Position Description

Position Description

Personal Assistant – CFO/Company Secretary

Unit/Branch/Group:

Executive Management Team

Position Type: Fulltime

Classification:

Reports to: CFO

Roles reporting to this one:  Nil Review Date: March 2014 Location: Wollongong GM Approval:

Primary Objective: The Personal Assistant is responsible for supporting the Chief Financial Officer in efficiently overseeing all aspects of the reporting and financial management of Peoplecare Health Insurance to ensure the achievement of business objectives as agreed by the Board of Directors. This role will also support the Company Secretary by providing administrative support for this important governance role and also provide support in other executive and management areas as well as provide Executive Assistant relief when required.

KEY RESPONSIBILITIES

Responsibility

Activities

Performance Measures

Chief Financial Officer/Company Secretary

 Diary Management – Chief Financial Officer

(CFO)

 Coordinate Travel arrangements (flights /

accommodation etc) for the CFO and broader finance group

 Maintenance of Contracts / Legal documents

(both electronic & paper files)

 Provide administrative support to CFO

 Provide administrative assistance to the Business

Reporting team to ensure report requests are actioned and when required, follow up on outstanding requests

 Assist in monthly update of business KPI’s for

inclusion into regular management and board reporting. Compile the Finance report for inclusion into Board and Committee papers.

 Assist with meeting preparation and planning

and provide project management support as required

 Assist Finance Group by:

o Provide backup support for employee credit

card expense processing including following up any queries or seeking additional

information that may be required.

o Provide backup support in the accounts

payable and accounts receivable finance functions.

Collations of monthly FBT records and follow up any queries with relevant staff.

Assist with other finance related task as directed by the CFO.

 All administrative functions are performed in a timely

and accurate manner.

 All information remains private and confidential

 Reporting timeframes are achieved.

 Successful and accurate completion of payroll

processing and ensuring all staff are paid by the agreed date.

Responsibility

Activities

Performance Measures

 Manage the compliance register within the

performance planning system e.g. add additional compliance tasks; follow up on outstanding compliance items etc

 Prepare fortnightly staff / Director payroll

including entry into the Micropay payroll system, generating reports, set-up EFT file, update superannuation payment records for payment, processing Bpay payments for superannuation contributions, preparing pay and

superannuation journals and processing of ESP staff requests

 Management of PHIAC extranet as well as

circulation of PHIAC Circulars and other documents as required.

 Assist the CFO with ASIC filings and maintaining

updated Director details.

 Co-ordination of finance group quarterly

morning teas, team lunches or dinners as required

 Update of the Business Continuity Plan with new

starter information, collation of emergency contact information from ESP in April each year and update the Business Continuity Plan. Prepare PDF copy of Business Continuity Plan as requested by Management

 Peoplecare AGM (including proxy count, event

organisation, RSVP collection, vote tracking, AGM attendance & minute taking)

 RBHS AGM (including RSVP collection, vote

tracking and AGM attendance)

 Professional Membership renewal for directors

and Executives (Peoplecare and RBHS) when they fall due

Payroll  Prepare fortnightly staff / Director payroll including entry into the Micropay payroll system, generating reports, set-up EFT file, update superannuation payment records for payment, processing Bpay payments for superannuation contributions, preparing pay and

superannuation journals and processing of ESP staff requests

EA Relief  Act in the EA relief role when the EA is on leave

 Assist with EA responsibilities in periods of high work flow which may include any of the following tasks:

 Back up for creation of Board Papers in

Board Pad for Peoplecare, NHBA and RBHS as well as creation of PDF and printed / bound copies for NHBA Directors)

 Back up to take minutes for NHBA Board and

Committee meetings (as per Board Calendar)

 Back up to take minutes for Peoplecare

Board & Committee Meetings (as per Board Calendar)

 Back up to take minutes for RBHS Board and

Committee meetings (as per Board Calendar)

 Provide BoardPad support to Directors and

Executives.

 Act as BoardPad Administrator



accommodation etc) for all staff in periods of high workflow



Executive meeting and PET management meeting in periods of high workflow.

Responsibility

Activities

Performance Measures

HR Administration  Preparation of Staff Incentive Scheme payment

spreadsheet and staff letters each quarter for Head of People & Culture review prior to CEO approval.

 Assist with other payroll related HR administration

tasks as required.

 Complete work items by the required date

Teamwork  As a member of the Management Team, assist

Peoplecare to develop a business oriented culture based on initiative, innovation, cost effectiveness and exceptional customer service.

 Recommendations and feedback are provided in a

timely manner to the CEO and relevant Managers.

Projects /Self Development  Undertake improvement based project work as assigned by Management from time to time.

 Undertake a proactive involvement in self

development and action plans outlined from individual performance review.

 Business requirements are met as a result of

successful project implementation.

 Projects are completed on time as per project plan.

 Positive progress is made toward personal

 Financial approval as per delegations policy.

 Daily service delivery

 Contribution to changes to policies and procedures.

 Reporting deliverables.

 Process improvements.

 Adherence and compliance to policies and procedures.

Key Working Relationships

INTERNAL EXTERNAL

 CEO, CFO/Company Secretary & Executive

Management Team

 Board of Directors – Peoplecare, NHBA & RBHS

 Management Team

 Support Groups (Finance, IT, Marketing)

 Members

 Third party providers (i.e. travel, function

bookings etc)

 Peer organisations

Selection Criteria

Essential

Desirable

 Minimum 3- 5 years of experience as a Personal Assistant

 Minimum 3-5 years providing support to a Board of Directors

.

 Experience in the processing of payroll and associated tasks

Skills

Attributes

 Advanced MS Outlook. Word, Powerpoint and Excel.

 Adobe Acrobat (desired)

 Well developed organisational and time management abilities

 Negotiation & decision making skills

 Excellent communication and presentation skills (verbal &

written)

 Well developed interpersonal acumen

 Payroll (desired)

 Accounts Payable

 Maintains confidentiality and privacy of business and member information

at all times

 Strong attention to detail

 Ability to prioritise

 Is flexible and is able to work outside of business hours at times if required