Finance Coordinator

FINANCE CO-ORDINATOR – PORT AUGUSTA, SOUTH AUSTRALIA

 An exciting Aboriginal Community Controlled Health Service which offers comprehensive primary health care, mental health, social support, that addresses preventative, promotive and curative aspects of health, which encourages community to achieve greater dignity and quality of life. Offering health and wellbeing services to all Aboriginal and Torres Strait Islander people in Port Augusta, SA and the surrounding catchment area’s

 Title of Position                      Finance Coordinator

Classification                          Administration 5.1 (92,984.24) 

Type of Appointment              Fixed Term Contract

 Position Summary - The Finance Co-Ordinator plays a critical role in supporting the Aboriginal Corporation commitment to delivering safe, high-quality, and culturally appropriate health services.

Responsible for the Ordering of Supplies, Payroll and Accounts Payable and assisting the Admin and Business Manager with Accounts Receivable functions for the Corporation. The first point of contact for Purchasing, Payroll and the Accounts Payable Function with the Service.

Liaises with Managers, Team Leaders and a range of external stakeholders in relation to finance function within the Administration Section.

Reporting  

• With close links to the CEO, clinical services and programs leaders together with their associated staff members; and
• Liaises with accreditation bodies, regulatory agencies, funding bodies, and other Aboriginal Community Controlled Health Organisations (ACCHOs).

Special Conditions

• Be willing to work out-of-hours, including evenings and weekends if required
• Undertake some intra and inter-state travel, which may involve some overnight absences and travel by a light aircraft
• Hold a current driver’s license with no restrictions and be willing to drive substantial distances and be fully vaccinated as per designated regulations covering all health service environments
• Complete relevant training as and when required and participate in Professional, Performance Development Program which will include a regular review of the incumbent’s performance against the responsibilities/outcomes
• Demonstrate appropriate behaviours which reflect a commitment to the values and strategic directions as well as the Code of Conduct

Appointment to the Finance Co-Ordinator position is subject to a satisfactory National Police/Criminal Record Check and any other relevant background checks determined by area of work, obtained through the Screening Unit, Department for Communities and Social Inclusion (DCSI). All checks are to be renewed every 3 years thereafter from date of issue prior to the due date to enable continuity of employment.

Statement of Key Outcomes and Associated Activities

Ensure that the calculation and maintenance of all payroll procedures is done efficiently and effectively, in a timely manner and responsible for the timely Payroll functions with apportion staff and their manager which includes;

• Processing weekly payroll, follow up shortfalls, manage leave request and collation of fortnightly worksheet for the payroll run. Responsible for administering the payment of wages via the services bank account.
• Liaison with various agencies/organisations for payroll deductions and work with the HR Manager to manage systems. Ensuring that the payment of salaries once finance company have completed the payroll run. Entering Employee information into Payroll System in conjunction with HR Manager.
• Employee information is given to Finance partner for entering into System and supply worksheet reports for the processing of the fortnight.
• Ensuring all Payroll reports/leave forms are file and maintenance of personnel files as required by the HR officer and respond to payroll queries.
• Ensure that all personnel information is established and maintained in a confidential and up to date manner by:
  • All information/data relating to employees is kept confidential/actioned and employee data is filed.
  • Allocate Payroll System access to employees with approval of the HR Manager and deactivate Payroll System when employee terminates.
  • Ensuring that no unauthorised employee has access to Payroll System
  • Ensuring relevant personnel data contained is entered onto the System
  • Entering information on the Payroll System as per advice form the HR Manage with various financial reports relating to payroll and provided to other agencies/organisations or employees of the Service by:
• Ensuring that any financial data required by other agencies/organisations is requested in writing and ensuring that no information is given out to unauthorised agencies/organisations/persons.
  • Assist the Human Resources Manager as required

Ensure that all Bills/Invoices received by the Supplier are recorded in our Xero Accounting system by:

• Receive all Invoices/Bills through email electronically and via the mailing system and upload into the M Drive under BILLS/INVOICES into the appropriate supplier’s name folder. Recording the Invoice number/date.
• Enter the Bills/Invoices in the Xero system with ensuring PO are issued that corresponds are recorded and processed into PO section.
• Create Bill from the PO Section, this transfers Invoice into the Bills Section for entering and ensure all documentation is uploaded to the Bill/Invoice.
• Approval Invoice are to be completed by the Admin/Business Manager and at times the Chief Executive Officer (CEO).
• Create weekly payment run, authorised by the Admin/Business Manager with uploading Payment File (ABA file) and approve to pass onto Admin/Business Manager or the CEO for 2nd approval
• Send out Remittances for the supplier after payment approval has been completed
• Allocating the Debit Card and create the payments as a Bill/Invoice and upload the relevant documentation.

Assist with the Admin and Business Manager with receipting of all monies our Bank by:

• Ensure that Sale Invoices is produced for all monies are received in the bank account and all documentation is uploaded to the Invoice

Additional duties

• Undertake other duties directed by the CEO/Deputy; and participate in strategic planning and organisational development activities
• Disbursement of petty cash, if applicable and assist in the provision of patient transport under the PATS Scheme
• Ensure that all stationery and cleaning supplies for the Service are maintained
• Assist with the Admin Receptionist duties during lunch time and whilst staff is on leave.

Work Health & Safety

Individual Responsibilities:

• Responsible for:
• Reporting all incidents or ‘near misses’
• Presenting at work in a fit and healthy state and not putting self and others at risk
• Adhering to all WHS policies and procedures during the course of your employment and attending all WHS training as and when required.

PERSON SPECIFICATION

Education/Qualifications - Year 12

Experience - Proven experience in:

• Computer payroll systems, Accounts Payable Receivable processes
• Experience in computing systems and Programs such as.
  • Hero HR Payroll System
  • Xero Accounting System
  • Microsoft Word and Microsoft Excel Programs

Knowledge

• Understanding of:
• Aboriginal culture and health principles and challenges and considerations when working with Aboriginal people, communities, and organisations
• Knowledge of general office systems and procedures, administrative processes, and practices with knowledge of relevant Acts and Government Instructions used in Payroll, including Awards and Enterprise Agreements administered by the Health Unit, knowledge of Policies and Procedures of the Health Service.

Personal Skills/Abilities

Ability to communicate effectively with Aboriginal people in a way which displays empathy and cultural understanding and sensitivity,

• Ability to manage competing priorities, work under limited supervision, and meet strict deadlines while maintaining attention to detail,
• Effective oral and written communication skills and ability to work as part of a multi-disciplinary team to develop, implement and evaluate services/programs that are flexible, creative and responsive to the needs of Aboriginal peoples and communities.