Program Coordinator Facilitator Position Description Final

POSITION DESCRIPTION
Position Title:
Reports to:
Department:
Location:
Hours per week:
Salary Band:
Prepared by:
Date:
Contract Term
1.0
Program Co-ordinator/Facilitator
Operations Manager
Community Services
164 – 180 Kings Way South Melbourne
38 hours per week
SCHCADS Award Paypoint Level 6.1-6.3
Operations Manager, Louise Daniel
April 2015
1 year
Organisational Overview
YWCA Victoria is a community NFP organisation that improves the lives of women by ending
inequality. Operating in a community development framework and across three sites, we
provide a range of community services and accommodation for women and their families, as
well as advocacy and membership services. Please see www.ywca.net for further
information.
2.0
Position Summary
The Program Coordinator/Facilitator will be responsible to identify, develop and promote
opportunities for the YWCA Victoria to continue to be a leader and provider of quality and
accessible programs for women.
The position has primary responsibility for implementation and delivery of YWCA Vic
community programs and funder reporting and accountability including the co-ordination of
the Asista mentoring program.
The Asista program has been running successfully since 1998 and was developed by YWCA
Victoria to meet the needs of young women who are clients of Department of Human
Services (DHS) in the Northern and Western Metro Regions of Melbourne. The funding
provides an allocation of twenty young women matched to twenty mentors.
Young women choose to participate in the Asista program which is one of a range of
supports and interventions available to child protection clients. Advertising campaigns are
run several times per year to attract potential mentors into the program. Mentors are
rigorously screened and trained to equip them with the skills and confidence to support and
provide a positive role model for the young women referred to the program. Mentors and
mentees meet regularly to participate in fun activities and outings that build trust and
supports for the young person.
The Program Co-ordinator will be responsible to ensure the highest standards in programme
delivery are maintained through participation and monitoring of ongoing accreditation
requirements.
3.0
Responsibilities
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The position has following key responsibilities as listed:
 Plan, develop, review, maintain, coordinate and deliver YWCA Victoria
programs
 Ensure all reporting requirements are addressed and met
 Successful recruitment, screening, training and support of volunteer mentors;
 Maintaining successful matches between mentors and mentees;
 Liaise with external stakeholders
3.1 Plan, develop, review, maintain, coordinate and deliver YWCA Victoria programs
including;
 Explore funding opportunities for programs that will educate, empower and
support women in Victoria
 Develop grant applications and be responsible for monitoring the project
milestones
 Coordination and delivery of YWCA programs including ACFE Learn local
programs, ensuring quality service is delivered within budget
3.2 Ensure all reporting requirements are addressed and met including;
 Prepare reports for DHS and relevant funding bodies and ensuring that grants
are acquitted in a timely manner
 Completion of ACFE data entry requirements are met and all reporting and
accountability work that supports YWCA programs are completed within
timeframes
Regular progress report for Operations Manager and updating of Database,
case file management and program reporting;
 Participation and monitoring of any and ongoing accreditation requirements
3.3 Successful recruitment, screening, training and support of volunteer mentors for the
program including:
 Coordinating and delivering volunteer recruitment and training programs,
including group and individual training;
 Mentor supervision and support - including volunteer support and provision of
supervision of the mentee/ mentor matches; and
 Promoting the program where appropriate including program development
3.4 Maintaining successful matches between mentors and mentees including;

Production of a regular Newsletter to mentors and mentees;

Provide support through the use of brokerage funds as budgeted;
3.5 Liaise with external stakeholders including;
 Liaise with relevant external support workers, community workers and family
members; and
 Ensure that DHS protocols and procedures are followed by DHS staff,
community workers, family members, mentors and mentees
 Liaise with external stakeholders in order to support good communication that
builds trust, transparency and respect with YWCA partners
 Involvement in team meetings; and
 Other duties as directed by Operations Manager
4 Key Accountabilities
The key performance indicators (major accountabilities) are as follows:
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ACCOUNTABILITIES
PERFORMANCE INDICATORS
Plan, develop, review, maintain, coordinate and
facilitate YWCA Victoria programs
1.Research, identify of funding and
partner
opportunities that support YWCA’s strategic
plan
2. Coordinate program delivery ensuring quality
of service within budget
3. Facilitate and deliver programs preparing A
Frames for ACFE approval as required.
Ensure all reporting requirements are
addressed and met within the required
timeframes
3. Ensure all reporting requirements are met
4. Ensure all data entry requirements are met
5. Ensure all KPI and targets are met as
agreed in supervision
Successful recruitment, screening, training and
support of volunteer mentors
6. Ensure all Asista program KPI’s are met;
Match and support 20 mentors and Mentees
per annum;
Provide monthly support/supervision to each
mentor
Provide quarterly training to mentors
Provide information sessions to new volunteer
mentors as required
7. Ensure all KPI’s are met for any future
mentoring program offered by the YWCA
Victoria
Liaise with external stakeholders
8. Ensure DHS protocols and procedures are
followed by DHS staff, external stakeholders,
mentors and mentees
9. Ensure open and honest communication
with all external stakeholders and partners
5 Relationships
The following internal and external relationships are important to this role.
Internal
YWCA team members;
Operations Manager;
CEO
External
Young women
All mentors
All mentees
DHS staff
Agency networks
6 Competencies
The following competencies (personal, management and technical) are required to be
successful in this role.
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YWCA Victoria’s Core Competencies



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Commitment to:
o provide excellent service to all residents and service users;
o regularly attend the workplace;
o demonstrating initiative and striving for perfection;
o implement policies and procedures, including Occupational Health and
Safety requirements; and
o Work towards YWCA Victoria’s goals and objectives.
Teamwork by:
o Working together to achieve Resident and service users outcomes;
o Asking team members if they need assistance;
o Accepting team members for who they are and being honest if
something is wrong;
o Asking for assistance if you require it; and
o Being willing to go the extra mile for the residents and company.
Communication needs to be:
o Open and honest;
o Regular discussion with all team members;
o Respectful to all those people you work with;
o Confident to raise issues with team members; and
o Clear so that residents and service users understand their rights and
responsibilities.
Cultural Awareness to ensure:
o Residents are comfortable dealing with you;
o Respect to all people that you are dealing with;
o Empathy for the circumstance that others find themselves in; and
o Appropriate to ensure that residents and service users are treated with
dignity and respect.
7 Qualifications and Key Selection Criteria
Selection Criteria:
Essential Qualifications and Experience:
 Qualification in social work or a related discipline or extensive experience
relevant to this position
 Certificate 1V in Training and Assessment
 Proven experience working with the target group including high risk young
women
 Proven experience in community work including understanding the role of a
volunteer
 Demonstrated level of knowledge, understanding, and requirements of the
planning, development, promotion and delivery of community programs
 Demonstrated experience in participation of accreditation and any related
compliance requirements
 Knowledge of the range of services required by young people with support
needs
 Knowledge of the Department of Human Services high risk register criteria
 Knowledge of ACFE funding
 Knowledge of the Child Protection System or Foster Care System in Victoria
 A current Victorian Driver’s License
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

Police Check
Working with Children’s Check
Desirable
 Ability to coordinate and deliver relevant training and support structures for
volunteers;
 Ability to work in partnership with a range of individuals, government departments
and community groups;
 Proven advocacy, communication, liaison and negotiation skills with a broad
range of individuals and organisations;
 Experience in providing formal supervision in individual and group settings,
including crisis management;
 High level communication skills with an ability to communicate at all levels;
 Capacity to work independently as well as a part of a team; and
 Computer literate in Microsoft Office suite
8 Verification
This section verifies that the position holder and the manager have read the attached
position description and are satisfied that it accurately describes the position.
Position Holder
CEO/Manager
Name
Name
Signature
Signature
Date
Date
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