Conferences Secretary - Home Visitation Program

Job No: SVDP870
Location: East St. Kilda

 

The St Vincent de Paul Society Victoria is currently seeking a motivated Conference Secretary to support the Home Visitation Program. The Conference Secretary is a role essential to the effective functioning of the Home Visitation Program. Home Visitation provides support and material aide to people in their own home. We visit in pairs and two visit teams per week operate within our Conference. The Secretary laisses directly with Conference members involved in the home visits. The Secretary also manages all the data and material aide requests associated with home visits.Administering the data performs an essential quality assurance role for the Conference. It is fundamentally a role that can be performed from home on your computer with high levels of support available to enable you to undertake the job.  

 

To join our team, you will have:

  • Computer literacy including the ability to manage data bases.
  • Ability to take minutes meetings.
  • Ability to attend a monthly Conference meeting.
  • Live locally

 

Your role will consist of the following:

  • Running the affairs of the Conference.
  • Organising the monthly meetings, taking minutes & disseminating minutes (via email & post for those who don’t have email)
  • Preparing the weekly visit lists for visiting teams
    • Sorting the callers by address to make it easier for visiting teams
    • Appending case notes to individual cases if required visit lists based on discussions held at the meeting
    • Prepare the visit kit for visiting team to collect on day of visit – printed hard copy of the final list, food vouchers, clothing vouchers, sorry-we-missed-you cards
  • Updating the database with visitation noted from visiting teams
  • Preparing furniture vouchers for any furniture requests, scanning them and emailing them to material aid centre for processing.
  • Sending white goods request to supplier for processing
  • Scanning supporting documents and emailing them to Treasurer for payment of any client requests (eg utility bills, rent, school fees etc.)
  • Maintaining the food & clothing voucher stock, including voucher balances held by members
  • Ordering for clothing gift cards, furniture booklets
  • Maintaining a tracker for furniture requests sent and reconciling with invoices received
  • Sending quarterly returns of visit statistics to central office
  • Submitting annual audit reports / declarations to central office
  • Liaising with call centre on No More Assistance lists, call volumes restrictions, visit closure dates and any general instructions to the call centre
  • Maintaining the conference guide for members, updating any change in process or new service being offered
  • Attend monthly meeting 2nd Tuesday of the month 1930hrs – 2100h, no meeting Dec. or Jan.

 

At the St Vincent de Paul Society we value commitment, compassion, respect, integrity, empathy, advocacy and courage.  Along with our wide network of over 12,000 volunteers, we provide practical welfare support, advocacy and friendship for the most vulnerable members of our community. Key services of ours include Vinnies Shops; Vinnies Soup Vans; Compeer support for people experiencing mental illness; home visitation; youth programs; assistance for asylum seekers and refugees; education and tutoring; and a range of other volunteer-run initiatives that assist people in need.

The St Vincent de Paul Society in Australia has more than 60,000 volunteers. Internationally, the Society operates in 149 countries and has over 950,000 volunteers. To find out more visit vinnies.org.au.

Vinnies changes lives every day

If making a difference in your local community is important to you and you meet our essential requirements we can’t wait to hear from you! Please send us your updated CV and a cover letter that tells us a little more about you and why you would be perfect for the role. 

 

 

 St Vincent de Paul Society Victoria is proactive in supporting child safety.

 

We value diversity and aim to build an inclusive environment that champions, embraces and respects differences.

We support and encourage applications from Aboriginal and Torres Strait Islander people, and people of all abilities, cultures, sexual orientations, and gender identities and expressions.

 

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