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HRD000110/2000Government of Western AustraliaDepartment of Corrective ServicesJob Description FormDepartment of Corrective Services PurposeTo provide a safe, secure and decent corrective services which contribute to community safety and reducedoffenders’ involvement in the justice systemPosition TitleAdministration OfficerEffective Date Position Number LevelJuly 2009 Generic (011136) 3Division Directorate BranchCommunity & Youth Justice Youth Justice Services VariousDivisional OutcomesReduce offending, protection of the community, and guidance of offenders towards the adoption of law abidinglifestylesEffective business systems and services that support the Departments successDirectorate OutputsYoung people who offend managed in the communityYoung people who offend managed in custodyPrevention & Diversion ServicesIntervention ServicesVictim Services•Branch OutputsYouth Justice Services is a multi-disciplinary team working to provide an evidence based responsive service toyoung people and their families when they come into contact with the youth justice system. It aims to reduceantisocial behaviour, strengthen interagency partnerships and prevent likelihood of further escalation throughthe youth justice system.Role Of This PositionThe Administrative Officer is primarily responsible for the provision of administration and resource managementsupport to the Centre/Region Manager and for the effective co-ordination and supervision of administrationservices within the Centre/Region. The role involves preparation of the Centre/Region budget, in conjunctionwith the Manager, monitoring of expenditure and responsibility for a broad range of human, financial andphysical resource functions. The officer is also responsible for the monitoring of document and IT standardsand the provision of some IT training and support.Page 1 of 5

Position TitleAdministration OfficerEffective Date Position Number LevelJuly 2009 Generic 3Branch Division DirectorateCommunity & Youth Justice Youth Justice Services VariousResponsibilities Of This Position1. Leadership• Provides direction and support to achieve the outcomes of clerical and administration team.• Ensures effective two way communication between management and staff.2. Policy and Procedures• Implements and ensures compliance with organisational procedures.3. Financial Management• In consultation with the Manager, prepares the annual budget estimates for the Centre/Region.• Monitors the monthly budget expenditure and cash flows, and reports to the Manager on an ongoingbasis.• Arranges payment of all accounts and ensures that they are in accordance with purchase orders.4. People Management• Supervises daily work activity of clerical and administration staff.• Responsible for day to day supervision including performance, staff development and induction of newstaff.• Provides on the job training for all members of the team.5. Resource Management• Ensures that human resource, asset management, purchasing and facilities management practiceswithin the Centre/Region are consistent with relevant legislation and corporate policies, practices andprocedures.• Provides support to the Manager on all human resource issues including:• updating of JDFs• maintenance of leave rosters• administration of advertisement, recruitment and selection processes• liaison with Human Resources Branch on staff issues• provision of human resources advice to Manager and staff• Responsible for day-to-day purchasing, management and disposition of physical resources withinlegislative and corporate requirements.6. Information and Knowledge Management• Researches and prepares correspondence on behalf of the manager• Ensures the maintenance of filing and records systems for appropriate document control and retrieval• Provides IT support, trains staff and acts as IT Liaison Officer for the Centre/Region7. Cultural Change• Creates a team environment that supports a positive and innovative organisational culture.8. Continuous Improvement• Identifies and implements opportunities for continuous improvement within the team.Page 2 of 5

Position TitleAdministration OfficerEffective Date Position Number LevelJuly 2009 Generic 3Division Directorate BranchCommunity & Youth Justice Youth Justice Services VariousSkills, Knowledge, Behaviours and QualificationsFor purpose of training etc.SKILLSResource ManagementThe ability to coordinate the use of allocated human, financial and physical resources effectively for the team.Information and Knowledge ManagementThe ability to use, record and store information and knowledge effectively to achieve outcomesTeam Building and Maintaining RelationshipsThe ability to participate in, lead and facilitate a work group and to manage effective workplace relationships.Priority Setting and DelegationThe ability to set and meet work priorities and delegate appropriately within a team to achieve outcomes withintimeframes.Monitoring and ReportingThe ability to monitor and report the effective use of resources towards the achievement of outcomes and incompliance with policies and standards.Problem SolvingThe ability to develop effective solutions to identified problems at operational level to achieve positiveoutcomes.InterpretationThe ability to interpret and apply legislation.CommunicationEffective written, oral and interpersonal communicationKNOWLEDGEKnowledge of financial and accounting principles and of the requirements of the FAA Act.Knowledge of human resources and personnel practices within a Government environmentPage 3 of 5

Position TitleAdministration OfficerEffective Date Position Number LevelJuly 2009 Generic 3Division Directorate BranchCommunity & Youth Justice Youth Justice Services VariousWork Related RequirementsThe work related requirements to be addressed in the application are stated in the Application Package.The following work related requirements may be assessed at different stages of the selection process.ESSENTIALSkillsResource ManagementThe ability to coordinate the use of allocated human, financial and physical resources effectively for the team.Team Building and Maintaining RelationshipsThe ability to participate in, lead and facilitate a work group and to manage effective workplace relationships.Priority Setting and DelegationThe ability to set and meet work priorities and delegate appropriately within a team to achieve outcomes withintimeframes.Problem SolvingThe ability to develop effective solutions to identified problems at operational level to achieve positiveoutcomes.CommunicationEffective written, oral and interpersonal communicationInformation and Knowledge ManagementThe ability to use, record and store information and knowledge effectively to achieve outcomesKnowledgeKnowledge of financial and accounting principlesKnowledge of human resources and personnel practicesDESIRABLEKnowledgeKnowledge of human resources and personnel practices within a Government environment.Knowledge of the Financial Administration and Audit Act.Page 4 of 5

Position TitleAdministration OfficerEffective Date Position Number LevelJuly 2009 Generic 3Division Directorate BranchCommunity & Youth Justice Youth Justice Services VariousReporting RelationshipsTitleClassificationDirectorLevel 8TitleResponsible ToManager (Youth Justice Centre)ClassificationLevel 7Other offices reporting to this officeTitle and Classification:Team Leader L6 VariousAboriginal Team Advisor L6Youth Justice Officer Relief L4 VariousResponsible ToTHIS OFFICEOffices under direct responsibilityTitle Classification Number of FTEs Supervised and controlledClerical Officer VariousL1LOCATION AND ACCOMMODATIONState location. If accommodation is available give details such asdepartment/G.E.H.A., free/rental, etc.ALLOWANCES/SPECIAL CONDITIONSState allowances and conditions applicable.LOCATIONACCOMMODATIONCertificationThe details contained in this document are an accurate statement of the duties, responsibilities and other requirements of the position.Delegated AuthoritySignatureDatePage 5 of 5