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Hawke’s BayDistrict Health Board

Position Profile / Terms & Conditions

Position holder (title) Executive Assistant to Executive Director of Financial Services

Reports to (title) Executive Director of Financial Services

Department / Service Corporate Services

Purpose of the position

To ensure the Executive Director of Financial Services and Head of Finance and Head of Contracting & Procurement are fully supported in the performance of their roles by providing high quality executive support including office management services and administration support.

To be an effective member of a customer focused secretarial and office management services team working with, and covering for, other Executive Assistants in corporate offices as required by the EA to the CEO.

To operationally and strategically support the delivery of the Hawkes Bay Health sector vision.

To provide administrative support including note-taking and agenda and papers coordination to the Finance Risk & Audit Committee (FRAC).

Working Relationships

Internal External

EA to the CEO Executive Management Team Executive Management Team EAs/PAs Health Service Directors Funding Managers Company secretary Health Service Leadership Team PAs Head of Finance Head of Contracting & Procurement Human Resources Education & Development Communications Board support

National CFOs National CFO EAs Central Region CFOs Central Region CFO EAs Ministry of Health Health Hawke’s Bay (PHO) General Public

Dimensions

Expenditure & budget / forecast for which accountable No Direct Budget accountability.

Number of staff reports 0

Te hauora o te Matau-ā-Māui: Healthy Hawke’s BayTauwhiro Rāranga te tira He kauanuanu Ākina

Key Accountabilities

ORGANISING FOR RESULTS Measure (KPI):Provide professional, confidential & comprehensive administration support to the Executive Director of Financial Services (EDFS), Head of Finance (HoF), and Head of Contracting & Procurement (HoCP). Follow up strategic and action plans to ensure deadlines are met. Proactively action/respond and prioritise emails, following through on

any delegated work. Prepare EMT, Board and FRAC reports as required on behalf of EDFS,

HoF, and HoCP. Manage the Board and FRAC work plan on behalf of the EDFS, HoF,

and HoCP, ensuring reports are tabled in a timely manner. Manage and track Transform & Sustain project updates to ensure they

meet required timelines. Comprehensive scheduling of all calendar invites and collation of all

documentation through consultation with staff and external meeting priorities, with complete flexibility and confidence to be able to prioritise on the spot.

Pre-empt and draft letters, reports and speech notes based on previous information received/provided. Manage the processing and preparation of documentation and correspondence, along with actions and responses. Carry out preliminary work or research as required.

Event management - schedule, organise and drive all events i.e. venue, speakers and catering and communications.

Develop effective systems for the secure storage, filing and retrieval of information.

Create and maintain PowerPoint presentations. Take ownership of all documentation to ensure it is in the correct format

utilising appropriate templates where provided and ensuring there is consistency in the development of new templates.

Ensure all travel and accommodation requirements are organised and coordinated i.e. booking cars/taxis, flights & accommodation.

Process all Expense/Mileage/Reimbursement Claims. Maintain a systematic and logical filing system, for both electronic and

hard copy records.

Feedback to demonstrate that EDFS, HoF, and HoCP strategic, tactical and operational duties are delivered within set deadlines.

Demonstrated ability to act proactively and work autonomously.

Demonstrated ability to meet deadlines. Evidence of effective organisational and

time management skills. Responses to information requests are

provided within required timeframes with correspondence (hard copy or by email) circulated in a timely manner.

Documents are presented in an accurate and professional manner.

Agenda papers are received in a timely manner.

Emails and hard copy correspondence is responded to with appropriate information and within acceptable timeframes.

Travel and accommodation is organised efficiently and is trouble free for the traveller.

Events are organised and flow seamlessly. Required information and briefing material

is available in advance and in sufficient time to prepare for decision making.

Filing systems are compatible with managers’ requirements and are maintained on an ongoing basis.

MEETINGS & COMMITTEE SUPPORT Measure (KPI):Comprehensive agenda setting, minute taking, and secretarial support for the following meetings & committees:

Prepare EMT, Board and FRAC reports as required on behalf of EDFS, HoF, and HoCP.

Manage the Board and FRAC work plan on behalf of the EDCS, HoF, and HoCP, ensuring reports are tabled in a timely manner

Track actions, set deadlines, send outcomes as required, and manage all events arising from meeting discussion.

Manage and track Transform & Sustain project updates to ensure they meet required timelines.

Service department committees, e.g. EDFS Direct Reports meetings as required.

Agenda papers and minutes are issued in a timely manner.

Actions from meetings are completed successfully.

Internal and external presenters are coordinated and scheduled efficiently.

Group events are arranged and run effectively with strong governance.


IT SUPPORT Measure (KPI): Ensure the IT needs of the EDFS, HoF, and HoCP are met including the

software and hardware functions of all electronic devices (PC, Laptop, smartphones, surface pro and iPad).

Liaise with IT support to troubleshoot any issues for managers and/or staff and work through all solutions.

Support and advise managers and staff based on provided solutions and own IT knowledge.

Support managers, internal & external presenters with any IT requirements to ensure presentations and IT is running smoothly.

The available technology for electronic management is used effectively to meet the requirements of the office.

All IT related issues are resolved with minimum impact to manager.

Any learnings are passed to manager for future self-troubleshooting.

High level of IT knowledge and competence to advise and guide others in this area.

HUMAN RESOURCES Measure (KPI): Track all KPIs, create and implement processes to ensure HBDHB

targets are met. Work with HR through the recruitment process for all new employees,

using the Taleo Systems. Attend weekly meeting to support process of requests to recruit. Support manager around any disciplinary communication, meeting

scheduling and outcomes. Management of leave requests. Processing of Sick leave into PAL$. Approval of pay runs in PAL$ shift approval and authentication. Managing the PDR process in PAL$ including support/advise staff

around any questions relating to PDR and the process. Maintain Leave Plans and balances.

EDFS KPIs are tracked and met. Manage process to ensure approved

requests to recruit are processed through Taleo in a timely manner.

Leave and Training requests are actioned in a timely manner.

Pay rosters are maintained correctly and completed within pay run deadlines.

PDRs are completed within required timelines.

All HR matters, eg office vacancies and disciplinary support are handled in an efficient, confidential and timely manner.

FINANCE Measure (KPI): Source and purchase items as required. Process educational funding requests. Reconcile Purchase card transactions monthly. Coordination of all recruitment requests as required Raise purchase orders in the Finance1 system and progress through for

payment. Process incoming invoices for payment. Raise invoices as required. Travel card statements are reconciled appropriately.

All purchase orders are raised and processed through to received and paid status within a timely manner.

All invoices are authorised and sent to accounts payable for payment before due date.

Purchase card is reconciled monthly within the required deadline.

Travel card statements are reconciled and approved within required timelines.

RELATIONSHIP MANAGEMENT Measure (KPI): Work collaboratively with all staff to support the Finance and Contracting

Teams. Enhance the delivery of service from the EDFS, HoF and HoCP offices

by ensuring there is professional interface both internally within HBDHB and externally with key stakeholders.

Motivate and foster an environment in which staff are encouraged to communicate openly and participate freely.

Respect the privacy of staff and the requirements of confidentiality where these exist in relation to the responsibilities of the EDFS, HoF and HoCP and the information held by their respective offices.

Foster a climate of customer service and customer satisfaction. Manage systems, processes and resources that enable staff to meet the

needs of the Finance and Contracting & Procurement Divisions in an efficient and effective manner.

Professional, courteous and prompt responses to all external contacts with the EDFS, HoF and HoCP offices are provided.

Demonstrated ability to maintain a high degree of confidentiality and management of sensitive information.

Staff feedback.


OFFICE MANAGEMENT AND SUPPORT Measure (KPI): Ensure stationery supplies are maintained to meet the requirements of

the department. Support a move towards a paperless environment – utilise IS options for

storage of documents. Seek opportunities and initiatives to reduce waste in office environment. Raise BEIMS maintenance requests as required. Organise other office requirements for the department as necessary.

Stationery supplies are adequately maintained.

Photocopier is maintained in good working order.

Maintenance requests are lodged in a timely manner.

Key Competencies

DRIVE FOR RESULTS Measure (KPI): Can be relied on to exceed goals successfully. Consistently a high performer. Demonstrates the ability to drive self and others to deliver results. Consistently foster joint problem solving and decision making across the

team. Demonstrates strong prioritisation skills.

Feedback from the EDFS, HoF, and HoCP.

Feedback from staff. Striving to improve systems whilst focusing

on the quality of the service, delivery and job activity.

COMMUNICATION Measure (KPI): Demonstrates effective and highly competent written/oral communication

skills. Adheres to the HBDHB Privacy/Confidentiality Code. All incoming and outgoing communications are treated with

confidentiality. Facilitates and actions any communications as delegated by the EDFS,

HoF and HoCP Develops and maintains good relationships with all staff. Displays emotional and political intelligence.

Feedback from the EDFS, HoF, and HoCP.

Feedback from staff. Evidence of listening, understanding and

conveying messages in a professional manner.

TEAMWORK Measure (KPI): Demonstrates responsibility and commitment to work as a team. A positive interactive attitude is displayed. Support and advice is sought when necessary. A professional image is presented. Provides advice and support to staff and other EMT Executive Assistants

locally and regionally.

Feedback from the EDCS, HoF, and HoCP.

Feedback from staff.

PROFESSIONAL STANDARDS Measure (KPI):Meets HBDHB’s standards (i.e. legislative, professional, contractual, ethical

and organisational) by understanding the applicable standards and undertaking any steps necessary to remedy shortfalls in practice and knowledge.

Professional standards are met. The risk of harm to consumers, staff and others is minimised. Assist in achieving the Ministry of Health’s targets as set out by the

MOH. Adhering to all DHB policies and understanding of legislative bodies ie.

Privacy Act, HPCA Act, Code of Conduct. Ensuring appropriate programmes are attended as per instruction from

EDCS, HoF, and HoCP to allow for personal development within the organisation and assist in highest professional standard settings.



CUSTOMER SERVICE/CONTINUOUS QUALITY IMPROVEMENT Measure (KPI): Treats people with courtesy and respect and handles matters in a timely

manner. Ensures appropriate actions are undertaken when receiving

complaints/compliments. Open and responsive to customer needs. Demonstrates an understanding of continuous quality improvement.


Feedback from internal and external stakeholders.

Demonstrates a commitment to customer service and continuous quality improvement.

Identifies customer needs and offers ideas for quality improvement.

Effective management of customers and situations.

OCCUPATIONAL HEALTH & SAFETY Measure (KPI): Displays commitment through actively supporting all health and safety

initiatives. Ensures all staff/colleagues maintain adequate safety standards on the

job through consultation, training and supervision. Ensures own and others safety at all times. Complies with policies, procedures and safe systems of work. Reports all incidents/accidents, including near misses in a timely fashion. Is involved in health and safety through participation and consultation.

Evidence of participation in health and safety activities.

Demonstrates support of staff/colleagues to maintain safe systems of work.

Evidence of compliance with relevant health and safety policies, procedures and event reporting.

ENGAGING EFFECTIVELY WITH MAORI Measure (KPI): Demonstrates knowledge and understanding of local tikanga and Maori

culture sufficiently to be able to respond appropriately to Maori Is visible, welcoming and accessible to Maori consumers and their

whanau Actively engages in respectful relationships with Maori consumers and

whanau and the Maori community Actively seeks ways to work with Maori consumers and whanau to

maximise Maori experience Actively facilitates the participation of whanau in the care and support of

their whanau member.

Accelerated health outcomes for Maori Evidence of positive feedback from Maori

consumers and whanau, and colleagues Evidence of collaborative relationships with

Maori whanau and community/organisations

Evidence of whanau participation in the care and support of their whanau member

Essential and Desirable Criteria: Qualifications / Skills / Experience

EssentialTreaty of Waitangi Responsiveness (cultural safety)

Demonstrates the ability to include cultural safety of the health consumer when relating to care and processes within the Service. Demonstrates ability to apply the Treaty of Waitangi within the Service.

Qualifications (eg, tertiary, professional) Diploma or other relevant certificate, qualification or experience relevant to Business Administration.

Business / Technical Skills (eg, computing, negotiating, leadership, project management)

Demonstrates excellent computer skills utilising Microsoft applications, i.e. Outlook, Word, Excel, PowerPoint and other office technology.

Experienced in minute taking and production of high quality reports. Comprehensive understanding of setting up and maintaining office and

administrative systems, managing records, filing and organising documents. Experience in efficiently managing and prioritising workload. High level of attention to detail and accuracy. Highly developed interpersonal skills. Excellent communication skills, both written and verbal. An ability to communicate effectively with clients, staff, managers,

stakeholders and board members and respond appropriate to their needs Comfortable working to tight deadlines and workplace pressures. Commitment to maintaining a high degree of confidentiality. Demonstrates strong ability to understand and summarise complex issues. Skill in identifying and mitigating risks. Strong judgement in making informed decisions independently and quick to

apply learning to other contexts.


Experience (technical and behavioural) High level of personal autonomy, creating trusting and respectful relationships at all levels of the organisation.

Values & Behaviours: Shows commitment to, and demonstrates the behaviours of the health sector:

- He kauanuanuShowing respect for each other, our staff, patients and consumers – this means I actively seek to understand what matters to you.

- ĀkinaContinuously improving everything we do – this means that I actively seek to improve my service.

- Rāranga te tiraWorking together in partnership across the community – this means I will work with you and your whanau on what matters to you.

- TauwhiroDelivering high quality care to patients and consumers – this means I show empathy and treat you with care, compassion and dignity

Significant previous experience (five years minimum) in an Executive Assistant / Personal Assistant role.

Comprehensive understanding of high level business and administration principles.

Solid experience in minute taking. Ability to draft papers to a Board standard from information gathered. Excellence communication skills, ability to communicate at all levels. Ability to build effective and positive relationships with key personnel within

and external to the service and with key stakeholders aligned to the service. Can be relied upon to effectively manage highly confidential issues. Self-motivated, innovative, flexible and able to work autonomously or as

part of a team. Ability to plan and coordinate tasks ensuring optimum use of time and

resources. Responsive to ad-hoc requests and adaptable to the changing needs of the

organisation. Clear focus on all areas of a task and able to show consistently strong

attention to detail. Must be able to multi-task and have the ability to remain calm under

pressure. Must be proactive and able to forward plan. Ability to demonstrate excellent organisational skills. Commitment to quality and excellence.

Desirable Experience working in the health sector. Commitment to ongoing professional development.

Recruitment Details

Position Title Executive Assistant to Executive Director Financial Services.

Hours of Work 80 per fortnight.

Salary & Employment Agreement Coverage

As per the Individual Employment Agreement (IEA) negotiated with the appointee, which will be dependent on skills and experience.

Date 19 April 2018
