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POSITION DESCRIPTION POSITION TITLE:
Team Leader – 38 Hours per week
CLASSIFICATION:
Band 6
DIVISION:
Client Services
PROGRAM:
Victim Assistance and Counselling Program
LOCATION:
Narre Warren, as well as work performed at the request of the agency at any Windermere site
TENURE:
30 June 2015
DATE:
1 July 2013
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, individuals and families that are struggling with extreme issues such as physical, emotional and sexual abuse, neglect, family breakdown, suicide, unemployment, lack of housing, drug addiction, the affects (victims) of crime, and caring for loved ones with a disability and their families. Our range of services and programs include: Counselling; for individuals and families Family Violence Counselling; for children and adults Disability Support Services; for those living with severe disabilities Early intervention services for children with developmental delays Integrated Family Services; for parents and carers who are affected by the family’s capacity to function 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 at risk of homelessness Family day care; provides quality home based childcare. Children are cared for by experienced qualified family day care educators in family day care homes. Communities for Children In-Home Child Care: for families needing care in their own home V-2934001:1© Windermere Child and Family Services Inc N:\Corporate Services\Human Resources\General\Position Description\VAP\Team Leader July 2013 - Final.doc Page 1 Date Doc Created: 16/05/2007 5/07/2013, 10:28 AM
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 100, we provide services from nine locations in the southern metropolitan region with major centres at Narre Warren, Cranbourne, Pakenham, Berwick, Hampton and Officer. The VACP program in addition is located at Morwell and Bairnsdale in Gippsland. The area in which we work encompasses 10 municipalities and a population of around 1.2 million people.
2. OUR MISSION AND VALUES Windermere improves wellbeing in children, families and communities by helping to realize their potential, building resilience and connecting people to the community. The following values help us achieve this mission: Leading with courage Striving to make a difference Recognising and building on people’s strengths Being learning focused Working together through caring partnerships Encouraging people to seek meaningful connections Equality of access
3. POSITION OBJECTIVES, KEY PERFORMANCE MEASURES
RESULT
AREAS,
RESPONSIBILITIES
and
A Team Leader within the Victim Assistance Program will:
Assist in the efficient and effective operation of the program Provide leadership, support, case direction and motivation to staff Work positively, openly and constructively with staff Work to ensure a positive, respectful and harmonious work environment Provide formal fortnightly supervision to program case workers Provide a tailored service to meet the individual needs of victims of violent crime Assist victims to effectively manage the damaging consequences of violent crime Through assistance to minimize secondary victimization Provide a high quality holistic service that meets the practical, physical, emotional and psychological needs of victims Prepare victims for and support them in navigating the various components of the criminal justice system Establish and maintain strong working relationships with other agencies within the justice system and relevant community services to assist the delivery of a seamless service to victims Develop individual care plans focusing on the healing and recovery of victims from the impact and effects of violent crime, in the process assisting them to manage the short and longer term consequences Provide this service in accordance with relevant legislation and the Victims Charter Act 2006 Provide this service in accordance with the Service Standards; Program Guidelines and Practice Manual for Victim Support Services in Victim V-2934001:1© Windermere Child and Family Services Inc N:\Corporate Services\Human Resources\General\Position Description\VAP\Team Leader July 2013 - Final.doc
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Objectives – Key Result Areas
To assist the VACP leadership team in coordinating the resources of the program; including supervision of staff, in order to meet the goals and targets of the program
Responsibilities
Supervisory responsibility for a minimum of 4 staff Provide support to staff and ensure staff have sufficient formal supervision to meet their needs, providing regular formal and informal feedback on their performance Create a positive, supportive work environment Implement clear lines of communication so that all staff have a common understanding of processes and expectations Identify staff training needs and develop individual programs to address those needs Assist staff to develop and maintain agreed and balanced work plans on a daily and weekly basis, supporting to manage their time efficiently Conduct 6 weekly, 3 and 6 monthly and annual performance appraisals in conjunction with Manager reviewing performance on a regular basis and identify training needs as necessary. Review team position descriptions as required, in conjunction with the Manager Ensure issues of concern or nonperformance are addressed in a timely manner, discussing these issues with and supporting staff to address any concerns, and improve performance as appropriate To attend for fortnightly supervision and other leadership meetings as scheduled Assist in the recruitment processes as required Induct & train new VACP staff in Windermere policies and procedures; including VACP policy & procedures
Performance Measures
Case Management
Ensure staff under supervision work according to Service Standards, Program Guidelines and Practice Manual for Victim Support Services in Victoria Provide rostered Intake and
All staff to have documented Supervision sessions on a fortnightly basis in line with Windermere Supervision Policy To work collaboratively with all team members To inform staff of relevant information within 3 days in a consistent, clear and appropriate manner ( expectations as in Code of Conduct) Develop training programs and monitor progress towards learning goals in consultation with all supervised staff To actively contribute to Planning and other team development days All performance reviews to be conducted and completed on time as per policy Review Position Description in conjunction with staff during performance reviews and appraisals To develop protocols, procedures and TOR for Peer/Reflection sessions To work collaboratively with the VACP leadership team to ensure a united approach to leadership All staff issues of concern are to be reported to the VACP Manager within 1 business day in order to address and for the purpose of resolving the issues and documented accordingly 100% attendance for all scheduled supervision and additional meetings Recruitment and Selection to be conducted in accordance agencies policies and guidelines To be an interviewer when recruiting for staff All staff are inducted and adequately trained in Windermere policies and procedures Effective team performance meeting key result areas Complete intake and assessment paperwork within 3 business days Case plans drawn up as discussed with client, subject to regular monitoring and review
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Assessment processes Provide psychological first aid and debriefing of clients as required Provide emotional, and practical support in a timely manner Link victims with community resources, Centrelink, and other agencies Assist and support clients as required Attend relevant appointments with clients including medical and legal Utilize brokerage to purchase goods and services as identified in care plan
Community Education
Team Responsibilities
Design and implement relevant training programs in relation to the needs of victims of crime Seek opportunities to inform community agencies of VACP Assist in the development of an annual community education plan Research current literature in relation to the impact of violent crime on individuals, families and community
Display leadership, initiative, openness, honesty, genuineness and transparency within the team environment
Administration
Undertake required Administrative Tasks as required Ensure appropriate planning, review and allocation of resources for service delivery Prepare monthly reports for VACP Manager A leading contributor to Team
95% of client appointments kept Case notes entered within 3 business days Allocated clients contacted within 1 business day of referral Initial appointment within one week of contact or at client’s discretion Phone calls returned within 1 business day Provide Intake as per rostered duty Provide Outreach services in response to client preference and at nominated sites Provide consistent information in relation to the criminal justice system, VOCAT and other legal processes Liaise with other service providers including psychologists Assist in the development and upkeep of VACP Resource file and VACP service systems Work with VACP leadership team to develop training programs Deliver 3 training programs to community agencies in 12 months Prepare all material 3 weeks prior to delivery of training 3 presentations in relation to the VACP program within 12 months Provide a minimum of 3 recent research papers within 12 month for discussion at team meetings
Practice respectful and professional behaviour within the work environment (code of conduct) Actively contribute to team meetings and planning days Contribute to the positive culture and spirit of the VACP team, work environment and to Windermere Lead by example at all times
All data entered as per performance measurements outline above Contribute to the review, development and implementation of procedures and systems within this program Workforce leave absences are
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Meeting Agendas Delegated responsibility to approve timesheets and leave requests – final approval by manager
Program and Agency Profiling
Assist in identifying/developing networks and professional relationship with other service providers to raise the profile of the program Ensure a commitment to service provision that values and encourages diversity in language, culture, religion and intellectual and physical ability Contribute to the development of organizational strategic and service plans, and quality management Explore, in conjunction with the Manager, funding sources, partnerships or additional program ideas that could enhance the current service provision to increase positive outcomes for clients Assist in the evaluation of programs/intervention implemented by VACP to increase positive outcomes for clients
To 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, and ensure Team does the same
A committed employee operating within the Code of Conduct, Code of Ethics, Human Resource policies and procedures and OH+S responsibilities.
To 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
100% attendance at performance reviews and compulsory training.
Completion of on line induction with set timeframes.
Exhibit workplace practice, actions and behaviours in line
Work inline with Windermere’s organizational expectations and directives in relation to policies and procedures and the agencies mission, vision and values.
managed effectively to ensure seamless service delivery To ensure all changes to program have been effectively communicated with and in place by case mangers Monthly reports delivered within 3 business days and discussed at supervision Provide items for Agenda, five working days prior to Team meeting
Work within the Windermere Well-
Attend a minimum of one external network meeting per quarter Ensure that staff are adequately equipped to service the clients demographic diversity Actively participate in Program and Organisational Development which may include program representation on internal agency committees Contribute to the review of service specific policies, protocols/procedures annually To actively read and be kept up to date with legislation and procedures related to the program
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being Framework in accordance with the principles of Appreciative Inquiry and the Strengths Based Approach.
Contribute to or participate in Continuous Quality Improvement (CQI) activities of the agency, and will implement CQI strategies into their work practices
Meet the challenges of change as it occurs within the service and agency.
To attend compulsory training courses set by the agency and the immediate supervisor
To actively assess, manage and where possible mitigate workplace risk including (OH+S), client related risk, reputation risk and personal risk.
with Windermere’s Framework.
Well-being
Ensure work practices are not in contravention to Windermere’s Continuous Quality Improvement principles.
To positively embrace and adopt change as it occurs.
To ensure made so compulsory attended.
To report risk to the appropriate Windermere personnel and utilize current risk management tools and procedures available.
arrangements are that 100% of courses are
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.
4. JUDGEMENT & DECISION MAKING The incumbent is expected to work at a high level without direct supervision and receives clear direction in the day to day functioning of their program. It is expected that objective judgements 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 either 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 Ability to engender trust of others Ability to role model positively Self-confident and able to set appropriate personal boundaries V-2934001:1© Windermere Child and Family Services Inc N:\Corporate Services\Human Resources\General\Position Description\VAP\Team Leader July 2013 - Final.doc
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Mediation and conflict resolution skills The ability to receive positive criticism, reflect and modify leadership style accordingly Ability to work as part of a team at all levels of the agency Strong leadership skills
6. ORGANISATIONAL RELATIONSHIPS Line Manager:
VACP and Housing Manager
Supervises:
VACP Case Managers
Internal Relationships:
Windermere’s VACP team and all Windermere employees
External Relationships:
Police, courts and tribunals, counselors, solicitors, community agencies, Victim Support Agency personnel
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Windermere’s Organisational Structure This position is within the VACP Program
Risk & Compliance Committee
Board of Governance
Finance & Audit Committee
Executive Committee
CEO
Quality Improvement
Corporate Services
Client Services
Business Development & Special Projects
Housing and Victims of Crime Program
Disability Services
Communities For Children
Counselling Services
Integrated Family Services
Child Care Services
Early Childhood Development Services
OnTrack
Property and Administration
Human Resources
Finance/ Accounts and Payroll
Information Technology
Community Partnerships and Marketing
7. KEY SELECTION CRITERIA
Tertiary qualifications, in social work, social welfare or relevant equivalent Minimum of 5 years supervisory experience within the community sector Minimum of 3 years experience in a leadership role
Self Discipline Able to maintain a consistent and appropriate pattern of behaviour under pressure Able to recognize and control inappropriate emotions during a situation or interaction Able to recognize own limitations and works with others to ensure plans are achieved Self Confidence Is trusting of own abilities, listens to and considers criticism and instructions and able to reflect on their actions in a balanced manner. Seeks feedback as appropriate
Relationship Building and leadership Capacity to lead and motivate staff to work as a team and the ability to manage conflict and other sensitive matters Ability to take direction and give direction, where appropriate V-2934001:1© Windermere Child and Family Services Inc N:\Corporate Services\Human Resources\General\Position Description\VAP\Team Leader July 2013 - Final.doc Page 8 Date Doc Created: 16/05/2007 5/07/2013, 10:28 AM
Able to establish and maintain positive relationships at all levels Able to promote harmony within the team and diplomatic when dealing with disagreements Able to build and maintain partnerships with other service providers Display consistency in actions, values and communication
Team Work Cooperates and works well with others to achieve team goals Able to collaborate and share information and knowledge Demonstrates consideration, concern and respect for others Works well with different working styles and in open plan environment Problem Solving Ability to consider issues from different perspectives, gather information and identify, propose and implement agreed solutions Ability to operate effectively in a changing environment Verbal and written communication Exceptional written and verbal communication skills. Able to maintain client files and utilize databases and other computer programs Planning and Organizing Possess competent work organization and time management skills. Able to set priorities and work within Service Standards, Program Guidelines and Practice Manual within appropriate timelines. Ability to work under pressure, managing competing demands Additional Criteria An evidence based understanding of the impact of violent crime on the individual, families and community Excellent knowledge of the complexities and variable contexts of violence Thorough awareness of the needs of people from diverse background and cultures Demonstrated intake and assessment skills Exceptional case management skills Thorough knowledge of the Victorian Justice system 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.
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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 (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. 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. V-2934001:1© Windermere Child and Family Services Inc N:\Corporate Services\Human Resources\General\Position Description\VAP\Team Leader July 2013 - Final.doc Page 10 Date Doc Created: 16/05/2007 5/07/2013, 10:28 AM
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. 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.
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:
19 July 2013
For further information about Windermere, please visit www.windermere.org.au Please send your application to: Jo Willatts and Aaron Stinson jo.willatts@mcarthur.com.au, aaron.stinson@mcarthur.com.au PH: 9828 6565
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. V-2934001:1© Windermere Child and Family Services Inc N:\Corporate Services\Human Resources\General\Position Description\VAP\Team Leader July 2013 - Final.doc Page 11 Date Doc Created: 16/05/2007 5/07/2013, 10:28 AM
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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