Finance Administration Assistant CFO/Company Secretary

Transcription

1 POSITION DESCRIPTION: Finance Administration Assistant CFO/Company Secretary Position Type: Full-time Location: Wollongong Your Purpose The Administration Assistant is responsible for supporting the Chief Financial Officer in efficiently overseeing all aspects of the reporting and financial management of Peoplecare Health Insurance to ensure the achievement of business objectives as agreed by the Board of Directors. This role will also support the Company Secretary role by providing administrative assistance for this important governance role and also provide support in other finance functions. Your Responsibilities CHIEF FINANCIAL OFFICER/COMPANY SECRETARY Diary Management Chief Financial Officer (CFO) Coordinate Travel arrangements (flights / accommodation etc) for the Executive and management group. Maintenance of Contracts / Legal documents (both electronic & paper files) Management of APRA extranet as well as circulation of APRA Circulars and other documents as required. Assist the CFO with annual filings and maintain updated Director details with ASIC and the industry regulator (APRA). Assist with meeting preparation and planning and provide project management support as required. Maintain insurance policy register and assist with insurance policy renewals. Assist Company Secretary with AGM planning and director election processes on an annual basis.

2 Provide administration support to CFO during annual pricing round cycle. Update financial policies as requested by CFO for submission to Board for endorsement as part of annual policy review cycle. Update finance team intranet page to ensure information on the page is up to date and current. Assist CFO with other daily administrative activities. FINANCE SUPPORT Provide administrative assistance to the Business Reporting team to ensure report requests are actioned and when required, follow up on outstanding requests Assist Finance Group by: o Provide backup support for employee credit card expense processing including following up any queries or seeking additional information that may be required. o Provide backup support in the accounts payable and accounts receivable finance functions. Preparation and distribution of OVHC Agent administrative fee payments on a monthly basis. Assist with other ad-hoc OVHC reporting requirements when requested. Assist with other finance related administrative tasks as directed by the CFO. EXECUTIVE ASSISTANT SUPPORT Monitor E5 for Manaagement team items and initiate action where required. Maintain Board room supplies, co-ordinate special occasion lunches, gifts for staff eg rewards and recognition, special events i.e. baby etc Maintain Ipad data recharges records and purchase recharge vouchers when required in accordance with company policy

3 Co-ordinate conference bookings and registrations Printing, binding & mailing of Board papers. Follow up on outstanding reports/attachments for Board & Committee reporting Organise car registation renewals, green slips for company vehicles Co-ordinate uniform ordering, assist with event management Preparation of management meeting / board meeting templates and drafting agenda TEAMWORK As part of the finance team, participate in team initiatives, and assist in promoting excellence in information provision to the Board, Executives, Managers and other users within the organisation. As a member of the finance team assist to develop a business oriented culture based on initiative, innovation, cost effectiveness and exceptional member service. PROJECTS/SELF DEVELOPMENT Undertake improvement based project work as assigned by the CFO / Company Secretary from time to time. Undertake a proactive involvement in self -development and action plans outlined from individual performance review. Participate in change programs aimed at improving the business performance of the fund and the finance team.

4 PROCEDURAL/REPORTING Comply with all policies, procedures and processes including but not limited to: - complaint resolution policy - ex-gratia policy - privacy policy - delegation policy - health industry code of conduct - internal/external regulations and legislation Adherence to finance team processes and procedures. Comply with relevant state and federal government legislation. Comply with and maintain proficiency with relevant government policies Your Team Reports to Chief Financial Officer Collaborates with All Peoplecare teams Members Third party providers Peer organisations Regulators

5 Your Goals The team do have KPI s that will need to be achieved and will discussed with the Chief Financial Officer. Your Challenges Ability to work in a high paced call centre environment Adaptable to changes in processes Continuous improvement focused Your experience, quals & skills Experience Experience as an Administrative Assistant or similar type of role Accounts experience Experience in supporting executive and/or board functions Qualifications Nil Skills Advanced MS Outlook, Word, PowerPoint and Excel skills Adobe Acrobat (desired) Well-developed organisational and time management abilities Excellent communication skills (verbal & written) Continuous improvement orientation

6 Well-developed interpersonal acumen You Maintains confidentiality and privacy of business and member information at all times. Strong attention to detail Ability to prioritise Ability to work to deadlines Performance and improvement focussed