sacrifice through an external provider. Staff on an Employment Agreement can access this very generous provision of up to $16,050 as tax-free salary sacrifice for both full time employees and part time employees. Annual Leave - 4 weeks annual leave (cumulative) on full pay for 12 months continuous service. In addition 17.5% leave loading will apply to the total remuneration package. Personal Leave - Windermere offers 12 days personal days in the first year of employment, 14 days in the second, third and fourth year of employment and 21 days in the fifth and following years of employment (pro-rata for part time employment), of which 12 days maximum can be taken as carers leave. Flexible Leave Scheme - The 50/52 Flexible Leave Scheme enables staff to accrue an additional 2 weeks leave entitlement on top of their 4 week annual leave each year, by making an application to reduce the 52 week annual salary to a 50 week salary. Christmas Break - As a sign of good faith, Windermere offers all staff time off between Christmas and New Years. This is subject to the organizational performance and considered annually. Internal working Wellbeing and Rewards Committee (WARC) - Windermere values staff opinions and thoughts relating to employment benefits and working conditions, and have committed to the establishment of a WARC. This committee comprises staff members to advocate on behalf of service divisions. All recommendations from the committee are heard and considered by management for implementation. © Windermere Child and Family Services Inc N:\Corporate Business\Human Resources\General\Position Description\Early Childhood Education & Care Services\Finance and Administration.docx Page 9 31/08/2015, 12:51 PM

Professional Development and Training - Windermere offer a diverse range of learning activities through a centralised learning management system. Learning courses are assigned to all employees under the following 3 categories: Foundation Training, Position Specific Training and Discretionary Training. Ergonomic Assessment - A professional ergonomic assessor will conduct a workstation assessment for each of the staff members within the various Windermere offices at the completion of their probationary period, and provide insightful advice and recommendations concerning individual workstations. RDO’s – Windermere is committed to employee wellbeing by providing a flexible work environment to help balance family and work/ life commitments by means of giving full time staff the option to partake in the rostered day off (RDO) entitlement. The position may require some work outside of Windermere’s ordinary operating hours from time to time. Windermere is an equal opportunity employer and values diversity. Where possible, Windermere will examine ways to reasonably modify work practices to accommodate the successful applicants.

10. APPLICATION DETAILS To maximise your opportunity for employment, it is recommended that you provide the following information: • • •

Covering application letter Statements addressing the key selection criteria required in the position description Current Resume that includes a minimum of 2-3 referees

Windermere conducts thorough and detailed reference checks for short listed candidates. Shortlisted applicants will be asked to provide copies of relevant qualifications at interview. Under Victorian Workcover legislation, it is the successful applicant’s duty to advise Windermere of any pre-existing condition, which could be aggravated by the type of employment they are applying for. Failure to do so will seriously jeopardize any entitlement the employee might have for a work related aggravation of that non-disclosed pre-existing condition. Closing Date:

COB Friday 11th September 2015

For further information about Windermere, please visit www.windermere.org.au Enquiries in the first instance to: Paul Langdon General Manager Enterprise & Business Performance 9705 3200

Please send your application to: Attention: Tania Davis 48 Webb Street, Narre Warren, Vic 3805 tania.davis@windermere.org.au

I have read this document and agree to undertake the duties and responsibilities listed above. I acknowledge that: © Windermere Child and Family Services Inc N:\Corporate Business\Human Resources\General\Position Description\Early Childhood Education & Care Services\Finance and Administration.docx Page 10 31/08/2015, 12:51 PM

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The PD is an indication of the duties and responsibilities that I may be required to undertake. Additional or other duties and responsibilities may be allocated to me. Where additional training and support is required to fulfill extra or other duties of a similar level of responsibility, it will be provided within the guidelines of Windermere’s Training and Development policy. The PD will be reviewed regularly in consultation with me. The Key Performance Indicators (KPIs), where included in this document, are indicative. KPIs will be set by the immediate supervisor in discussion with me, for each year (or another set period) and my performance reviewed against those KPIs.

Occupant: Name _________________________________________

Signature ______________________________________ Date ________________________