Position Description. Enterprise Agreement: Budget Responsibility: Internal:

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1 Position Description Position Details Position Scope Title: Business Manager Air Ambulance Victoria Enterprise Agreement: Ambulance Victoria (Management and Administrative Staff) Enterprise Agreement 2010 Division: Specialist Services Budget Responsibility: As per Delegations & Authorities Manual Department: Emergency Management & Air Ambulance Authority Level: As per Delegations & Authorities Manual Relationships Reports to (role): Manager Emergency Management & Air Ambulance Key Internal / External Contacts Internal: Direct Reports: Administrative staff as required External: Executive Management Team, Financial Accounting Services, Management Accounting & Reporting, Strategy & Planning, Commercial Services, Employee Relations, Information & Technology, Organisational Transformation & Alignment, Rosters, Fleet & Equipment and other Departmental Managers within Specialist Services and Regional Services division, Duty Team Managers, Group Managers, Team Managers Department of Health (DH), senior management of other emergency services, AAV Appointed Fixed Wing and Helicopter contractors, RFDS, Victoria Police, Monash University (DCEHPP), PIPER, DHS, Melbourne and Essendon Airports, Alfred, RMH and RCH Trauma Centres. Regional Local Government Primary Objective This position is responsible for ensuring Air Ambulance Victoria (AAV) operates in an efficient and cost-effective manner by undertaking budget, contract management and business support and improvement activities. Commuted Availability Allowance N/A Ambulance Victoria Date of Issue: November 2013 Position Number: Page 1 of 6

2 Minimum Behaviours to be demonstrated: This role typically operates within the Tactical Direction work level (Refer to AV s Behavioural Capability Framework for full details) COMPETENCY Leading Safety Driving for Results Operational Decision Making Creating a Service Reputation Building Partnerships Interpreting and Distilling Information Empowering and Delegating Facilitating Change Professionalism Self Awareness Optimism and Resilience Aligning Performance for Success Coaching and Developing Others Leveraging Diversity DESCRIPTION OF COMPETENCY Creates and sustains a safe environment and behavioural practices. Ensures compliance, is aware of safety trends and acts as a strong safety role model. Sets high goals for personal and group accomplishments. Uses measurement methods to monitor progress toward goals Tenaciously works to meet or exceed goals while deriving satisfaction from achievement and continuous improvement. Gathers and compares information from multiple sources to identify business and service delivery issues Commits to action after weighing alternative solutions against important decision criteria. Creates and implements service practices that meet patients or customers and own organisation s needs. Resolves issues and develops a long-term partnering relationship. Identifies opportunities and takes action to build strategic relationships between own area and other areas, teams, departments or organisations to help achieve AV goals. Interprets, summarises and champions information clearly. Communicates openly and transparently. Prepares for and manages complex conflict situations. Shares authority with others to move decision making and responsibility downward through the organisation, enables individuals to stretch their capabilities and accomplish the business unit s strategic priorities. Encourages others to seek opportunities for different and innovative approaches to addressing problems and opportunities. Uses change models to help facilitate the implementation and acceptance of change within the workplace. Adopts a principled and professional approach to work and in own dealing with patients, colleagues, teams and stakeholders Makes decisions without favouritism or bias and encourages others to do the same. Demonstrates an awareness of own strengths and development needs and the impact of own behaviour on others. Is open to feedback and opportunities to develop new capabilities and skills. Demonstrates an optimistic outlook and positive attitude in the face of difficult or challenging situations. Shows persistence and resilience to achieve work goals. Maintains calm in stressful situations and when dealing with difficult people. Focuses and guides others in accomplishing work objectives. Provides feedback, instruction, and development guidance to help others excel in their current or future job responsibilities Plans and supports the development of individual skills and abilities. Works effectively with individuals of diverse cultures, interpersonal styles, abilities, motivation or backgrounds; makes the most effective use of capabilities, insights and ideas of all individuals. Ambulance Victoria Date of Issue: November 2013 Position Number: Page 2 of 6

3 Equal Employment Opportunity Understand, support and adhere to the principles covered in the AV Workplace Respect Policy Lead by example in the promotion and implementation of EEO principles Ensure direct and indirect reports are aware of, understand and uphold the principles and requirements of the AV Workplace Respect Policy Monitor the working environment to ensure that acceptable standards of conduct are maintained at all times, including taking appropriate action if unacceptable conduct is identified Provide and promote a workplace of mutual respect, dignity and fairness that is free from discrimination, harassment, victimisation, bullying and violence for AV employees, contractors, volunteers and the general public Occupational Health & Safety Understand, observe and adhere to all safe working procedures and maintain safe work practices Provide and promote an occupational environment that is responsive to the health, safety and welfare needs of employees, contractors and the general public Ensure the Occupational Health and Safety Management System and OH&S Risk Management Processes are adhered to Ambulance Victoria Date of Issue: November 2013 Position Number: Page 3 of 6

4 Key Deliverables Element CUSTOMER / PATIENT (Achieving satisfactory outcomes through delivering high standards of customer service and patient care) PROCESS IMPROVEMENT (Improving efficiency or quality of work processes or services) Accountabilities Develop and ensure implementation of immediate, short-term and long-term initiatives to deliver AAV business objectives, as outlined in AAV annual plans and/or AAV improvement plans Coordinate the provision of AAV reports to SSD and/or other AV key stakeholders as required Prepare business cases, engaging with stakeholders to understand business requirements, clearly documenting business impact and options, including financial analysis and budget requirements Manage AAV projects and project budgets as required, monitoring high-level project progress, maintaining a consolidated view of project issues and risks and undertaking post-implementation reviews of major projects from a benefits realisation perspective Act as the coordination and liaison point for AAV risk management activity and ensure AAV risks are actively identified and managed Manage AAV contracts to ensure key performance indicators are achieved and services are appropriately delivered Effectively manage AAV contractors to ensure that contractual requirements are met and quality services are delivered Liaise and attend meetings with contractors to ensure any issues are quickly identified and effectively resolved Support the Commercial Department in relation to the preparation of tenders, negotiation and execution of AAV contracts as required Represent AAV in a range of forums including liaising with other air ambulances, government and other health and emergency services to position AAV as an industry leader Support the development of AAV annual and/or business improvement plans which achieve the goals of SSD and AV s Strategic and Annual Plans Support and manage the delivery of effective and efficient business and administrative services within AAV Establish and document business and knowledge management procedures for AAV, and ensure these are maintained and updated as required Identify process improvement opportunities Implement new processes to deliver future efficiencies / improved outcomes In consultation with OBP and MA&R managers, identify future improvement opportunities and initiatives, assessing the financial implications of proposed actions and investigating alternative courses of action Ambulance Victoria Date of Issue: November 2013 Position Number: Page 4 of 6

5 RESOURCES (Driving value in areas such as management or conservation of resources. These include goals that relate to effective management of finances, equipment, property, assets or expenses) PEOPLE (Enhancing the ability of people to perform their roles and building a great place to work) Develop the AAV annual budget, ensuring efficiencies are identified, budget is consistent with Specialist Services divisional goals, and budget requests are substantiated by appropriate documentation, reports and forecasts Develop and monitor the AAV budget and provide advice on strategies to maintain expenditure against budget. Establish appropriate budget monitoring systems Investigate significant differences between budget and expenditure and prepare commentary to explain variances to Operations Business and Projects and/or SSD Act as the key coordination point for all AAV budget enquiries, liaising with the Operations Business Manager role and/or Management Accounting & Reporting (MA&R) team to provide commentary, rationale to budget items and additional information as required Prepare year-to-date forecasts and commentary detailing whether AAV services will be delivered within budget and/or documenting service pressures or changes that could impact on achieving budget targets Support data collection and analysis relating to AAV budget and performance, in consultation with Operations Business and Projects, Management Accounting & Reporting and Strategy & Planning, when required Monitor and analyse performance & budget trends, providing management with information and recommendations to improve decision making and general knowledge of internal and external factors that impact on AAV operations and business activities Ensure contract expenditure is in line with approved budgets Develop and maintain business relationships with Operations Business and Projects and Management Accounting & Reporting, to ensure strong communication regarding AAV financial matters and plans Maintain an effective working relationship with representatives from the Department of Health and other government agencies, providing strategic information, impact analysis and data to support funding requests and policy changes Provide strong and effective leadership to direct reports by fostering a culture of professional development, leadership and continuous improvement Lead and manage staff to ensure goals are achieved and to drive superior business outcomes Coach and mentor staff in relation to budget, business and contract management related activity Construct performance development plans in conjunction with direct reports to set performance direction and highlight training and development needs Regularly monitor and assess performance of direct reports, in consultation with the relevant Project Manager/s for Project support staff, to provide constructive feedback and highlight development needs Resolve or refer all grievances and complaints in line with AV grievance and complaint handling procedures to minimise negative effects on employees and the organisation s operations Ambulance Victoria Date of Issue: November 2013 Position Number: Page 5 of 6

6 Minimum Selection Criteria Desirable selection criteria Qualifications & Experience Skills & Knowledge Relevant tertiary qualification in business, accounting, finance or related discipline, or significant relevant experience Broad and diverse business background in a service delivery organisation (preferably within the public sector) Significant experience in preparing, reporting and monitoring budgets Demonstrated experience in managing major contracts and strategic contractual relationships Experience developing and managing effective relationships with internal and external stakeholders Experience in the management and supervision of staff Proficiency in Microsoft Office and relevant software applications Financial management skills to enable the preparation and monitoring of the annual budget Strategic thinking and decision-making skills to enable the formulation of strategies that will improve the efficiency and effectiveness of the organisation as a whole Strong interpersonal, influencing and negotiation skills to gain the acceptance of ideas, cooperation of others, and the ability to modify styles and techniques to accommodate tasks, situations and individuals High level planning and organising skills to effectively establish the priority and scheduling of work tasks and projects to ensure work priorities are completed on time and within budget Authorisation Manager: Emergency Management & Air Ambulance General Manager: Specialist Services Ambulance Victoria Date of Issue: November 2013 Position Number: Page 6 of 6