JOB DESCRIPTION

Regional Finance Manager

Position Details

Position Title:Regional Financeand HR Manager

SP Code:F110 - F105

Salary Range:F110: $69,924 - $81,885 per annum ($33.62 - $39.36 per hour)

F105: $74,009 - $101,168 per annum ($35.58 - $48.63 per hour)

Note this role sits between these two bands

Location:Tauranga

Date Issued:June 2016

Our Organisation

Almost 1 in 4 New Zealanders live with impairment; however our society does not operate in a way where everyone can participate. This lack of participation can be due to a physical barrier; a barrier created by other people’s attitudes and behaviours; or by a lack of access to information. These barriers create an environment that disables people.

CCS Disability Action is an organisation that supports people of all ages, and across the diverse cultures and disabilities in Aotearoa/New Zealand society. We have a role in removing the many barriers that disable people.

CCS Disability Action builds our work around three core documents:

  • United Nations Convention on the Rights of Persons with Disabilities
  • Te Tiriti o Waitangi
  • New Zealand Disability Strategy

These documents mean we work within a human rights framework. We partner with disabled people, their families and whanau, to ensure that people

with disabilities are in the driver’s seat in their lives, have a positive and connected life, and that their local communities are more inclusive.

In our work, CCS Disability Action connects with all parts of Aotearoa/New Zealand. We recognise Maori as Tangata Whenua, and are committed to being in relationships with Hapu and Iwi so that we continue to develop our ability to support disabled Maori and their whanau.

CCS Disability Action has a regional structure with local offices. We provide disability support to over 6,500 disabled people and their families each year. We run the Mobility Parking scheme which supports over 115,000 people to more easily access their local towns and facilities.

We measure success by our ability to connect people with disabilities with the range of life opportunities that every New Zealander might reasonably expect:

  • belonging in a family or whanau
  • learning
  • having friends and relationships
  • having choices about where we live
  • having meaningful work and leisure opportunities
  • participating in the community
  • belonging culturally and spiritually in a way that has personal meaning

Our Foundation Statement

Te hunga hauā mauri mō ngā tāngata kātoa

This statement forms the foundation of our identity and means that all people have Mauri, unique life force, and that we value every person equally.

Our Vision

Including All People

CCS Disability Action has a vision that every disabled person will be included in the life of their family and community.

To achieve our vision we are taking action to make Aotearoa/New Zealand a society where everyone plays their part to include all people - family members, friends, Hapu, Iwi, educators, health workers, business people, employers, councils, Government, community agencies and the public.

Our Purpose

To strengthen communities and provide support so people with disabilities are included in the life of their family and in their community.

We Value

  • Mauri, the unique life force of each person
  • Disabled peoples’ leadership
  • The connections of family, whanau and community
  • The common ground between us and also our differences
  • The allies and partners in our work

Purpose of the Position

  • The Regional Finance Manager is responsible for the management of the financial services across the Midland region which includes Waikato, Bay of Plenty, Tairawhiti and Hawkes Bay.
  • The position is a key leadership role which includes competently managing the finance team, ensuring effective payroll services are delivered, timely and accurate financial reporting and administration occurs, supporting the Swim School toward achieving a break even result and the provision of efficient human resource support.

Strategic Pay descriptions:

  • F110: Responsible for analyzing or preparing the organisation’s accounts or working on assigned accounting projects. Undertakes either financial or management accounting duties. Typical expertise includes a relevant degree combined with accounting experience, ACA. Top finance role reporting to CEO in smaller organisations.
  • F105: Responsible for the direction and management of the financial function of the organisation. Oversees long-term financial policy and strategy. Responsible for financial operations, accounting, reporting, revenue management and investments. Directs preparation of all financial records, budgets and related reports.

S:\CCS BOP-Waikato\HR\Job Descriptions\Reg_FinanceManager_Accountant_Sep2017.doc

Reports to

General Manager, Midland Region

Staff Responsibilities

Assistant Accountants

Financial Administrators, including payroll staff

Human Resource Administrators

Swim School Manager

Functional Relationships

Regional Management Team

CCS Disability Action Staff

Regional Finance/Accountancy staff

National office staff

External Auditors

Governance (Regional Board Rep, Local Executive Committee and Local Advisory Committee)

Bank staff

Funders

Suppliers

Key Outcomes

The Regional Financeand HR Manager will implement regional accounting systems that meet relevant legislative requirements and Institute of Chartered Accountants standards.This will include implementing the recommendations of the Regional Financial Services review in a well-planned, timely, efficient and seamless manner across the region.

Requisite and requested financial information is available to the General Manager, Regional Executive Committees, Regional Management Team, National office and Auditors in an accurate and easy to understand format.

Financial forecasting and advice is provided to the General Manager, Regional Management Team and the Local Executive Committees which identifies risks to the region’s financial viability and proposes mitigation strategies.The Regional Finance and HR Manager also contributes to the regional financial planning cycle.

Key Results

Key Tasks / Performance Indicators
Cash and Investment Management:
Manage bank balances and investment accounts; liaise with bank as required; administer daily cash flow / -Funds held in the CCS Disability Action bank accounts, and investments are managed and monitored regularly, with any issues highlighted to the General Manager.
-Bank reconciliations are produced at least weeklyand appropriate actions taken to address any issues. Discrepancies are advised to the General Manager.
-Cash flow is well managed so the branches and the region can operate effectively in delivering services to disabled people and meet operational requirements
-The Regional Management Team and Local Executive Committees (LEC) are regularly informed about the state of investments, bequests or any anomalies in budgets
General Ledger:
Manage and maintain the region’s online accounting system / -A chart of accounts is accurately maintained for all branches and reports provided monthly to the General Manager for review.
-Entries to the Cash book, Accounts Receivable, Accounts Payable subsidiary modules are monitored and ensure accurate transfer to the General ledger.
-Journal entries, Accruals and Pre-payments are accurately prepared and recorded using the Accredo system.
-Supporting material justifying all entries made is filed securely as per the region’s financial procedures.
-All necessary reports are accurately produced and delivered in a timely manner.
-Support and coaching is provided to Regional Finance and Administration staff on use of the Accredo system.
In conjunction with the General Manager and Regional Management team effectively manage funding from all Government contracts.
In conjunction with the General Manager and Regional Management team effectively manage funding from and grants and public donations. / -Financial contract information is updated regularly, including contract related costs and income received.
-Invoices and supporting information is presented to funders as per their reporting and invoicing requirements.
-Contract monies are allocated to the correct cost centres
-Grant monies and tagged donations are appropriately accounted for and managed with integrity. Any issues are identified to the General Manager.
-The Regional Accountant contributes to discussions on contracts, including identifying risks and opportunities.
-Regular monitoring reports are provided to the Regional Management Team which contributes to short, mid-term and long term contract and financial planning.
Financial and Accounting functions are managed in line with the Institute of Chartered Accountants professional standards and meet all financial legislation, national organisational and contractual requirements. / -Monthly Income, Expenditure and cashflow reports are prepared, analysed and provided to the Regional Management Team and LEC’sfor review, including reporting on variances to budgets.
-Management reports and cash flows for each branch are produced by the 10thworking day of the month following
-The Audit File is prepared prior to the annual audits in September.
-Year-end accounts are completed in readiness for Annual Audit (by mid September).
-Cost Centre analysis is prepared as required.
-Accounts Receivable are reviewed monthly, and any issues advised to the General Manager.
-The Fixed Asset register and depreciation are kept up–to-date and the Asset register reviewed annually.
-The Regional Accountant contributes to development of the region’s annual Business, Quality and Risk Plan.
-Financial forecasting and trend analysis reports are prepared as required by the General Manager and / or LEC’s.
Salaries and Benefits:
The Regional Finance and HR Manager supervises the Financial Administrators to ensure the preparation, processing and payments of the regional CCS Disability Action payroll system is undertaken in a risk-averse, accurate, efficient and timely manner / -Salaries are paid on time to all CCS Disability Action regional staff as per the fortnightly pay cycle.
-The Regional Accountant advises the General Manager immediately of any risks or issues with this and assists with a mitigation strategy.
-Manual payments are paid by direct credit/cheques where necessary.
-All appropriate deductions are actioned in a timely manner.
-Leave and sick leave records are administered and maintained.
-Accident Compensation records are accurately maintained.
-Team members are assisted with all queries regarding salary, holiday entitlement etc.
-WINZ and ACC forms are completed as per legislation.
-When necessary, due to leave or for other unexpected events provide relief, for the Payroll team
Statutory Returns:
IRD reporting requirements are met in a timely accurate manner.
Charities Commission Annual Returns / -Monthly GST and PAYE returns are accurately compiled and payments made on time to IRD.
-IR 348 and IR 345 forms are completed and filed monthly with IRD.
-Charities Commission annual returns are completed in a timely and accurate manner.
Team Commitments:
Be an active participant in the Regional Management Team
Attend Local Executive Committee meetings in each Branch and provide reporting to these groups / -The Regional Accountant attends the Regional Management Team meetings and works co-operatively with team members to manage and streamline financial systems, identify and manage risks.
-Contributes to regional financial procedure development and follows these.
-Contributes to national policy development, where requested.
-Produces the required reports for the Local Executive Committees in each Branch.
-Responds in a timely and accurate manner to requests for financial information from these governance committees, in conjunction with the General Manager.
National Reporting Commitments / All quarterly, yearly and other nationally required reports are prepared and provided on time and in the format required. All reports are accurate.
Financial Risk Management / -All branch and regional financial systems operate in a manner that ensures financial risks are minimised.
-The General Manager and Regional Management Team are provided with advice on opportunities to reduce expenditure and increase income.
-The General Manager is advised of potential and actual fiscal risks as these are identified
Budget Development & Management
The Regional Finance and HR Managerwill coordinate and develop, in conjunction with the Regional Management Team and Governance, the budgets for each branch annually. / -Branch budgets developed, are timely, and reflect (as much as can be known) the true state of financial affairs of the branches and region.
Audit Management / -Appropriate liaison is carried out with the region’s nominated external financial auditor and funder’s auditors to fully meet their requirements.
-Any audit compliance issues are identified to the General Manager and Governance with proposed actions, as soon as these are identified.
-All branch Annual Reports’ fiscal documentation is accurate and meets the Annual Report timeframe.
Manage the Regional Finance Team / -The Regional Finance and HR Managerprovides supervision and advice to the Finance team staff,and oversees their work.
-The Regional Finance and HR Managerprovides supervision and advice to the Swim School Manager.
-Provides opportunities for professional development to the Finance team
-Provides training to the Assistant Accountant to be back up to the Regional Accountant
-Finance staff have adequate back up in place to ensure cover is available for leave and exceptional events.
-Undertakes an Annual Performance Review with direct reports as per the HR policies and employment procedures.
-Manages any issues in supervising the Finance team/Swim School Manager as per the organisation’s HR policies and procedures.
Professional and Organisational Standards: / -Is familiar with and adheres to all CCS Disability Action policies, procedures and guidelines.
-Is up-to-date with legislative and accounting standards impacting the finance team roles and the financial accountability of the region.
Professional Development and Ongoing Learning: / -Attends, participates in and seeks training and professional development opportunities.
-Demonstrates a desire to learn and grow within the job.
-Is open to peer and supervisor mentoring and feedback, and responds positively to opportunities to improve performance.
Other: / -Undertakes any specific projects as delegated by the General Manager within agreed timeframes.

Person Specification

Qualifications/Experience Knowledge and Skills required:

  • A minimum of five years’ accountancy experience;
  • Be a qualified accountant and member of the Institute of Chartered Accountants;
  • Have current knowledge of all legislative requirements for non-profit organisations;
  • Proven IT skills with experience in Microsoft office especially excel and in financial systems –Accredo and IMS an advantage;
  • Have experience working in an NGO or service delivery organisation;
  • Have an understanding of the disability sector and ability to relate to people with disabilities in a positive affirming manner;
  • Have staff management experience with the ability to be a team player and a willingness to be hands on;
  • Exceptional communication skills at all levels;
  • High integrity and openness with a commitment to support good governance.

Competencies

1.Interpersonal skills

To interact with others in a way that shows understanding of and respect for their feelings and concerns. The ability to listen deeply, think about the effects of what they do and being able to change their behaviour to accommodate the needs of others when this is appropriate. Builds and sustains positive relationships with people we support, families and whanau, colleagues and networks.

It also involves the ability to present a point of view in a way likely to lead to productive outcomes, anticipating and minimising unnecessary conflict, and identifying and using opportunities for resolution.

2.Communication skills (oral and written)

The ability to express thoughts and ideas clearly and effectively, to a range of different audiences, in a variety of formal and informal situations. It includes the ability to relate to people from diverse backgrounds including people with disabilities and people from different cultural backgrounds in a way that recognises and respects their background or culture.

Excellent written communication skills, including the development of plans, reviews, reports and individual notes

3.Team Approach

An enthusiasm for working co-operatively with others and building consensus to achieve results.

This implies a flexible approach and a willingness to carry out tasks not normally part of their own role, in order to achieve organisational objectives. It also implies a willingness to make a contribution beyond their own particular role and responsibility when this is in the best interests of the organisation.

4.Service focus

Understanding of the importance of the people we support, their families and whanau, our support staff and the wider community to the organisation and the work we do and the ability to reflect this in all aspects of their work.

5.Commitment to Te Tiriti o Waitangi

Understanding of the position of Maori as Tangata Whenua and their individual and collective aspirations. Commitment to Te Tiriti o Waitangi and understanding of the implications ofte Tiriti for all aspects of the operation of CCS Disability Action.

Knowledge of and respect for local Kawa and Te Reo, and the ability to conduct oneself appropriately in a Maori cultural setting.

6.Disability Rights

Is familiar with the UN Convention on the Rights of Persons with Disabilities, the NZ Disability Strategy and the Health and Disability Commissioners Code of Rights. Illustrates commitment to disability rights and disabled leadership. Contributes to the organisation’s development of a rights based approach.

7.Self management

Personal ability to identify what needs to be done and to organise and motivate self to do it.

This includes proactively identifying potential opportunities or problems and initiating action to address these, as well as being prepared to tackle areas outside their immediate experience or skill level. Utilises supervision and training to enhance quality practice.

Takes personal responsibility for managing a workload to produce quality work and meet deadlines, including when multi tasking and managing competing priorities. Self management also requires excellent time management skills and approaching work with a positive focus on objectives, so that they are able to adjust their approach as requirements change and cope with setbacks while behaving appropriately at all times.