Date: May 2016 Job Title : Deputy Chief Financial Officer - Provider Department : Finance Location : Waitemata District Health Board Reporting To : Chief Financial Officer Direct Reports : 9 FTE (Direct and Indirect Reports 19 FTE) Functional Relationships with : Internal Chief Financial Officer Deputy Chief Financial Officer Corporate Chief Executive Officer Director Hospital Services ELT CFO Senior Leadership Team Director of Hospital services Planning & Funding financial leadership team (cross WDHB and ADHB) All Finance Managers and Management Accountants Clinical Heads of divisions External Health providers outside WDHB Government Agencies NGO s and PHO s as required Consultants and Advisors involved in initiatives within WDHB Bilateral Financial service counterparts in Auckland DHB and Counties Manukau DHB healthalliance Purpose / Primary Function As a member of the Senior Finance Team, work collaboratively as a team with the DCFOC, the Capital Operations and Planning Manager, and other direct reports to the CFO to ensure excellent delivery of financial advice and services to the DHB. Deputise for CFO as required. Ensure integrity of Finance group by providing timely and accurate analysis of the financial result, budgets, financial trends and forecasts. Providing key financial and business leadership to the Provider arm. Responsible for the Budgeting, Forecasting and Financial Reporting function in the Provider Arm (through the Finance Managers and indepartment analytical resource). Responsible for the monthly financial performance of the Provider Arm, with the Director Hospital Services, to agreed financial budget and forecast. Waitemata District Health Board -JOB DESCRIPTION - Page 1
Responsible for the preparation of annual break even budget, and supporting analysis for Board approval. Responsible for the DHB s adherence to the FTE cap, and understanding and management of FTE reporting. Has detailed understanding of operational revenues and expenditure, cost drivers and trends, outputs and performance to PVS volumes across the whole provider arm. Responsible for implementing medium term plans and 3 year rolling forecasts. Providing leadership to the Finance Managers who work within the WDHB provider arm so as to ensure evenly distributed workload; high quality work; continuously improved financial reporting systems; and high quality business decisions and timely deliverables. Providing a whole organisation financial perspective to the CFO; the Finance Managers; and the wider Provider Arm. Our Purpose, Values and Standards At the heart of Waitemata DHB is our promise of best care for everyone. This promise statement is the articulation of our three-fold purpose to: 1. promote wellness, 2. prevent, cure and ameliorate ill health and 3. relieve the suffering of those entrusted to our care. At the heart of our values is the need for all of us to reflect on the intrinsic dignity of every single person that enters our care. It is a privilege to be able to care for patients, whānau and our community, a privilege that is sometimes overlooked in our day to day work. Our standards and behaviours serve as a reminder to us all about how we are with our patients and with each other. Waitemata District Health Board -JOB DESCRIPTION - Page 2
KEY TASKS EXPECTED OUTCOMES Leadership Ensure that there is a clear annual plan developed for the Division and that this is well communicated across the organisation. Provide the WDHB provider division with strong financial and business leadership regarding the management of operating revenues and expenditures. In conjunction with the CFO and the Deputy CFO Corporate, provide professional and managerial leadership to the Finance Managers and their direct reports. Be a member of the senior leadership team of the Chief Financial Officer. Ensure regular training and financial literacy programmes for all RC Managers and Operations Managers. Team Management Ensure the service culture is consistent with the values of WDHB and maintain the highest levels of customer focus and integrity. Lead change and innovation that promotes continuous improvement in the understanding and management of operational revenues and expenditures within the Provider Arm. In conjunction with the CFO and Director Hospital Services manage the team s resource allocation of space, people, and finances within budgeted parameters, and recruit, develop and retain staff with a focus on high performance individuals. Ensure all staff are clear of their roles and deliverables. Develop and maintain effective team processes for communication, constructive debate, conflict resolution, identifying innovation opportunities and joint problem solving. Utilise expert financial knowledge and skills to assist staff working with complex issues. Assist staff to resolve ethical and professional issues. Co-ordinate timely and effective performance management of staff. Ensure Individual Development Plans are developed and implemented for all direct reports. Facilitate regular staff meetings. Financial Planning Responsible for ensuring a robust annual budgeting process to deliver budget targets Ensure timely submissions of Annual Plans to MoH Responsible for implementing 3 year rolling forecast and medium term plans Ensure budget register of all in year changes and new approved business cases are tracked and reported to CFO/CEO as required. In conjunction with the Capital team, and the DCFOC ensure robust review of business case financials prior to submission to CAMP, ELT/SMT Responsible for setting Price Volume Schedules in agreement with GM s and Waitemata District Health Board -JOB DESCRIPTION - Page 3
KEY TASKS EXPECTED OUTCOMES Hospitals group and maintenance of revenue register of all Non Internal Revenue Financial Reporting Responsible for ensuring high quality financial reporting by the provision of timely and accurate reporting on financial performance against budget. Performance Reporting Relationships with ADHB Responsible for analysing and interpreting the operating results and financial position of the Provider Arm and presenting analysis on a monthly basis to the CFO and DHS. Responsible for compilation and review of the reporting packs for submission for CFO/DHS review and Divisional Meetings Coordinate all financial information to ensure it is easily and coherently accessible. Responsible for financial component of monthly HAC reports to Board of Directors. Provision of innovative initiatives that will improve effectiveness of business units within the Provider Arm. Continuously identify opportunities for efficiencies within the Provider Arm. Responsible for implementing Scorecard/Dashboards for fortnightly payroll reporting and operational metrics Ensure timely reporting of actual performance and utilisation against KPI and benchmarks Actively engages in working collaboratively with Auckland DHB in the achievement of joint objectives as determined Statutory & Treaty of Waitangi obligations To recognise individual responsibility for workplace Health & Safety under the Health and Safety at Work Act 2015 Ensures the professional and political integrity of WDHB by carrying out all functions in compliance of the Treaty of Waitangi and by demonstrating a serious commitment to keeping the treaty alive. Shows sensitivity to cultural complexity in the workforce and patient population Contribute to a safe and healthy workplace at WDHB by: Following, implementing, monitoring & ensuring compliance with all H&S policies & processes Timely escalation of issues to Risk Register as required Planning, organising & managing H&S activities directed at preventing harm & promoting wellbeing in the workplace Ensuring a safe working environment & safe working practices through the Safe Way of Working H&S system Early and accurate reporting of incidents at work and raising issues of concern when identified. Waitemata District Health Board -JOB DESCRIPTION - Page 4
PERSON SPECIFICATION POSITION TITLE: Deputy Chief Financial Officer - Provider Minimum Qualification Appropriate Tertiary qualification (Bachelor s Degree or equivalent) Member of the New Zealand Institute of Chartered Accountants, (CA ) Experience 10 year s experience in senior financial management positions Excellence in the management and delivery of financial systems within the Health Sector Extensive health management experience and a proven track record of effectiveness and delivery Experience and strong evidence of an ability to develop a culture of innovation, performance and transparency focussed on the customer Demonstrated experience in delivering sustainable system and process performance improvement Proven operational planning experience Ability to manage many stakeholders often with competing priorities Ability to manage conflict Knowledge of the implications of the Treaty of Waitangi with a commitment to Biculturalism Preferred B.Com Post graduate qualification Professional Accounting qualification 15 year s experience in finance related roles of which 5 years is in a senior executive financial management position Skills/Knowledge/Behaviour Focussed on CFO requirements Strong planning and financial skills Strong focus on detailed Waitemata District Health Board -JOB DESCRIPTION - Page 5
operational revenues and expenditures A team player with the ability to motivate and coach people A leadership style that develops trust and respect Intelligent, logical and quick to learn with the ability to be proactive, think through issues and identify solutions. Generates trust and is discreet, able to work in a collaborative and supportive manner Strong relationship skills Ability to build and maintain effective interpersonal relationships and effective communication skills Resourceful and resilient; able to cope under pressure. Ability to resolve conflict and make decisions The ability to challenge and question the status quo (i.e. processes and systems) and facilitate the development of innovative and workable performance improvements Sets the highest ethical and professional standards and leads by example in all interactions. Waitemata District Health Board -JOB DESCRIPTION - Page 6
CRITICAL COMPETENCIES COMPETENCY DESCRIPTION Planning & Organising Ability to manage multiple tasks Establishes a plan of action and achieves priority goals Ability to delegate tasks while retaining accountability Reschedules and distributes work assignments due to a shift in priorities Manages own and reporting manager s workload/flow, recognises and addresses barriers Applies judgement, discretion and initiative in performing without supervision Initiates draft and prepares clear concise cover memoranda in final form and correspondence requiring a selection of materials and references from a variety of sources Maintains complex records and files Able to screen mail, telephone calls and visitors Learns and independently identifies appropriate applications for a wide variety of written policies and procedures in circumstances not clearly described by the available guidelines Computer Skills High level Excel and computer based budgeting and reporting tool skills Sound computer skills and demonstrated experience with PC based financial application software. The ability to challenge and extend software Advanced skills in Microsoft Office suite, electronic mail, and electronic diaries, are essential Communications/Relationships Be a role model in setting the highest standards, working with others to help achieve those same standards Be a role model in demonstrating excellent work ethic Seeks out opportunities to support others in achieving goals Establishes and maintains cooperative working relationships with team members and other work groups Understands the importance of the linkage between the position and the patient care processes Expresses information effectively, both orally and in writing, adjusts language and style to recipients Ability to Learn Accepts new ideas; assimilates new information; applies that which is being learned Collaboration Working effectively with others in the organisation outside the line of formal authority (such as peers in others departments or senior management) to accomplish organisational goals and to identify and resolve problems Waitemata District Health Board -JOB DESCRIPTION - Page 7
Individual Leadership (Empowerment) Performance Improvement / Innovation Team Work (Cooperation) Creating a sense of ownership of job or tasks by providing clear expectations, control of resources, responsibility and coaching; offering assistance without removing responsibility Generating creative solutions to work situations; trying different and novel ways to deal with problems and opportunities Supports team members in undertaking new challenges or improved processes Able to review end to end processes, identify improvements and implement them Maintains a high level of accuracy and consistent quality in all tasks undertaken Active participation in, and facilitation of, team effectiveness; taking actions that demonstrate consideration for the feelings and needs of others; being aware of one's behaviour on others Tenacity Staying with a position or plan of action until the desired objective is achieved or is no longer reasonably attainable Planning & Organising Establishing a course of action for self or others to accomplish work goals, appointments and activities; planning proper assignments of personnel and appropriate allocation of resources Work Standards and Self Management Setting high goals or standards of performance for self and others; being dissatisfied with average performance; imposing standards of excellence on self rather than having standards imposed by others Actively listens to staff and provides ongoing feedback Actively recognises the achievement of the team member/s Clearly communicates with staff and provides an environment which is supportive Maintains confidentiality Values Diversity Understand the significance of the Treaty of Waitangi Display cultural sensitivity and values diversity Displays a willingness to work positively to improve opportunities for Maori Appreciate insights and ideas of all individuals and works effectively with these differences Waitemata District Health Board -JOB DESCRIPTION - Page 8