POSITION DESCRIPTION POSITION TITLE:
Manager Family Health and Wellbeing 38 hours per week
CLASSIFICATION:
Band 7 Executive Contract
PROGRAM:
IFS, Counselling and Projects
LOCATION:
Narre Warren, as well as work performed at the request of the agency at any Windermere location
TENURE:
01/07/2014-30/06/2017
DATE:
April 2014
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 and Counselling 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
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• •
Communities for Children; community based program to assist disadvantaged families in Cranbourne with children 0-12 years old 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. The area in which we work encompasses 10 municipalities and a population of around 1.5 million people. 2. OUR PURPOSE, VISION AND VALUES 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
3. POSITION OBJECTIVES, KEY PERFORMANCE MEASURES
RESULT
AREAS,
RESPONSIBILITIES
and
The purpose of this position is to ensure that the Family Health and Wellbeing Service Division’s provision of a quality service is consistent with The Department of Human Services (DHS) Funding & Service Agreement (FASA), Department of Social Services Funding and Service Agreement and all other contractual agreements and legislation. This position is responsible for the day to day service provision within Windermere’s Family Health and Wellbeing Services Division and will ensure that the overall service achieves budget objectives. The position will move across the Narre Warren and Pakenham sites with the aim of growing the services within other areas deemed appropriate for the target market. This new position has been created specifically to progress the growth strategy of the Agency. This service area is a suite of family support, wellbeing and mental health services for child and adult clients , coupled with supporting the community through short to medium term donor or Philanthropic funded programs. Through the use of the principles of Appreciate Inquiry, contribute to and implement the goals and aims of the Client Services operational plan, which in turn is underpinned by the Windermere Strategic Plan. To strengthen all life areas of children and families within Windermere Family Health and Wellbeing Services through developing and maintaining efficient and effective services.
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To provide mentoring and support to Team Leaders Windermere Family Health and Wellbeing Services To provide support, guidance and leadership to all staff within Windermere Family Health and Wellbeing Services To work with General Manager Client Services as well as Service Managers to strengthen organizational capacity, develop new services and service models, align policy and practice and to manage organizational change for continual improvement. To promote the work of the organisation.
Key Result Area Job knowledge
Responsibility
Performance Measure
1.Operates flexibly across a range of functions inclusive of contributing to policy development, CQI, Management Action Group, Service Managers Group and internal committees and supports other programs and service areas across the organisation 2. Demonstrates competence in standard tasks including supervision of staff, managing budgets, time management, punctuality as well as in holding difficult conversations
Engaged with other areas of organisation and cross referrals within organisation are increased
Positive team culture, evidenced in staff cultural surveys as well as day to day team interactions Staff retention at 90% across any given calendar year Budgets within projection or better Punctual for all meetings/events Tasks completed in a timely manner
3.Demonstrates a readiness and capacity to learn new skills and seeks own professional development opportunities, feedback and support as required
4. Contributes to and regularly updates the Strategic Operational Plan, ensuring own program areas meet agreed tasks and timelines Judgment and decision making
5. Works without direct supervision
6.Seeks guidance and advice in relation to difficult matters within an appropriate timeframe from General Manager Client Services or other manager as relevant eg HR, GM Corporate Services 7.Manages issues upwards to relevant GM as required and in a timely manner, such as critical issues, death of a client, OH&S concerns, events likely to hit media as well as other issues as relevant
Staff supported through timely and positive discussions in regards to areas for improvement Professional development opportunities explored and attended Actively seeks and receives feedback in regards to own performance Areas of responsibility are included in Family Health and Wellbeing Services Operational Plan and actively worked on and achieved within agreed timelines Works autonomously and makes timely and responsible decisions for programs of responsibility Difficult matters are discussed with GM Client Services and then managed appropriately Relevant General Manager is aware of all critical issues in a timely manner, either immediately or next business day OH&S Reports completed within 24 hours
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8. Responds appropriately to directions Communicati on Skills
9. Communicates appropriately and in a timely manner with other staff in both written and spoken word, including email, letter, fax etc. All communication is respectful and factual 10. Communicates appropriately and in a timely manner to external stakeholders such as clients and funding bodies, including via phone, face to face, email and fax as well as regular reporting as required. 11. To attend on prearranged dates around supervision and agency wide and MAG training including agency forums 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
Incident reports completed and provided to GM Clients Services within the required timelines Directions followed in a positive and timely manner Staff indicate that in all communications that they feel respected and supported Evidenced in day to interactions as well as staff cultural survey Stakeholders are engaged and respected All reporting requirements are provided to GM Client Services at least 7 days prior to date of lodging 100% Attendance at all internal reviews and agency events
Attendance and participation at MAG and SMG as per TOR Interpersonal Skills
12. Self-confident and able to set appropriate professional / personal boundaries.
Leadership visible in this area and discussed in supervision with GM
13.Empathy with, and the ability to gain co-operation and assistance from a range of people, in particular clients and other staff members
Positive work place relationships, and in all conversations, Windermere and staff are spoken about positively.
14. Displays and continues to develop in emotional intelligence Leadership and Wellbeing
15.At all times displays appropriate professional behaviour, eg respect, inclusiveness, fairness, confidentiality, honesty
Work respectfully with and seek advice from peers, management and corporate services as appropriate All stakeholders are responded to and supported appropriately and according to their needs Positive work place relationships, and in all conversations, Windermere and staff are spoken about positively.
Establish and maintain positive working relationships with colleagues that are fair, professional, supportive and respectful.
Positive team culture and high staff retention
16.Take own lunch and tea breaks as per Windermere Policy 17.Work with staff to create a positive team and organisational culture
Observed by staff in order to role model
Foster a culture of openness, transparency and accountability
Foster a culture of inquiry, learning and community through collaborative leadership that is reflective of Windermere’s values
Lead by example Individual staff performance as well as team issues are well managed with no requirement for external HR/IR consultants Speaking positively of Windermere and its entire staff and consumers Team building days held balance between tasks and fun / humour Delegate appropriately
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18.Participates in working groups and committees as relevant (Internally and externally) 19.Take own annual leave and health and wellbeing leave as per Windermere Policy 20.Delegates tasks to other staff that sit within their PD’s and delegations
21.Actively promotes and assists in the growth and development of direct supervisory reports, such as in creating acting up opportunities, training events and mentoring
Results of employee engagement survey analysed and key areas for improvement noted and worked through with team, and reported back to GM Membership on or participation on committees / working groups/SOP Leave taken annually according to Windermere policy All staff are working according to their roles and delegations Team Leaders are actively supporting and managing their staff, and decision making occurs according to their delegation Coaching of staff via provision of honest feedback and affirmation and captured in supervision notes Staff are provided with acting up and secondment opportunities Staff continue to develop and grow, evidenced by increased leadership skills
Staff related Activities
22. Promote team to work within the Windermere Well-being Framework in accordance with the principles of Appreciative Inquiry
Exhibit workplace practice, actions and behaviours in line with Windermere’s Well-being Framework
23. Recruitment of staff in a timely manner
Vacant roles are discussed with GM and paper work is lodged with HR within 2 weeks of a resignation of a current staff member or new funding allocated. Policies, procedures, guidelines and legislation are understood and adhered to Staff complete all mandatory training, including induction Supervision audit, documented monthly within supervision framework/workplan
24. Staff are orientated and trained in all relevant Policy, procedure, guidelines, legislation and standards, and that these are adhered to
25. 80% minimum supervision of staff within whole team– once a fortnight ( pro rata) as evidenced by supervision notes 26. Ensure that staff take annual leave, RDO’s and TIL as per Windermere Policy 27. Ensure that staff take lunch and tea breaks as per Windermere Policy 28. One conference abstract submitted by each team annually 29. All staff attend on prearranged dates around supervision and agency wide and external training including agency forums and that all staff are actively involved in their 6 week performance review, 3 and 6 month probationary review and a recurring annual performance review with the relevant supervisor, inclusive of annual review of position descriptions Together with staff, identify training needs and develop individualised training programs, including compulsory training to eliminate potential risks where required (such as food handling and first aid)
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Leave is taken by all staff in accordance with Windermere Policy and audited in ADP Noted on timesheets Abstract submitted Reviews conducted and provided to GM in a timely manner 100% of PD’s and contracts are up to date
Training is sourced and attended Training forms are completed and submitted to HR
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30. Ensure productive and positive team meetings are held on a regular basis, encouraging staff to take on various roles within these meetings Team meetings focus on relevant practice, policy and protocol issues to create a diverse, creative and skilled team to support children and families 31. Timely completion of contract information relating to employment/secondment/higher duties/role changes of staff within team
Budget/ Finance
Team meetings held, minuted and items are actioned
Paperwork completed at least two weeks prior to the change in role
Develop and support succession planning and professional learning opportunities for all staff. Provide effective mentoring and coaching of staff
Key staff are developed and provided with coaching/mentoring and acting up opportunities
32. Contribute significantly to the development of, and oversee implementation of all budgets for Family Health and Wellbeing Services Programs
Budget is within forecast
Liaise with Finance Staff and the Accountant on a six weekly basis
Brokerage is administered in compliance with accounting policy
Implement strategies to ensure service delivery viability and optimum utilisation of all services
Positive audit results
Resources are managed well
Monitor adherence to financial delegations and other financial policies 33. Achieve a minimum of 3 submissions per service area per year to government or other funding bodies for additional funding and service initiatives inclusive of fundraising for equipment or applying for minor grants
Compliance related activities
Identify opportunities for growth and development and actively pursue same in line with Windermere Strategic Plan 34.Ensures program compliant with all relevant service agreements and regulations
Compliant Audits conducted and passed
Liaise with DHS and DSS when completing Service Agreements and Variations Approve Incident Reports and forward to DHS within legislated timelines 35. Ensures program compliant with all relevant standards/legislation; -OH&S -EEO -Industrial Relations - Privacy 36.Oversees the implementation of Program Targets and reports back quarterly on same Oversee CRISSP , compliance and data entry Liaise with Relationships Australia Victoria, Berwick Family Relationships Centre to ensure compliance 37. Ensure that the learnings from research, client feedback, data and service expertise are integrated into practice and service development 2014.doc
3 possibilities explored and submitted
100% FASA compliance Incident Reports completed and submitted Compliant
Reports completed and targets met CRISSP and IRIS data up to date and accurate All income received in line with contracts Evidenced by CQI and documented
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Policy Development and CQI
38. Familiar with and adhere to Windermere’s Policies and Procedures
Policies read, understood and adhered to
39. Utilises the tools, templates and or supports designed to assist supervisors in effective and compliant workforce management
Tools utilised, inclusive of PDs, supervision, contract information, performance improvement
Issues of concern or non compliance are addressed in a timely manner, and discussed with staff openly and that staff are supported to address any concerns and improve performance as appropriate 40.Grievances or complaints managed in line with Windermere policies – systemic issues identified and addressed 41. Risk management strategies employed and reviewed quarterly
Conversations of performance are documented in line with policy
Grievance procedure followed and grievances noted on the spreadsheet. Risk management procedure followed Risks are eliminated or mitigated
Service Specific
Maintain a high level of awareness in regards to risk management, implementing appropriate action to eliminate or mitigate risks end ensure client/worker safety as well as organisational reputation and viability Ensure provision of an after hours on call service to staff, clients and carers in relation to client/worker/carer safety processes or crisis intervention
After hours service is available and responsive
IFS Regularly review individual and team performance against KPI’s and implement corrective action where necessary
Reviewed updated
and
GM
Client
Regularly inform General Manager Client Services of progress, successes, issues, requirements and suggestions
GM Client Services updated
Services
Participate in the evaluation of programs / audits Audits and evaluations conducted
Counselling
Develop and strengthen networks with other key service providers to maximise approach to addressing client needs and the development of relevant protocols and practice
Networks continually developed
Ensure staff support the required number of families at any one time- Case Loads and complexity, so as the meet targets and gain positive outcomes for families and children
Targets are met or exceeded and staff work in accordance with required case loads
Manage delivery of professional counselling services at all times
Regularly monitor throughput of clients (intake wait list service delivery closure) for timeliness & equity to ensure all ‘targets’ are met
Manage counselling services to ensure targets, which have been determined by various funding bodies, are met or exceeded Source funding opportunities and develop submissions and tenders as required
updated
and
Monitor counsellor caseloads to ensure they maintain a case load that allows for the delivery of five (5) direct client sessions per working day Attend network/partnership meetings with various stakeholders on a regular basis as required by funding bodies Strong and successful relationships formed with all relevant stakeholders i.e. DHS, partners of Integrated Family Violence System for Outer South
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Successfully identify and grow funding streams as negotiated with General Manager – Client Services Communities for Children
Ensure that the Communities for Children Program provide the most efficient and effective service within the prescribed budget.
Program operates within budget and is viable, achieving all agreed targets/activities.
Ensure that CFC staff work according to Windermere Policies and Procedures and that the staffing team identify with the broader Windermere
CFC are seen as part of Windermere and practices are standardized Program is known and feedback positive
Provide a high level of overall Leadership of the Communities for Children Program being the public face of the program for Windermere
Present to SMG or MAG quarterly
Ensure all key documents, presentations , meeting briefs and key reports are prepared at a level that shows Communities for Children in the best light Research, gather and assimilate evidence and data to develop and strengthen CfC-Cranbourne
Clear and consistent contracts are in place and honoured Finances are managed according to contracts/agreements and that all activities achieve goals accordingly
Develop and negotiate Contracts with Community Partners that articulate the formal agreements between DSS and Windermere; Oversee the dispersing of funds to Community Partners, as per contracts, to deliver activities that are specified in plans/agreements/contracts Contribute to planning processes and ongoing project evaluation including analysis of data and preparation of Quarterly Progress Reports;
ProjectsKids on Track
Provide Supervision and support to the team leader – Projects
Building Harmony
Ensure all targets/criteria is met as per original funding submission
Suicide Prevention
Ensure all reporting is completed as per funding submission
Supervision notes/workplan documented each time Targets are achieved or exceeded Reports are drafted and provided to GM Clients Services at least one week prior to due date
Ensure that all projects remain within budget / viable
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. Where there is inconsistency between KPI’s in this Position Description and those within the Agency Objectives, the Agency Objectives will stand.
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4. JUDGEMENT & DECISION MAKING The incumbent is expected to work without direct supervision though receives support and direction in the overall functioning of their program. 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 General Manager Client Services.
5. INTERPERSONAL SKILLS You will have a unique blend of: child and family services sector expertise and strengths based practice; a sound understanding of integrated service models; proven skills in people leadership; significant and demonstrated experience in service delivery and compliance; and financial management across a number of budget areas. As a leader, you will coach and mentor staff while providing overall direction for the management of Family Health and Wellbeing Services. Your collaborative leadership approach and excellent communication skills will ensure you build strong alliances that support and promote the organisation. Your ability to think critically and provide innovative solutions will support program and systems development. Cultural competence and your ability to manage relationships and build effective professional networks will be key.
6. ORGANISATIONAL RELATIONSHIPS Line Manager:
General Manager Client Services
Supervises:
Team Leaders reporting directly to position
Internal Relationships:
Windermere Management Action and Service Management Groups, all Windermere staff and volunteers
External Relationships:
Relevant Government Departments, local, regional, state and federal
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7. KEY SELECTION CRITERIA Knowledge, Skills and Experience: Tertiary qualification in Community Services, Social Work or similar discipline Post Graduate qualifications in management, Social Science or another related discipline, or working towards/ willing to work towards same will be highly regarded Minimum 7 years experience supervising and leading staff 5 years minimum experience of high level collaborative leadership skills Stakeholder and change management skills, evidenced by achievement of positive outcomes and positive team culture Proven ability to implement and evaluate systems, policies and processes that support innovative service delivery Skilled in: Established skills in the delivery of strengths-based, family-centred and child-focussed approaches to service delivery; Minimum of 7 years experience leading teams who work with children and families with complex needs Demonstrated compliance with relevant legislation and guidelines relating to the delivery of Integrated Family Services, Counselling and Allied Health and Community Services; Minimum 5 years experience managing a large number of operational budgets. Personal Qualities: A connection with and ability to advocate and work in accordance with Windermere’s vision, values and philosophy Results orientated Adaptable, flexible and resilient Demonstrated confidence and able to take initiative
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Ability to facilitate critical reflection on practice General Current Victorian Drivers License Ability to use a computer and all relevant technology Willingness to undertake a Police Check and Working with Children Check
8.
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. Police Record Check - All appointments are subject to a clear National Police Record Check. Working with Children Check – All appointments (dependant 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.
10. 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. 2014.doc
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Personal Leave - Windermere offers 12 days personal days per year of employment (Accrued and Pro rata) 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. Professional Development and Training - Windermere offers all staff members allocated monies and training hours to invest into their professional development relating to their field of work each year. Infection Control - Yearly Flu vaccinations are available for all staff. 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. 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.
11. 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:
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28th April 2014
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For further information about Windermere, please visit www.windermere.org.au Please send your application to: Susanna Laurens Client Services Manager Susanna.laurens@windermere.org.au 48 Webb Street, Narre Warren, Vic 3805
I have read this document and agree to undertake the duties and responsibilities listed above. I acknowledge that: • 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 fulfil 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 ________________________
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