DIVISION: FAMILY & COMMUNITY SERVICES
LOCATION: CAMBERWELL
REPORTS TO: Business Manager, Family & Community Services
SUPERVISES: Nil
PRIMARY OBJECTIVE OF DIVISION:
The Family & Community Services Division provides innovative quality services across the continuum of care to individuals, children and families who have complex social and emotional needs. Operating across Tasmania and within the Northern and Western suburbs of Melbourne, our services address and respond to vulnerable and disadvantaged people in our community by delivering a range of integrated and accessible services. The Division has seven key operational areas; family services, out of home care, disability, early years, youth services, mental health and asylum seeker support.
PRIMARY OBJECTIVE OF POSITION:
The Contract Management Administrator position will take direct responsibility for the administration of the Division’s contract management framework, which involves:-
the monitoring, recording and filing of current and future Funding and Service Agreements with external funding bodies and any associated variations and correspondence applicable to these agreements. the monitoring, recording and filing of current and future MOUs, Alliance Partner funding agreements
and Service Provider agreements entered into by the Division.
the implementation of supplier risk assessments in accordance with the Division’s policy the preparation, issue, monitoring, renewal, recording and filing of Supplier service agreements. the maintenance of a legal document database
the maintenance of a current Contract Register the maintenance of a current Supplier Register
The Contract Management Administrator will work with all members of the Division to ensure that administrative processes and systems relating to contract management are working effectively and that there is an ongoing adherence to the policy and procedures that relate to the Division’s contract management framework. The Contract Management Administrator will liaise with external suppliers in order to ensure that their service agreement with the Division is executed and that the associated currency of insurances, police checks and working with children checks are valid.
PERSON SPECIFICATION QUALIFICATIONS Desirable
ATTRIBUTES, APTITUDES AND COMPETENCIES Essential
An understanding of office procedures and record keeping together with good organisational and planning skills
Effective written and verbal communication skills and the ability to record accurate information into registers. Competency in the use of office computer systems and specifically in the use of Microsoft Outlook, Word and
Sharepoint.
The ability to work as a team member.
Desirable
The ability to work autonomously A positive and flexible approach
EXPERIENCE Essential
Experience in providing customer support and service in person and via telephone. Experience in providing administrative support in an office environment
Comprehensive administration skills
Desirable
Previous employment experience in the health/aged care, not for profit, community services sector.
Experience in an administrative role, involving database management, contractual documentation and record keeping in paper and electronic formats.
ORGANISATIONAL ENVIRONMENT
Baptcare’s Vision: Caring communities for all.
Baptcare’s Mission: Excellence in Christian care for Individuals, Families and the Community.
Baptcare’s core values are: 1. Respect:
We value the inherent dignity and equality of all people regardless of their circumstances.
Reporting Relationships
The Contract Management Administrator reports to the Business Manager, Family & Community Services but will assist all members of the Family & Community Services team as required.
POSITION DETAILS
Key Result Area Expected Outcomes Performance Indicators
1. Legal Document database and Contract Register
Legal Document database is
maintained for the Division, which holds electronic copies of all legal documents involving the Division.
All legal documentation, together
with associated correspondence is filed into the relevant folders within the legal document database.
Contract Register is maintained for
the Division which identifies all current legal agreements and provides a link to relevant
documentation stored in the Legal Document database.
Legal Document database is current and
accurate.
Contract Register is current and
accurate.
Accurate electronic links are maintained
from the Contract Register to the Legal Document database folders.
Paper files held are referenced
according to the Contract Register entry.
2. Supplier Risk
Assessments All active Suppliers are risk assessed according to the Division’s protocols.
All active Suppliers are categorised in
accordance with the Division’s risk assessment protocol and criteria.
3. Supplier Service Agreements
All Suppliers categorised as
requiring a Suppler Service Agreement, have been provided with such an agreement for signature.
All signed agreements are
recorded in the Supplier Register and filed for reference in paper and electronic form.
Agreement dates are monitored for
expiry and agreements are renewed with suppliers as necessary
Expiry dates of related insurance
cover requirements, police checks
A signed Supplier Service Agreement
received from the relevant Suppliers.
Agreements are renewed as necessary
and suppliers deemed “Not Active” if agreements or related insurance cover, police checks, or working with children checks have expired.
Supplier Service Agreements due to
expire are followed up with the Supplier for renewal.
Suppliers who refuse to sign a Supplier
Service Agreement are escalated to the Business Manager, Family &
Community Services to deliberate and decide the outcome.
the Legal Document database.
Any variations identified are
promptly notified to the Business Manager, Family & Community Services.
6. Alliance Partner
Funding Agreements All current Funding agreements with Alliance Partners are monitored for variations.
Any variations to the agreements
are recorded for reference in paper and electronic form and added to the Legal Document database.
Legal Document database contains
current Alliance Partner Funding Agreement documentation.
7. Administrative support
All requests for administrative
support relating to this contract management role are completed within the agreed or acceptable timeframe.
Administrative support requests are
handled in a required/timely manner
DECLARATION
My position description has been explained in detail and I understand and accept the responsibilities and authority as outlined.
Name:……….……….. Baptcare representative:……….……….
Please Print Please Print
Signature:………..……..…… Signature:……….
