Southern District Support Association
Position Title: Transport Manager Position No: SDSA013
Section: Section.01: Client Services Team
Award: SCSE Award Level 4
Full-time Position – 37.5hrs per/wk
Position Reports To: SDSA Coordinator
Position Supervisors: Part-time Drivers
Volunteer Drivers
Vehicle Detailer
Indirect Working Relationship: Director
Service Managers/Supervisors
Social and Community Services Employees (SCSE) Level Characteristics
Employee works under general direction in functions that require the application of skills and knowledge appropriate to the work. Generally guidelines and work procedures are established.
General features of this level require the application of knowledge and skills which are gained through qualifications and/or previous experience in a discipline. Employees will be expected to contribute knowledge in establishing procedures in the appropriate work-related field. In addition, employees at this level may be required to supervise various functions within a work area or activities of a complex nature.
Positions may involve a range of work functions which could contain a substantial component of supervision. Employees may also be required to provide specialist expertise or advice in their relevant discipline. Work at this level requires a sound knowledge of program, activity, operational policy or service aspects of the work performed with a function or a number of work areas.
Employees require skills in managing time, setting priorities, planning and organising their own work and that of lower classified staff and/or volunteers where supervision is a component of the position, to achieve specific objectives. Employees will be expected to set outcomes and further develop work methods where general work procedures are not defined.
Position Summary
The Transport Manager’s primary objectives is to provide direct service provision to new and existing clients accessing HACC services through Southern Districts Support Association (SDSA). The Transport Manager must have a sound understanding of HACC policy, guidelines and standards in respect to the provision of services to agency clients.
The Transport Manager will ensure that clients receive coordinated, holistic services that are based on the Wellness Approach. Transport services will be planned, efficient and accountable to the client’s needs. This position requires the manager to organise appropriate transport so our clients can access medical and other appointments. The position also requires the manager to implement a strategy to maintain all vehicles in good condition.
Primary Outcomes & Accountabilities
Responsibilities include but are not limited to:
Duties
The Transport Manager’s duties as agreed with the Coordinator:
1. Client Management
• Manage all aspects of SDSA’s Transport Department including direct client services, staff and volunteers, department budget and statistical requirements.
• Arrange Transport support as and when requested by the client; and within SDSA capacity to provide the support requested. Ensuring support is provided by staff and volunteers as outlined in the clients care plan.
• Monitor Client wellbeing and provide feedback to Coordinator.
• Assist in ensuring that a high quality and accountable service is provided to clients.
• Maintain appropriate and accurate client documentation according to the HACC standards.
• Ensure the collection and updating of client data e.g. MDS recording is carried out in accordance with HACC requirements.
2. SDSA Group Program Transport
• Be able to work alongside specific program managers and assist with the organising and delivery of transport to clients accessing these programs. Programs include senior daycentre program, social outing groups on the weekends in the evenings for young adults with disabilities, shopping groups and other similar programs run by the agency.
• Assist group and program managers with arranging drivers for these programs.
• The Transport Manager is to liaise with the relevant group managers to discuss all vehicle and client transport needs.
3. Vehicle Administration and Maintenance
• Ensuring agency vehicles are regularly cleaned – inside and outside.
• Ensure that agency vehicles are regularly checked; and serviced as required, arranging prompt repairs or replacement of any defective vehicle parts.
• Assist with the changeover of agency vehicles, ensuring all new vehicles suit agency and client needs. This also includes providing input with funding applications.
• Maintain computer records and files for recording of vehicle data as required.
• Make available vehicles for group programs as and when required by relevant managers.
• Ensure all maintenance required on vehicles is correctly reported, and repairs organised.
• Be responsible for notifying the Coordinator when equipment or maintenance is required.
4. Transport Administration
• Maintain a Transport roster board showing individually booked transport for a two (2) week period.
• Be available in the office to discuss pending and completed transport jobs with staff and volunteers. This work/social interaction is important with volunteers, as it helps to develop and promote long term commitment from them.
• Assist in ensuring that a quality, safe and accountable Transport Service is provided to SDSA clients.
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5. Staff and Volunteer Management
• Recruit and interview potential volunteers. Provide ongoing training in the relevant competencies and OSH skills in relation to the service type.
• Allocate Transport jobs to suitable volunteers and staff, and provide instructions and paperwork to them on the work they have been allocated.
• Produce a quarterly Transport Newsletter to be distributed amongst staff and volunteers who use agency vehicles.
• Monitor staff and volunteers to ensure they are fulfilling their duties outlined in their position description.
• Conduct annual performance reviews for staff and volunteers.
• Ensure that regular meetings are held with staff and volunteers to discuss service delivery and other concerns.
6. Communication
• When approached by the Assessment and Review Team, discuss any new referrals and advise if and when a service could be provided. Call client with results of interview and if a service is to be provided, a commencement date. A letter and relevant assessment paperwork to be posted out thereafter.
• Refer any requests by existing clients for extra services or changes to services to the Coordinator.
• Meet with Coordinator as scheduled to discuss client support hours, service needs and other client issues that may arise; along with staff/volunteer concerns and vehicle issues.
• Assist with data collection, collation and entry into a computerized data management system and the compilation of statistical reports as required by the funding authorities.
• Maintain Transport service excel spreadsheets and other recording documentation.
• Provide scheduled reports to Management Committee – to be approved by Coordinator.
7. Training
• Attend orientation and induction training within 1 month of commencement.
• Attend client specific training as required.
• Attend scheduled training sessions.
• Attend compulsory training to maintain competency as required for this position.
• Participation in ongoing professional development on needs basis.
8. Policies and Procedures
• To work within the guidelines of SDSA Policies and Procedures.
• Ensure all policies and guidelines relating to HACC National Service Standards and client/carer service delivery and support are met.
9. Occupational Safety and Health
• Be familiar with emergency procedures to ensure client, volunteer and staff safety.
• Administer first aid in the case of accidents, and follow instruction set out on client Emergency Medical Record forms.
• Report all accidents, incidents and hazards to SDSA. Fill out documentation.
• Ensure Occupational Safety and Health standards are maintained in agency vehicles and on sites and that any OSH concerns are reported and processed.
• Monitor the use of equipment and promote a safe environment.
• Ensure all OSH checks are carried out on vehicles and records kept as required by SDSA. Occupational Safety and Health regulations also apply to the operating condition of our vehicles.
10. General
• Assist with the effective and efficient running of the agency services on a day to day basis.
• Promotion of agency services.
• Assist in liaising with other health/community workers as necessary.
• Participate in agency and services Continuous Improvement process and assist with maintaining required documentation.
• Other duties as requested by the Coordinator.
KNOWLEDGE, SKILLS & EXPERIENCE
Essential Criteria
• Demonstrated level of experience relevant to the position; (i.e. be familiar with HACC policies, procedures and Wellness documentation relating to HACC eligible clients).
• Experience using the HACC Needs Identification Form (HNI).
• Well developed communication (written, verbal and listening) and interpersonal skills to develop effective relationships, promote services and resolve client issues.
• Demonstrated decisions making and problem solving skills to innovatively implement client service provision and providing quality care.
• A demonstrated empathetic and flexible approach to manage the sensitivities of client and volunteer/staff issues.
• Computer literacy in word processing, spreadsheets, and calendar management software in order to prepare corresponding and effective documentation.
• The ability to work within a team environment in order to contribute to business and organisational objectives.
• Demonstrated time management and organisational skills to effectively plan and priorities work tasks.
• Willingness to participate in SDSA procedures, e.g. relevant in-service training, staff appraisal and complete relevant documentation.
• Current Senior First Aid certificate.
• Ability to respect the Christian ethos of the Association.
• A current WA motor vehicle licence is required - ‘F & C’ class and own vehicle.
• National Police Clearance essential.
• Hold a minimum of Certificate IV in Human Services (Aged Care or Disability) or be prepared to obtain same within an 18 month period. SDSA will consider applicants with equivalent level of expertise and experience to undertake the range of activities required.
Desirable Criteria
• Familiarity with computerized data management systems;
• Knowledge of community resources
Additional Information:
JOB Ref No: TMFT0103
This position will commence in March 2010 – date to be confirmed.
Full-time contract – Monday and Friday.
Work hours are 8.30am to 4.30pm @ 7.5 hrs per day (includes 1/2hr lunchbreak) working hours can be adjusted to suite transport needs during the week.
Pro rata sick leave, holiday pay with 17.5% leave loading and other on costs apply.
Salary Sacrificing available after successful completion of 3 months probationary period.
The commencement salary is $26.41p/h.
For additional information refer to our website www.sdsa.info or email Susan at susan@sdsa.info
Applicants must demonstrate they are able to undertake the inherent responsibilities of the position as contained in the position description and are able to meet the individual points in the Essential (Selection) Criteria.
Selection Criteria, Applications and Resume to be emailed to susan@sdsa.info
Or posted to:
Susan McLachlan
Southern Districts Support Association
PO Box 200
Kelmscott WA 6991
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