FINANCE CO-ORDINATOR POSITION DESCRIPTION

Position Description

Title: / Finance Co-Ordinator
Classification: / HS2
Department: / Administration
Commencement Date
Term of Individual Employment Agreement: / To be negotiated
Permanent part-time (60hrs per fortnight)
Victorian Public Health Sector (Health Professionals, Health and Administrative Officers) Multiple Enterprise Agreement 2011-2015
Date approved: / 20th October 2015
Approved by: / Chief Executive Officer

Organisational Relationships

Reports to: / Business Manager or CEO in their absence
Directly supervises: / Relieving or contract Finance Staff
Volunteers completing tasks in finance
Internal liaisons: / Executive Staff – CEO, DCS
Board Committee Members
Administration Team
All other LCH staff
Volunteers
Other providers of services
External liaisons: / With the authority of the CEO –
Staff of State, Federal and Local Government
Staff of other health services
Community organisations, groups, individuals
Clients, residents, patients and their families/carers
Contractors and suppliers to the organisation
Local or other relevant business proprietors

Position Goal

To provide the finance administration and coordination necessary to assist the organisation to meet its financial risk management and reporting obligations.

Position Purpose

To coordinate the finance administration, processing and control functions of the hospital in preparation for the accounting function. To display sound judgement in referring matters to senior staff and other staff. To provide timely, effective, efficient and well organised office systems and procedures. The position will include exposure to sensitive hospital information therefore confidentiality is expected to be preserved at all times.

Key Responsibility Areas

Organisational Responsibilities / Organisation Culture
  • To understand and adopt LCH values in all areas of responsibility with attention to consumer focus, teamwork and community orientation.
Occupational Health and Safety
  • Proactively take responsibility for your own health and safety and for the health and safety of anyone else who may be affected by your acts or omissions in the workplace
  • Understand and proactively work within Occupational Health and Safety Acts, regulations and codes of practice
Quality Management
  • Ensure all services are provided within a quality and risk management framework, with demonstrated outcomes
Risk Management
  • Ensure effective and timely risk identification, assessment, control and issue resolution processes are maintained.
Management and Control
  • Understand and take responsibility to work within the delegations of authority.

Functional Responsibilities / The Finance Co-ordinator has functional responsibility for
  1. Financial Administration –
  • Maintain General Ledger
  • Monthly balance sheet reconciliations
  • Ensure that bank accounts are reconciled on a regular basis (at least monthly)
  • Maintain Accounts Payable
  • Maintain Accounts Receivable
  • Receivables Management
  • Maintain fixed asset register
  • Maintain petty cash for finance office & nursing home
  • Weekly banking
  • Ensure sufficient cash in operating account to cover payment obligations and inform Business Manager and CEO of movements required.
  • Online banking, wages distribution and transfer of funds when required.
  • Complete PAYG and BAS returns.
  • Completion of monthly F1 to DHHS in consultation with Business Manager
  • Complete monthly aged care claim and update nursing home client information on Medicare website.
  • Review aged care payment summary for accuracy and completeness
  • Review superannuation reports from Colac Area Health and process payments.
  • Ensure AIMS data is completed by the due date.
(Acute, Aged Care and Energy Reports).
  • Review and verify payroll for accuracy prior to processing.
  • Processing all end of month procedures with the Business Manager.
  • Processing of information for the Business Manager.
  1. Finance Coordination – ensuring the monthly, quarterly and annual financial processes are scheduled and completed within the required timelines. This involves ensuring resources are allocated appropriately; systems and procedures are working efficiently and accurately.
  1. Communication – ensuring good communication is maintained with LCH staff regarding their compliance with systems and procedures in place to maintain financial controls meet timelines and improve accuracy.
  1. System Development – assisting with selection and development of viable administration systems required for timely and efficient co-ordination of administration activities and ongoing hospital/administration documentation.
  1. Relationship Building – support the Executive Staff and Business Manager in building positive relationships between the staff and community members. This involves responding to enquiries and emails that reflect agreed key messages.
  1. Document Control – establish an effective system of document control (electronic and hard copy), which meets professional standards of administration practice for public record keeping. This includes current documentation, archiving, storage and disposal.
  1. Quality and Risk Management – contribute to ongoing quality improvements in financial risk management. Support other staff to implement financial risk management strategies and continuing improvements in their area.
  1. Procedures – ensure transparent and effective procedures are in place to support the viability of the financial administration system, and to facilitate risk management and compliance
  1. Teamwork – participate in shared tasks as a member of the wider administration team. This may include participating in staff training, administration team meetings and joint quality activities.

Selection Criteria /
  • A solid understanding of accounting principles and practices.
  • A sound history of effectiveness in finance and administration roles which require a high level of organisational abilities and computer skills.
  • Experience in the development and management of finance and administration systems and meeting strict deadlines.
  • An understanding of financial risk management and compliance in a public sector environment, including audit and quality accreditation requirements.
  • Well-developed interpersonal skills, including excellent communication (verbal and written) and conflict resolution with a demonstrated ability to build positive relationships with a wide range of stakeholders.
  • Demonstrated ability to work co-operatively and collaboratively.
  • A clear understanding of the legal, ethical, and governance risks and responsibilities relevant to the position.
  • Evidence of unquestionable personal integrity and honesty.
  • Excellent personal presentation and confidence liaising with people.
  • Appreciation of the need for confidentiality in regard to the work of the organisation in relation to clients, staff and Board of Management.
  • A current Victorian Driver’s license would be necessary.
  • The appointment will be conditional upon a satisfactory Police Records check.
  • This role is subject to a 3 month probationary period.

Lorne Community Hospital reserves the right of amendment, addition or deletion to this position description as it considers necessary to serve the best interests of the organisation.

Approved:______

Chief Executive Officer

Date:______

SCHEDULE B

PRE-EXISTING INJURY DECLARATION FORM

In accordance with s.82(7)-(9) ofthe Accident Compensation Act 1985 (Vic) (“the Act”), you are required to disclose any or all pre-existing injuries, illnesses or diseases (pre-existing conditions) suffered by you which could be accelerated, exacerbated, aggravated or caused to recur or deteriorate by you performing the responsibilities associated with the employment for which you are applying with the Employer (“the employment”).

In making this disclosure, please refer to the attached position description, which includes a list of responsibilities and physical demands associated with the employment.

Where you have a pre-existing condition, consideration will be given to reasonable modification to the environment or tasks if at all possible or practicable.

Please note that, if you fail to disclose this information or if you provide false and misleading information in relation to this issue, under s.82(8) and s.82(9) of the Act you and your dependants may not be entitled to any form of workers’ compensation as a result of the recurrence, aggravation, acceleration, exacerbation or deterioration of a pre-existing condition arising out of, in the course of, or due to the nature of your employment.

Please also note that the giving of false information in relation to your application for employment with the Employer may constitute grounds for disciplinary action including termination of your contract.

EMPLOYEE DECLARATION

I,declare that:

  • I have read and understood this form and the attached position description, and have discussed the employment with the Employer. I understand the responsibilities and physical demands of the employment.
  • I acknowledge that I am required to disclose all pre-existing conditions which I believe may be affected by me undertaking the employment.
  • I acknowledge that failure to disclose this information or providing false and misleading information may result in invoking section 82(7)-(9) of the Accident Compensation Act 1985 (Vic) which may disentitle me or my dependants from receiving any workers’ compensation benefits relating to any recurrence, aggravation, acceleration, exacerbation or deterioration of any pre-existing condition which I may have arising out of, in the course of, the employment.

Please delete whichever of the following statements is NOT applicable:

  • I have suffered no prior injuries that may recur or deteriorate, accelerate or be exacerbated or aggravated by the employment.

OR

  • I have suffered the following conditions that may recur or deteriorate, accelerate or be exacerbated or aggravated by the employment.

Please list details of all pre-existing conditions

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  • I acknowledge and declare that the information provided in this form is true and correct in every particular.

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Employee SignaturePrint name of employee

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Witness SignaturePrint name of witness

Date:

Additional Comments/ Requisite Modifications (to be completed by Manager)

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K:\Finance\Accountant\2015-2016\Finance Co-Ordinator Position Description 2015.docx