POSITION DESCRIPTION Administrator Waiapu Kids Te Hapara Whānau Aroha - Anglican Care Waiapu
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POSITION DESCRIPTION
Administrator
Waiapu Kids Te Hapara Whānau Aroha
Anglican Care Waiapu
OUR VISION Fulfilled Lives, Connected Communities
OUR PURPOSE Anglican Care Waiapu is the social services arm of the Anglican
diocese of Waiapu, partnering with our parishes and communities to
nurture lasting transformation
OUR MISSION Living the gospel through loving service
VALUES The values that drive our organisational culture and behaviour:
Value Behaviour
Vitality We bring energy to our work, trying new things and embracing fresh thinking. We
are committed to the wellbeing of our clients and our staff.
Integrity We do what we say we will and hold ourselves accountable. We demonstrate
courage in speaking up when we need to.
Compassion We show kindness, patience, and a willingness to help others.
Respect We show respect for the individuals we work with and for. We demonstrate
humility in our relationships and reject prejudice. We believe everyone deserves a
fair go.Position: Administrator
Location: Waiapu Kids Te Hapara site
Date: February 2021
The Organisation:
Anglican Care Waiapu (ACW) is the social services arm of the Anglican Diocese of Waiapu. We have
services in Bay of Plenty, Tairāwhiti, and Hawke’s Bay. We support tamariki, whānau, and
communities with our family, early childhood education, grief counselling services, and day centres
for older people.
Coverage: This is a permanent position
Position reports to: ECE Centre Manager
Responsible for: N/A
Other Relationships:
Internal External
Chief Executive Officer Anglican Care Waiapu Local Organisations
General Centre Manager Operations Trades people/suppliers
Centre Managers Ecumenical Services
General Centre Manager People & Culture Ministry of Education
Financial Controller Ministry of Social Development (WINZ)/OSCAR
Health & Safety Advisor
HR Administrator
Other Anglican Waiapu Staff
Parish staff
Family/Whānau
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PD – AdministratorJob Purpose:
This role sits within the Early Childhood Service and is responsible for:
• Administrative tasks and providing administration support to the Managers at Waiapu
Kids and Te Hapara Family Services
• Administering the APT Child Management System recording child related data and
producing reports as required.
• Maximize and manage child enrolments on APT, with reference to the MOE Funding
Handbook, MOE Regulations, Work and Income procedures and protocols.
• Managing debtors and collating creditors’ invoices and have them approved for
payment before sending to the Napier office.
• Advise on office functions as they relate to the delivery of a successful Early Childhood
Centre.
• Administering the EXESS database system for Te Hapara Family Services.
The following role accountabilities may evolve with organisational change and there may be
additional duties relevant to this position that will be required to be performed from time to time.
PRINCIPLE STANDARDS OF MEASURE/EXPECTATION
ACCOUNTABILITIES
Leadership • Ensure the organisational vision, mission, values and principles are
demonstrated in behavior and decision making.
• Support Anglican Care Waiapu and Centre philosophy.
• Support Anglican Care Waiapu’s distinct Christian character.
Administration • Carrying out financial administration tasks.
Financial/Operations • Child administration duties for Waiapu Kids Te Hapara & Te Hapara
Family Services.
• Administration of APT ECE database for Waiapu Kids and ensure
safety of the data is stored.
• Administration of EXESS database for Te Hapara Family Services and
ensure confidentiality & safety of the data is stored.
• Providing documentation and projections as directed including
tracking equity funding and other compliance requirements and
accurate waitlist/booking data as to optimize child license space.
• Weekly & monthly WINZ administration for Waiapu Kids, monitor and
advise on subsidies and benefit claims to and payments from WINZ.
• Compile and prepare all early childhood (EC) service accounts for
approval for payment, ensure accurate financial records are
maintained.
• Attend to banking as directed by the Centre Manager.
• Reconciliation and coding of accounts payable and petty cash.
• Debtor control for Waiapu Kids.
• Compliance management of ECE 20 Free hours to the benefit of the
Centre and parents.
• Assist the Centre Manager with reporting duties as required for
Ministry of Education.
• Management and whānau advocacy of Work and Income.
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PD – AdministratorPRINCIPLE STANDARDS OF MEASURE/EXPECTATION
ACCOUNTABILITIES
• Support Centre Manager to providing documentation for annual
financial reporting.
• Assist Centre Manager to prepare annual budgets.
General Administration • Prepare documentation and information for compliances for the
Centre Manager to sign-off and distributed as directed.
• General reception duties including client enquiries.
• Collation and data input of staffing rosters for Waiapu Kids.
• Minute taking as required.
• Ordering resources, stock, stationary, forms, pamphlets, brochures.
• Preparing newsletters for regular communication with
parents/whanau.
• Prepare templates and/or teaching resources as required.
• Assist with Centre initiatives to engage parents.
• Prepare, maintain and update staffing roster data in APT, and
relevant documentation for St Georges.
• Maintain asset & key registers.
Health and Safety • Health and safety procedures are adhered to and the Health and
Safety in Employment Act complied with.
• Take reasonable care of own health & safety.
• Take reasonable care that own behavior does not adversely affect the
health and safety of others.
• Ensure all accidents, incidents are reported accurately and promptly
to the Centre Manager.
• Assist with hazard identification and control of hazards as necessary.
• Report all unsafe conditions or hazards without delay.
• Comply with reasonable instructions.
• Keep work area tidy
• Participate in health and safety matters, meetings or consultations.
• Participate in rehabilitation program if injured.
• Assist with administering health and safety reports/systems at the
site.
• Ensure organisations Child Protection Policy is known and adhered to
Other • Working collaboratively and supporting collegially all personnel to
enable organised and calm operation of day to day delivery.
• Displaying manaaki & aroha to parents, whānau and all other visitors.
• Attending and participating actively in required service meetings and
follow up required actions and outcomes in a timely manner.
• Undertaking professional development and in-service training as
discussed with and directed by the Centre Manager.
• Support the centre with transportation duties as required.
• As requested by Centre Manager, when required, provide hands on
support to teachers on the floor at Waiapu Kids Te Hapara.
• All duties and behaviour is conducted in line with Anglican Care
Waiapu Values, Policies and Procedures.
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PD – AdministratorPRINCIPLE STANDARDS OF MEASURE/EXPECTATION
ACCOUNTABILITIES
• Flexibility and willingness to perform a variety of tasks is
demonstrated.
• Assist other team members within Anglican Care Waiapu wherever
practical to achieve organisational objectives.
• Other duties as required.
QUALIFICATION, SKILLS, KNOWLEDGE & ATTRIBUTES REQUIRED
• Experienced in APT Child management System or other management systems preferred
• Excellent skills Microsoft Office
• Sound understanding of budgets & finance
• Excellent written and oral communication skills
• Previous administration experience
• Experience with tamariki
• A fun professional approach- able to relate with children and parents and whānau
• Excellent relationship & team building skills
• Proactive self-starter
• Effective planning ability
• Tenacity to achieve results in a demanding environment
• Strong service ethic
• Proven creative problem solving
• Management and client relationship skills
Date Effective: __________________
This position description may be required to be changed from time to time by Management as the
requirements of the organisation changes. The employee agrees that the contents of their position
description may be amended, added to, or varied from time to time by the employer, after
consultation with the employee.
Declaration:
Signed:___________________________________ Date:_______________
(Employee)
Signed:___________________________________ Date:_______________
(Employer - {Enter Name and Title}
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