This document is an internal policy of YAPA. Use it to help develop your own agency's internal policies. You will have to make changes to suit your own context and any legal requirements which apply to you.
Policy
This policy outlines the administration assistance provided by YAPA to policy & project staff, and expectations of the administration tasks which policy & project will undertake.
YAPA provides the following administration support to Policy & Project staff
- Ordering office supplies and equipment such as stationary, envelopes, paper, etc.
- Ordering office amenities such as bottled water, toilet paper, cleaning items, etc.
- Maintaining office equipment such as fax and photocopier
- Financial management, including financial reports to funding bodies and the Board, budgeting and analysis, annual audits, banking and deposits and petty cash.
- Payment of bills, ie rent, paper collection, electricity, phone
- Maintaining fortnightly pays and payroll system
- Ensuring legislative and BAS requirements are met, including OH&S.
- Building and property maintenance including liaison with tradespersons
- Liaison with bank
- Liaison with insurance companies
- Liaison with cleaners
- IT support
- Computer maintenance
- Developing and maintaining database
- Developing and maintaining website
- Membership and maintenance of YAPA egroups
- Production, printing and distribution of YAPRap
- Layout and distribution of Westracks
- Distribution of YAPA Latest
- Promoting and processing YAPA membership
- Liaison with YAPA Board of Management, ie typing, photocopying and distribution of minutes, venue booking, reimbursements, organisation of AGM,
- Answering reception phone calls and forwarding / taking messages
- Development, printing and distribution of Annual Report
- Layout and distribution of fact sheets and other printed resources
- Taking bookings for training and events
- Dependent on other tasks and timeframes due for completion, Administration staff may be available to compile Survival Handbooks. This is to be negotiated via the Executive Officer.
Administration tasks resulting from policy & project work
Staff are expected to complete all other administration tasks associated with their project / role. This includes taking minutes for reference groups, answering inquiries specific to their role and keeping their own office space tidy.
Staff are also expected to undertake the following shared administration tasks
- Answer reception phone calls if reception staff are unavailable
- Answer a share of general inquiries
- Post mail & open mail if admin staff are unavailable
- Take out rubbish as required
- Help keep shared areas tidy, ie, meeting room, kitchen
- Participate in office clean up days
- Participate in YAPA State wide conferences
