CCS Personnel

You can view information around your personnel attached to your service in Office by navigating to Childcare Subsidy > Government Service Personnel.

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From this screen you are able to:

  • View, add and remove Day to Day Operations
  • View, add and remove Service contacts
  • Upload a Notification of Suitability 

If no information is showing, you need to update your details via PRODA or via contacting the CCS Helpdesk to resolve, as we are currently only showing the data provided by the government. 

 

Day to Day Operations

Providers must identify persons responsible for the day-to-day operation of a service. These people are known as ‘persons responsible at the service’. They are nominated by a person with management or control.

A person responsible for the day-to-day operation of a service work in the service, taking part in the decision-making and daily operations at the service. They are commonly managers, directors or coordinators.

Broadly, persons responsible at the service can be:

  • service directors
  • service managers
  • coordinators.

When nominated to do so by the persons with management or control of the provider, they may:

  • add and remove persons responsible for the day-to-day operation of the service and service contacts
  • authorise data submission transactions to the Child Care Subsidy System
  • notify the Department of Education of changes regarding the service for which they are responsible, excluding bank account details and cessation of operations

Adding a New Day to Day Operations Person

Navigate to Child Care Subsidy > Government Personnel > New. Here you can add in the details of the person responsible for your centre's Day to Day Operations.

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Update or Remove a Day to Day Operations Person

Once their details have been added to Office, you will be able to view the Day to Day Operations Person in Child Care Subsidy > Government Personnel.
If any changes need to be made, or if the person needs to be removed, this can be done by using the '+ Actions" menu in the top right hand corner.

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Considerations
  • Persons with Management or Control of the Provider can add, update or remove the details of all child care personnel for the provider.
  • Persons Responsible for the Day-to-Day Operation of the Service can add, update or remove the details of child care personnel for the service or services they manage.

 

Service Contact
Providers may choose to nominate a service contact. The service contact is authorised to communicate with CCS on administrative matters, like:
  • service payments
  • family payments.

Service contacts:

  • may only communicate with us on matters relating to the service for which they are the contact
  • must be registered in PRODA so that they can be linked to their service in the CCSS.

It’s not mandatory to have a service contact.

Adding a Service Contact

Navigate to Child Care Subsidy > Government Personnel > New. Here you can add in the details of the Service Contact.


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Update or Remove a Service Contact

Once their details have been added to Office, you will be able to view the Service Contact in Child Care Subsidy > Government Personnel.
If any changes need to be made, or if the person needs to be removed, this can be done by using the '+ Actions" menu in the top right hand corner.

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Background Checks
Under Family Assistance Law, providers are required to undertake certain background checks of:
  • each person who has management or control of the provider
  • each person who has responsibility for the day-to-day operation of the service

The provider must be able to provide a written record of these checks, including the evidence provided in support of the applications, at any time if requested.

A police check must be no more than six months old, and other checks no more than three months old, at the time of the application or the engagement of additional specified persons by the provider. However, new checks are not required every three or six months.

Working with children cards (where required) must always be kept current. Expired cards are unacceptable.

Checks required

A person with management or control of the provider

A person with responsibility for day- to-day operation of the service

A National Police Certificate from the state or territory police service (or an agency accredited by the Australian Criminal Intelligence Commission) no more than six months before the date of the application.

A working with children card (if required to hold one).

A National Personal Insolvency Index check performed using the Bankruptcy Register Search service provided by the Australian Financial Security Authority.

 

Evidence that the person does not appear on the banned and disqualified register held by the Australian Securities and Investments Commission.

 

A current and historical personal name extract search of the records of the Australian Securities and Investments Commission.

Suitability of Personnel
In addition, providers are required to keep the department notified of certain circumstances, including for these persons—such as if the provider is aware of any event or circumstance that may indicate the person is not a fit and proper person.

The service admin must notify the department of any events affecting or likely to affect the suitability of a Key Personnel, member of staff, or educator to provide child care. Notice must be given within 7 days. This includes if the individual:

  • is charged with or found guilty of a serious indictable offence

  • becomes bankrupt

  • has their working with children check, refused, amended or cancelled.

You can send this information through Office by navigating to Child Care Subsidy > Government Service Personnel > locate the individual > + Actions > Notification of Suitability. 

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