4.19

Norm 19: Administrative office must be available in the organisation

4.19.1

Standards: A suitable and furnished administrative office on the premises

4.19.2

Outcome: Administrative office well equipped and in place

PROGRAMME PRACTICES:

(a)

Service provider must d ensure that the administrative office have a suitable, furnished office on the premises

(b)

Service provider must ensure that the phone at the organisation is always in a working condition

(c)

Service provider must ensure that the staff at the organisation have the record of all incidences

(d)

Service providers must ensure that there is a separate counseling room that is conducive and ensures privacy

(e)

Service provider shall inform victims about legal, medical, social, psychological services and other professional services available to them

(f)

Service provider must ensure that there is a designated smoking area

(g)

Service provider must ensure that personal belongings of staff be secured in separate lockable cupboards

(h)

Service provider must ensure that all victims should sign an indemnity form before they are been transported to various service providers or destinations

(h)

Service provider must ensure that an appropriate filing system are in place pertaining to administration

(i)

Service provider shall inform victims of the outcomes of cases where necessary

(j)

Service provider must ensure that acceptable financial practices are adhered to according to Public Finance Management Act

(k)

Service provider must ensure that an annual budget is available

(l)

Service provider must ensure that financial reports are presented quarterly to the Department of Social Development

(m)

Service provider must ensure that the official responsible for the financial management is adequately trained and qualified

(n)

Service provider must ensure that financial policy and delegation are approved by the Board of Management

(o)

Service provider must ensure that the payment of accounts and receipt of income is done in accordance with financial policy

(p)

Service provider must ensure that all external and internal audit reports are submitted and available

(q)

Service provider must ensure that monthly operational meetings / communications with staff take place and minutes are documented.

(r)

Service provider will ensure that the annual report and financial statements are submitted to the provincial head of the department of social development (health and social development where applicable) as well as to the National Department of Social Development, Directorate: Non-Profit Organisations

(s)

Service provider must ensure that finances are spent according to business plan.