Vacancies

Wellington Refugees as Survivors Trust The Trust manages the Wellington Refugees as Survivors (RAS) Centre, which provides mental health services to refugees and migrants who have experienced torture or trauma. The RAS Centre is one of five agencies forming a "one-stop-shop", the Multicultural Services Centre, which support refugees and migrants. Closing date for this position is  6 August 2010.  Applications should be by email with a covering letter and CV, or posted to  PO Box 6187 Marion Sq, Wellington WELLINGTON REFUGEES AS SURVIVORS Trust (RAS)  Job Description Administrator  Organisation Background  In 1997, the Mental Health Foundation of New Zealand established, in Wellington, a mental health service for refugees who have experienced torture and trauma.  The Wellington Refugees as Survivors Trust was established in September 1997 to take over responsibility for the service. Funding for this service comes from Vote: Health.  The contract provides for specialist mental health services in the Wellington region and training/support services in other parts of its wider central region.  The Wellington Refugees as Survivors Trust is located in a “one-stop-shop” of refugee agencies, the Multicultural Services Centre (MSC).  The MSC hosts 5 other agencies besides RAS all providing services to refugees and some also to migrants. They are: Refugee Services Aotearoa NZ (Wellington region); Interpreting NZ (Wellington); Multi Cultural Learning and Support Service (MCLaSS); English Language Partners (Wellington); ChangeMakers Refugee Forum. Position description  Administrator (15 -20 hours per week; 0.4 – 0.5 FTE)  This is a fixed term part-time position and involves a variety of clerical and administrative tasks necessary for the effective functioning of the organisation.  Location/Hours:  Multicultural Services Centre - 39 Webb Street, Wellington Hours: 15-20 per week spread over 3 days: Wednesdays, Thursdays, and Fridays  Responsible to: The General Manager (GM). Functional Relationships:  RAS Clinical Manager, RAS Administrative Manager, RAS Clinical and Cross Cultural staff, RAS Board Chair and Representatives of the other MSC agencies  Position Objective The key focus of this position is designed to ensure that the GM is provided with a range of administrative support some general and some specific to ensure RAS is functioning effectively and efficiently at all times. To achieve this all other staff will receive support from this role as appropriate and as directed by the GM.  This is a new position and the specific tasks detailed below, some of which are daily, weekly or less frequently will be carried out to the satisfaction of the GM or his delegated staff member. Administrator: Wellington Refugees as Survivors Trust. Key Tasks                                                                  Performance Standards 1 Clerical and Related Duties: ·          Open, and distribute mail daily and post as needed ·         Check GM’s emails when requested ·         Maintain RAS brochures and allied material ·         Perform filing for GM and other staff as required ·         Transcribing client notes for RAS psychiatrist if required ·         “Front of house” role; ensure Counselling rooms are tidy heated/cooled as appropriate (includes waiting area). Greet clients as appropriate ·         Attend MSC OSH meetings, conduct regular checks of cleaning and office hazards ·         Attend MSC social club meetings as required. ·         RAS car, ensure it is correctly booked, maintained, in-car phone charged, incidents dealt with.   ·         Sort and post on daily basis ·         Emails checked and actioned where appropriate ·         Check each week ·         Filing kept up to date ·         Notes transcribed accurately and in a timely manner ·         Ensure RAS is always ‘client ready’ with a polite courteous culturally sensitive manner ·         Meetings attended and appropriate notes passed on to staff ·         Meetings attended and carry out social club duties as RAS representative ·         RAS car is well maintained and available to staff. Incident log maintained   2 Data processing and management:   Work with Admin Manager to maintain client database Assist Admin manager with processing of monthly reports for both DHB (Health Pac) and Min of Health (PRIMHD)  returns Input client activity reports ( as required)     Good level of competence with CMS software is demonstrated Information is collected from staff and reports are prepared Reports are accurate and timely   3 Board meetings:  Send out Board agenda, attend Board meetings to keep minutes, write up and process Board minutes Set up Board room on day of meeting – purchase food and set out, copies of Board papers as required, other tasks as agreed with the GM Organise the AGM as delegated by the GM   Board minutes produced within a week of meeting held Board meetings are held with all arrangements pre and post successfully carried out AGM successfully held and minutes kept 4 Resource Management: Information and training resources are kept in an orderly fashion and all new resourced filed correctly Training and general resources photocopied as required by all staff. The supply and maintenance of all equipment (i.e. phones, computers, office furniture etc) and deal with any problems that may arise   Order and unpack stationery and other supplies as requested     Information and training resources are efficiently organised and kept updated Staff needs for photocopying are met.   Equipment is maintain in good working order       Stationery needs are satisfied in a timely manner and at minimum cost   5 Participation in RAS Team and activities:   Participate in RAS team meetings as required by GM and take notes and distribute notes Provide appropriate assistance to staff in the Manager’s absence Provide support for those staff carrying out special projects/programmes (e.g. 1. the launch, marketing and sales of a second book to be published in 2010. e.g. 2. CALD training – market, take enrolments, book venue, catering, set up on the day/s) Massage service – (running as a pilot to Nov 2010) provide support to the massage therapist as required.       Notes of any meeting attended drafted  for GM and when approved distribute within 1-2 days of meeting Assistance provided to the satisfaction of other staff Support provided as delegated by GM, (1.specific tasks carried out for book sales and marketing to achieve targets set. 2.all pre arrangements made and support provided to the trainer on the day/s )     Support provided for as long as massage service is running   6. Funding/marketing/PR   Oversee the Angels Network – receive requests from staff; create request distribution; process replies; ensure donations get to clients. Keep accurate records Make funding applications as requested by GM RAS website is kept up to date and being improved. Ensure all funders receive reports as required by each funding agreement       Angels requests are processed in a timely and effective manner   Funding applications drafted are approved by GM and sent in on time. Website updates completed at least monthly. Funder compliance requirements always met on time with full and appropriate information/reports     Ideal Person Specification  1                    Essential Knowledge: Knowledge of clerical procedures, office systems, and applicable computer technology and web savvy Professionalism and courtesy demonstrated in interactions with staff and team members  Skills: Initiative Ability to write letters, information sheets, newsletters from briefings Experience in minute taking Ability to manage specific projects and/or activities An eye for detail and ability when producing accurate and timely reports, newsletters etc. Ability to work co-operatively within a small team Current driver’s license Attitudes: Sensitivity to, and valuing of, cultural differences and refugee experiences Understanding of the importance to team members of having efficient and user-friendly systems A well-developed self-awareness, especially concerning prejudices, confidentiality, boundary issues and support needs Willingness to carry out a wide range of tasks as required – a ‘can-do’ attitude 2          Desirable An interest in other cultures Able to speak another language other than English Some ability and experience in financial administration.

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