Position Description (District)

Role title: Finance Graduate (Graduate Programme)

Reports to:Department Manager

Directorate:Corporate

Location:Dunedin

Contract:Individual Employee Contract ($38,000 p.a)

Role of the District Health Board
Our Vision:
  • Better Health, Better Lives, Whanau Ora.
Our Mission:
  • We work in partnership with people and communities to achieve their optimum health and wellbeing.
  • We seek excellence through a culture of learning, enquiry, service and caring.
Our Values:
Kind
Manaakitanga / Looking after our people: we respect and support each other. Our hospitality and kindness foster better care.
Open
Pono / Being sincere: we listen, hear and communicate openly and honestly. Treat people how they would like to be treated.
Positive
Whaiwhakaaro / Best action: we are thoughtful, bring a positive attitude and are always looking to do things better.
Community
Whanaungatanga / As family: we are genuine, nurture and maintain relationships to promote and build on all the strengths in our community.
Our Statutory Purpose:
  • To improve, promote and protect the health of our population.
  • Promote the integration of health services across primary and secondary care services.
  • Seek the optimum arrangement for the most effective and efficient delivery of health services.
  • Promote effective care or support for those in need of personal health or disability support services.
  • Promote the inclusion and participation in society and the independence of people with disabilities.
  • Reduce health disparities by improving health outcomes for Maori and other population groups.
  • Foster community participation in health improvement, and in planning for the provision of, and changes to the provision of services.
  • Uphold the ethical and quality standards expected of us and to exhibit a sense of social and environmental responsibility.

Purpose of the Role
  • To provide financial insight, administration, project and accounting support to the Financial Services within the Southern DHB.
  • To continue to develop skills and knowledge across the financial services to further advance personal strengths and experience

Organisational Competencies
Customer Focus / Is dedicated to meeting the expectations and requirements of internal and external customers; gets first hand customer information and uses it for improvements in products and services; acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect.
Integrity and Trust / Is widely trusted; is seen as a direct, truthful individual; can present the unvarnished truth in an appropriate and helpful manner; keeps confidences; admits mistakes; doesn’t misrepresent him/herself for personal gain.
Drive for Results / Can be counted on to exceed goals successfully; Is constantly and consistently one of the top performers; very bottom line oriented; steadfastly pushes self and others for results.
Managing Diversity / Manages all kinds and classes of people equitably; deals effectively with all races, nationalities, cultures, disabilities, ages and both sexes; hires variety and diversity without regard to class; supports equal and fair treatment and opportunity for all.
Role Specific Competencies
Planning / Accurately scopes out length and difficulty of tasks and projects; sets objectives and goals; breaks down work into the process steps; develops schedules and task/people assignments; anticipates and adjusts for problems and roadblocks; measures performance against goals; evaluates results.
Interpersonal Savvy / Relates well to all kinds of people – up, down, and sideways, inside and outside the organisation; builds appropriate rapport; builds constructive and effective relationships; uses diplomacy and tact; can defuse even high-tension situations comfortably.
Priority Setting / Spends his/her time and the time of others on what's important; quickly zeros in on the critical few and puts the trivial many aside; can quickly sense what will help or hinder accomplishing a goal; eliminates roadblocks; creates focus.
Key Relationships
Internal
Southern DHB staff
Clinical Product Coordinators
Catalogue Administrator
Procurement
Supply
Finance / External
Vendors & Suppliers
Onelink
DHB Patients and customers
SDHB staff
Shared services (health Alliance, PHARMAC etc)
Accident Compensation Corporation
Government Departments
Banks and Credit Unions
Union Organisers and delegates
Dunedin School of Medicine
Ministry of Health
Auditors
Internal Audit
Suppliers
Taxation and Financial Consultants
Other DHB’s
Knowledge, Experience and Skills required
Work Experience / Qualifications
  • Degree in Finance (Accounting Major or minor required) Essential
  • Experience working in a customer services role, an office environment or a health facility would be beneficial
Skills / Knowledge
  • Negotiation skills may be an advantage
  • Logical approach to problem solving and processes
  • Can perform tasks and assignments which require a proficiency in the understanding and interpretation of the rules, regulations, processes and techniques for a specific area
  • Accuracy with numbers
  • Excellent computer skills, including knowledge of Microsoft Word, Excel and Outlook (e-mail).
  • Evidence of good literacy and numeracy skills.
  • Excellent written and verbal communication skills
  • Ability to work well in a team and foster good interpersonal relationship
  • High standard of interpersonal communication skills, including written and verbal
Personal Attributes
  • Able to demonstrate the SDHB values: “Kind, Open, Positive, Community”
  • Need to be confident dealing with a wide range of people
  • Ability to be customer focused
  • Naturally goal orientated
  • Ability to organise and prioritise a busy work schedule
  • High levels of honesty, integrity and confidentiality
  • Good attention to detail
  • Be innovative and self- motivated
  • Ability to organise an effective work schedule
  • High levels of honesty, integrity and confidentiality
  • Ability to understand and follow written or verbal instructions
  • Willing to support and assist other staff as required
  • Respect the privacy of individuals when dealing with personal information
  • Be well presented and enjoy working in a front line role
  • Ability to cope under pressure

Key Accountabilities / Deliverables / Success Measures
Individual and team performance
Participate in and contribute to the functioning of the team.
Establish and maintain an effective working relationship with other staff.
Assist other staff when required, and provide relief cover to team members on leave as directed by the manager.
Maintain a current desk file.
Maintain a high standard of integrity and work ethic including the utilisation of DHB equipment and consumables economically. /
  • Participate as a team member to ensure the best outcome for the organisation.
  • Actively engage with and support colleagues, taking personal responsibility for ensuring effective working relationships with all team members
  • Work to ensure a cohesive, positive and highly motivated team environment, with responsibility for effective skills transfer and knowledge share.
  • Work closely and harmoniously with others to achieve organisational goals
  • Prioritise own workload and manage own time effectively.
  • Information is communicated in a courteous and sensitive manner.
  • When workload allows, proactively assist other staff.
  • Provide leave cover as required.
  • Keep an up to date desk file to enable relief staff to pick up duties without disruption to the workflow.
  • Be able to work efficiently and effectively unsupervised.
  • Promote and adhere to the philosophy of the Southern Way principles.
/
  • Active participation in the team.
  • Collegial support and strong working relationships evident with other team members.
  • Demonstrate a pleasant, accepting and helpful attitude.
  • All duties performed to a high level standard.
  • The routine of the service is uninterrupted.
  • All duties performed to a high standard.
  • Prompt response to requests.
  • Enquires are handled efficiently, promptly and appropriately.
  • Efficient transactional processing.
  • Adherence to work practice in line with organisational and finance policies.
  • Accurate high quality documentation produced in a timely manner.
  • Incoming phone calls and visitors are given exceptional customer service.
  • Prioritise work to ensure efficient service delivery.
  • Recognise that everyone is entitled to consideration and respectful care without prejudice.

Procurement Support /
  • Adherence to policy
  • Contract administration
  • Assisting with due diligence checks
  • Assistance with general enquiries relating to the team
  • Assessing savings opportunities
  • Demonstrate excellent customer service skills, by listening and interacting with stakeholders in a courteous, polite and responsive manner while adhering to relevant established protocols.
  • Demonstrate attention to detail and accuracy.
  • Demonstrate a willingness to adapt to changing needs of the service.
  • Analysing financial impact of pricing changes imposed by suppliers
  • Quantifying size of savings from product change initiatives
  • Depending on capability and length of tenure, potentially run small procurement projects
  • Data / spend requests from Oracle for the CPCs & procurement people
  • Financial analysis of tender responses
/
  • Departmental processes / ordering
  • Communication with staff and departments with ordering and status of orders
  • Adherence to work practice in line with organisational and procurement policies
  • Team participation and cross cover for other roles
  • Training and support for other staff
  • Feedback from suppliers and clients

Service support
Provide high quality support to the service, ensuring efficient and effective service delivery
Undertake duties associated with the position, as required to maintain an efficient service, including up skilling as required/directed by the manager. /
  • Evaluates situations and identifies existing or potential problems and opportunities.
  • Provide timely and accurate confidential administrative support to enable the efficient functioning of the service
  • Set up and maintain effective electronic and paper filing systems and procedures relevant to the service, enabling quick access to information.
  • Identify potential improvements to systems and processes to ensure the continuous improvement of administrative duties.
  • Complete administration tasks as required
  • Work closely with HR and Information Systems to ensure efficient and seamless processing and sharing of required payroll related information and compliance with collective agreements, and DHB policies
  • Assist with reporting on and provision of relevant financial information.
  • Respond to and resolve inquiries and issues from employees, managers and senior administration staff about complex issues including policies, procedures and entitlements, escalating if required
  • transactions as required
  • Assist with non-routine matters, ad hoc analysis and special projects as required
/
  • Requests for information is handled in a professional, timely and confidential manner

General Accounting Support
Contribute as an active team member within the finance team to support the functions of the Southern DHB. / Depending upon the needs of the Service you may have the opportunity to be involved in, but not limited to any one of the following;
  • Assist with month end reporting
  • Assist with Fixed Asset accounting which may include;
-Creating, amending (including the recognition of asset revaluations/impairment) and disposing of assets in the Fixed Assets Register
-Monitoring and reporting on assets (including asset stock takes) and capital expenditure
-Reconciliation of Fixed Assets Register to GL
-Monitoring of capitalisation and classification of assets included in Fixed Assets Register
-Provide reports to enable asset management and capital investment planning to occur as requested
  • General Ledger (GL) journal processing
  • Support for Finance Team with GL queries
  • Support for Procurement Specialists with capital (asset) information / data from service groups
  • Reconciliation of various GL control accounts
  • Processing of GL accruals / allocations
  • Ensuring any processing meets delegation policies and limits
  • Manage, monitor and report on the trust funds held by the DHB
  • Manage, monitor and report on the grants received and/or administered by the DHB
  • Complete financial modelling, as required, for inclusion in business cases
  • Track, monitor and report project expenditure
/
  • Efficient transaction processing
  • Accuracy of returns
  • Adherence to work practice in line with organisational and finance policies
  • Team participation and cross cover for other finance roles
  • Training and support for other staff
  • Feedback from suppliers and clients

Financial /Business Advisory Support
Strategic and Business Planning
Budgeting
Capital Expenditure – Provider Arm
Monitoring & Reporting
Asset Management
Annual Report
Project Management /
  • Provide Commercial advice on business performance, contract and business improvement proposals.
  • Ensure all financial information is accurate and timely.
  • Undertake monthly financial and performance reviews with General Managers and their teams in conjunction with the Executive Director of Patient Services. Request corrective action or monitoring as required.
  • Ensure all forecasts and variance analysis reasonably correlate with actual business activities being reported.
  • Manage financial relationships with shared service agencies.
  • Ensure issues are followed through to resolution.
  • Develop and compile key Directorate business metrics and productivity measures, reporting on them to management.
  • Financial and performance benchmarking - sector analysis to identify areas of potential operational improvement
  • Manage to organisational instructions, guidelines and timeframes for budgets.
  • Develop financial budgets, including capital planning and costs ensuring key performance targets and non-financial/contract obligations are met.
  • Ensure organisational budgeted expenditure is within the agreed parameters.
  • Ensure annual phased budgets, both operating and capital, are developed and agreed.
  • Provide the necessary analysis and reporting of Directorate Capital.
  • Support the consolidation of monthly scorecards and reporting.
  • Participate with Asset Management Planning when undertaken in accordance with Ministry of Health, Treasury and Best Practice guidelines.
  • Provide Commercial critique of capital proposals
  • Assist with the preparation for the Annual Report.
  • Support the implementation of strategic projects, as required.
  • Support the financial business case requirements related to Provider Arm Facility development.
  • Provide financial review and post implementation reporting on Directorate projects.
  • Provide support to fellow Business Analysts and Business Managers.
/
  • On time delivery of reports.
  • Accuracy of reported information.
  • On time completion of forecasting and budgeting processes.

Note:The above example measures are provided as a guide only. The precise performance measures for this position will require further discussion between the job holder and manager.

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