Reports To: Finance Manager [supporting the Finance, Commercial and Administration functions]

Transcription

1 PROPOSED JOB DESCRIPTION (as at 2 November 2012) FINANCE AND ADMINISTRATION ASSISTANT Reports To: Finance [supporting the Finance, Commercial and functions] Location: Hockey New Zealand Head Office, Auckland About Hockey New Zealand The New Zealand Hockey Federation Incorporated is the national sporting organisation charged with the responsibility of leading hockey in New Zealand, developing and delivering a number of national programmes particularly for community sport, high performance, events and tournaments. The Federation trades as Hockey New Zealand, and has a controlling interest in the Hockey Foundation, a charitable trust settled in 2009 aimed at promoting and supporting participation in amateur hockey and using amateur hockey to facilitate educating New Zealanders. Hockey New Zealand s purpose is to advance the sport of Hockey for all, for life. To achieve this, Hockey New Zealand has five core strategies: Strategies Outcomes 1. Build the Hockey Community Attract and retain participants for life 2. Build a World Class High Performance Programme Win medals on the world stage 3. Present Spectacular Events and Competitions Captivate New Zealanders and show case hockey 4. Create Value Grow sustainable revenues and strong relationships 5. Provide Strong Leadership and Organisation Strong sustainable and capable organization to deliver hockey throughout NZ Hockey has 65,000 registered players in New Zealand, and is played in most secondary schools and 20% of primary schools. Being a Sport NZ targeted sport, the hockey community are also working hard to implement the Whole of Hockey Plan to grow hockey in NZ. 1

2 Hockey New Zealand s Financial Landscape Key Dimensions HNZ annual income circa $7.5 million Hockey Foundation annual income circa $500, staff plus volunteers Black Sticks Squads 50 athletes Future Black Sticks 100 athletes National domestic tournaments 34 per annum, 600 teams Home internationals per annum Major events 1 every 2 years During the past two years, the administration support requirements have increased due to: Increase in financial transactions, revenue and expenses Attraction of new commercial partners Growth in major events Introduction of the Future Black Sticks Programme (junior high performance programme) Formation of the Hockey Foundation, introducing a fundraising, donor management and funds management requirement Core Responsibilities of the Support Role The primary focus of Administrative Support role is to support the Finance, but will also include assisting with commercial and administration tasks. Core responsibilities include: Financial Provision of prompt and accurate input of all transactions into HNZ s financial management system (MYOB), including debtors, creditors, bank transactions Accounts Receivable - production of debtor s invoices & processing of receipts, reconciliation to Aged Trial Balance and debtor statements and credit control in a timely and accurate manner Accounts Payable processing of all supplier invoices/expense claims, reconciliation to Aged Trial Balance and suppliers statements, ensuring prompt payment in an accurate and timely manner Treasury ensuring all entries are prepared / processed on all bank accounts, reconciliations are completed in a timely and accurate manner General ledger processing / maintenance as instructed by the Finance including journal entries & reconciliations Maintenance / filing of all financial records including debtors, creditors, payroll and any other relevant documentation including provision of adequate supporting work papers Preparation and processing of payroll / player payments for approval of the Finance Assisting the Finance in preparation for Year End audits and compliance reporting for IRD Assisting in the implementation of finance systems and controls, to ensure policies and procedures (including delegated authorities) are complied with Maintenance & processing of all of donor and sponsor transactions and financial records including on-line, grants, player reimbursements and all transactions relating to the Hockey Foundation Charitable Trust & Gaming Grant audit preparation Providing any other support, advice and timely information to the Finance as required 2

3 Commercial Maintenance of donor and sponsorship records, agreements, registers and schedules Assisting with administration relating to organising sponsorship presentations, functions and engagements, including collation of data and images for presentations, production of invitations, managing rsvp process, generation of name-tags etc Providing any other support, advice and timely information to the Commercial as required Assisting with updating HNZ stakeholder databases and managing orders for stationery and general office supplies Assist with reception and telephone duties as required Providing any other support, advice and timely information to the as required Key Performance Indicators The Administrative Support s performance will be measured through the achievement of the following outcomes: Accurate, appropriately approved and timely entry of all financial entries into MYOB Accurate, appropriately approved and timely management / reconciliation of financial records Ensuring all finance filing is kept up to date, tidy and stored appropriately Commercial duties are completed in an accurate and timely manner Administrative duties are completed in an accurate and timely manner Staff Direct Reports nil Person Specification Experience / Skills Required Strong written and verbal communication skills Strong financial literacy and accuracy Good analytical and problem solving skills Experience and skilled at data entry and spread sheets to intermediate level 3

4 Desired Experience in managing and prioritising multiple and competing tasks and projects to meet deadlines Ability to work collaboratively within an organisation and a wide range of partners and stakeholders Ability to positively embrace change and actively seek out new and improved ways to do things Knowledge / Qualifications Required Good Microsoft Office skills Experience with small to medium financial packages and online banking systems Desired Experience and skilled in working with MYOB An awareness of the place of hockey in New Zealand An understanding of the wider social and political context in which HNZ operates Key Tasks Finance Support assist Finance Creditor data entry, reconciliation with creditor statements and preparation of creditor payment batches, and monthly close Debtor data entry, generation of invoices, debtor statements and receipts & credit control Donor data entry, generation of invoicing for donors, receipt issuance, and maintenance of donor records Treasury - processing and preparation of all other financial entries including daily banking & reconciliations of all bank accounts Assistance with the collation of all information for grant audits, and the annual financial audit of HNZ & the Hockey Foundation Other financial administration tasks as required by the Finance Sponsorship Support Assist Commercial Maintain checklist of HNZ obligations in relations to each sponsorship relationship Maintain schedule for sponsor invoicing status Maintain vehicle register (Ford vehicles) Maintain print job schedule (Fuji Xerox) Track contra usage (Millennium, Kookaburra or any other as required) Assist the Commercial with administration relating to the Merchandise and replica gear assist with any administration in relation to this area. Provision of relevant sponsor information to assist Commercial with review meetings Assist with administration relating to the organisation of sponsorship functions and engagements eg. Production of invitations, managing rsvp process, generation of name-tags Assist with collation of data, and images for business development presentations Maintain database of sponsor prospects Analyse HNZ useage of key services eg. telecommunications, travel, accommodation 4

5 Hockey Foundation Assist Commercial Maintain donor database with detailed stewardship plan for each donor Maintain pledge database and generate donor invoices for dispatch by Commercial Assist with preparation of board papers Assist with administration of Future Black Sticks online fundraiser grant applications and payment processing General Duties Assist Maintain Hockey New Zealand stakeholder databases Assist with reception and telephone duties as required Prepare orders for stationery and general office supplies Key Relationships Hockey New Zealand s staff Hockey associations and regions Funding partners and sponsors Retail bank 5

6 Hockey New Zealand Proposed Organisation Structure Draft Coaching and Umpire and Officials Proposed new position, replace existing roles Proposed new permanent position Proposed fixed term contract positions National Participation and Tournaments and Events Masters Administrator Major Events Support Regional Programme Community Hockey s Chief Executive High Performance National Senior High Performance Programme Junior High Performance Programme Regional Talent Programmes Communications and Marketing Online Commercial Finance Support 6