Business Services Coordinator (Area)

Position Description

BUSINESS SERVICES COORDINATOR (AREA)

BUSINESS SUPPORT

Job number:
Business area: / West Coast
Location: / Greymouth
Reports to: / Area Manager – West Coast
Version date: / May 2017

Organisation context

Fire and Emergency New Zealand is a Crown Entity established on 1 July 2017 under the Fire and Emergency Services Act 2017. The role of our new organisation is to reduce unwanted fires, respond to structural and vegetation fires and other emergencies including motor vehicle crashes, medical emergencies, hazardous substance related incidents, natural disasters and support increased community resilience.

Our new, unified organisation provides a fire and emergency service that delivers for communities, and the firefighters who serve them, now and in the future.

Position context and purpose

The Business Services Coordinators Team is responsible for implementing and supporting NHQ processes at the regional and area levels. The team provides support regarding finance and ICT processes and general administration at the area level.

The purpose of the Business Services Coordinators (Area) role is to provide general and financial administration support to their area. The incumbent will be responsible for maintaining quality administration systems and delivering administration support of a high standard within agreed timeframes.

Scope of job

Financial delegations: / Expenditure $0
Capital Assets $0
Staff responsibility: / Direct employees: 0
Number of indirect employees: 0

Key accountabilities & deliverables

The job holder is responsible for delivering results in the following areas:

·  Providing general administrative and clerical support which includes but is not limited to receptionist duties, word processing, filing and spreadsheet work

·  Processing of all accounts receivable/payable invoices, purchase orders, committals and cost centre journals

·  Managing the petty cash process including accurate record keeping and reconciliations and banking

·  Analysing the operating statement to determine explanation for variances

·  Co-ordinating information for CAPEX and OPEX budgets

·  Maintaining stationery supplies

·  Completing of tasks and data entry into SMS

·  Co-ordinating and scheduling meetings/appointments/functions/conferences including invitations, agenda, venue, catering, travel arrangements and document distribution prior to meeting

·  Recording minutes of meetings in line with the agenda and distributing these to interested parties

·  Arranging travel and accommodation as required for other staff members

·  Organising inwards and outwards mail, courier and freight requirements

·  Development and production of reports to support business planning and management reporting

·  Maintaining and updating databases and intranet sites

·  Assisting volunteer brigades with business and financial planning and reporting

·  Preparation of charges for incidence attendance

·  Co-ordinating servicing for office equipment such as photocopier, facsimile, scanner and printers

·  Ensuring quality customer service is given to external and internal customers

·  Developing and maintaining of an administration business process manual

·  Working with management to improve administration systems and procedures in line with Business Excellence principles

·  Processing long service and good conduct applications and medals

·  Information distribution to the team and production of newsletters

·  Undertaking other duties consistent with the position as may be directed from time to time by the Area Manager

Safety, Health & Wellbeing - responsibilities

·  Taking responsibility for their own safety, health and wellbeing and for their colleagues and others they work alongside, as far as they are able

·  Following policies, training and guidelines related to safety, health and wellbeing, including reporting of injury and near miss events.

Key relationships

Internal / External
·  Regional Management Team
·  Region and Area staff
·  Volunteer personnel
·  NHQ staff / ·  Suppliers

Qualifications, attributes and experience

Suitable candidates will possess the following skills/attributes:

Essential

·  Experience in a relevant position

·  Fully competent in the MS suite of applications

·  Proven knowledge of modern office administration procedures and current best practice

·  Experience and knowledge of accounts receivable and payable, financial reporting and budget processes

·  Experience in the use of an accounting package

·  Sound communication skills, both verbal and written

·  Understands the need to see the 'big picture' and recognises how relationships and processes fit within it

·  Ability to work as an effective and collaborative team member

Desirable

·  Tertiary study towards a finance or business diploma/degree