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1 Position Description Position Title: Personal Assistant CFO/Company Secretary Unit/Branch/Group: Executive Management Team Position Type: Fulltime Classification: Reports to: CFO Roles reporting to this one: Nil Review Date: March 2014 Location: Wollongong GM Approval: Primary Objective: The Personal 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 by providing administrative support for this important governance role and also provide support in other executive and management areas as well as provide Executive Assistant relief when required.

2 KEY RESPONSIBILITIES Responsibility Activities Performance Measures Chief Financial Officer/Company Secretary Diary Management Chief Financial Officer (CFO) Coordinate Travel arrangements (flights / accommodation etc) for the CFO and broader finance group Maintenance of Contracts / Legal documents (both electronic & paper files) Provide administrative support to CFO Provide administrative assistance to the Business Reporting team to ensure report requests are actioned and when required, follow up on outstanding requests Assist in monthly update of business KPI s for inclusion into regular management and board reporting. Compile the Finance report for inclusion into Board and Committee papers. Assist with meeting preparation and planning and provide project management support as required 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. Collations of monthly FBT records and follow up any queries with relevant staff. Assist with other finance related task as directed by the CFO. All administrative functions are performed in a timely and accurate manner. All information remains private and confidential Reporting timeframes are achieved. Successful and accurate completion of payroll processing and ensuring all staff are paid by the agreed date.

3 Responsibility Activities Performance Measures Manage the compliance register within the performance planning system e.g. add additional compliance tasks; follow up on outstanding compliance items etc Prepare fortnightly staff / Director payroll including entry into the Micropay payroll system, generating reports, set-up EFT file, update superannuation payment records for payment, processing Bpay payments for superannuation contributions, preparing pay and superannuation journals and processing of ESP staff requests Management of PHIAC extranet as well as circulation of PHIAC Circulars and other documents as required. Assist the CFO with ASIC filings and maintaining updated Director details. Co-ordination of finance group quarterly morning teas, team lunches or dinners as required Update of the Business Continuity Plan with new starter information, collation of emergency contact information from ESP in April each year and update the Business Continuity Plan. Prepare PDF copy of Business Continuity Plan as requested by Management Peoplecare AGM (including proxy count, event organisation, RSVP collection, vote tracking, AGM attendance & minute taking) RBHS AGM (including RSVP collection, vote tracking and AGM attendance) Professional Membership renewal for directors and Executives (Peoplecare and RBHS) when they fall due Other tasks as required by the CFO.

4 Responsibility Activities Performance Measures Payroll Prepare fortnightly staff / Director payroll including entry into the Micropay payroll system, generating reports, set-up EFT file, update superannuation payment records for payment, processing Bpay payments for superannuation contributions, preparing pay and superannuation journals and processing of ESP staff requests EA Relief Act in the EA relief role when the EA is on leave Assist with EA responsibilities in periods of high work flow which may include any of the following tasks: Back up for creation of Board Papers in Board Pad for Peoplecare, NHBA and RBHS as well as creation of PDF and printed / bound copies for NHBA Directors) Back up to take minutes for NHBA Board and Committee meetings (as per Board Calendar) Back up to take minutes for Peoplecare Board & Committee Meetings (as per Board Calendar) Back up to take minutes for RBHS Board and Committee meetings (as per Board Calendar) Provide BoardPad support to Directors and Executives. Act as BoardPad Administrator Travel arrangements (flights / accommodation etc) for all staff in periods of high workflow Minute taking at the Management meeting, Executive meeting and PET management meeting in periods of high workflow.

5 Responsibility Activities Performance Measures HR Administration Preparation of Staff Incentive Scheme payment spreadsheet and staff letters each quarter for Head of People & Culture review prior to CEO approval. Assist with other payroll related HR administration tasks as required. Complete work items by the required date Teamwork As a member of the Management Team, assist Peoplecare to develop a business oriented culture based on initiative, innovation, cost effectiveness and exceptional customer service. Recommendations and feedback are provided in a timely manner to the CEO and relevant Managers. Projects /Self Development Undertake improvement based project work as assigned by Management from time to time. Business requirements are met as a result of successful project implementation. Undertake a proactive involvement in self development and action plans outlined from individual performance review. Projects are completed on time as per project plan. Positive progress is made toward personal development.

6 Authority Financial approval as per delegations policy. Daily service delivery Contribution to changes to policies and procedures. Reporting deliverables. Process improvements. Adherence and compliance to policies and procedures. Key Working Relationships INTERNAL EXTERNAL CEO, CFO/Company Secretary & Executive Members Management Team Third party providers (i.e. travel, function Board of Directors Peoplecare, NHBA & RBHS bookings etc) Management Team Peer organisations Support Groups (Finance, IT, Marketing) Regulator

7 Selection Criteria Essential Desirable Minimum 3-5 years of experience as a Personal Assistant Experience in the processing of payroll and associated tasks Minimum 3-5 years providing support to a Board of Directors. Skills Advanced MS Outlook. Word, Powerpoint and Excel. Adobe Acrobat (desired) Well developed organisational and time management abilities Negotiation & decision making skills Excellent communication and presentation skills (verbal & written) Well developed interpersonal acumen Payroll (desired) Accounts Payable Attributes Maintains confidentiality and privacy of business and member information at all times Strong attention to detail Ability to prioritise Is flexible and is able to work outside of business hours at times if required Ability to work to deadlines

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