Principles Vision Purpose Statement Accounts Payable Clerk healthalliance Purpose, Vision and Principles healthalliance provides shared services to benefit NZ health organisations. We will deliver increasing value to our customers through: Lower cost Standardized system and processes Reducing variation or rework Quality and innovation To be the first choice shared service provider in New Zealand. Partnership Developing lasting partnerships through collaboration, working to a common goal, facilitating joint solutions within our means, recognising and celebrating success, open communication to share knowledge and information Respect for people We respect others by; developing trust by being open and honest, listening to and understanding others views, valuing everyone s contribution, celebrating diversity and have fun and enjoy what we do as a team Integrity We show integrity by; leading by example, open, fair, honest and transparent in everything we do, courage to speak up and challenge when things don t seem right, act ethically and professionally at all times, can do, will deliver our promises, obligations and commitments Delivering Results We deliver results by; delivering exceptional results through high performance teams, enhance the customer experience, continually improve and add value, being action orientated, responsible and accountable, providing consistent and reliable services Energised by Innovation We are energised by innovation when we; encourage forward thinking ideas and challenge status quo, measure our performance and see it as an opportunity to learn and grow, creating positive change by developing smarter ways to work, empowering people to maximise potential. Our principles define the expected behaviour of all staff and guide us on the behaviours that are important to us as an organisation. They underpin the way we do things at healthalliance, defining how we strive to move towards our vision. Dated: June 2011 1
This position description provides an indicative outline of responsibilities and tasks of the role. Title and Reporting Relationships Position title: Accounts Payable Clerk Reporting to: Location: Accounts Payable Team Leader Auckland the purpose and key Purpose of the Role Ensure the effective and timely operation of all aspects of the Accounts Payable function by meeting Service Level Agreements with an excellent customer service focus. To ensure tasks are carried out in accordance with Healthalliance policies and procedures and contribute to continuous improvement initiatives Personnel Dimensions (Employees reporting to this position directly and indirectly) Number of Staff: 0 Key Relationships Direct: Through subordinates: Total: People and organisations both inside and outside of the company that this position w ould be required to manage relationships with. Internal Stakeholders Accounts Payable Team Leader Accounts Payable Manager DHB Finance Teams DHB staff Position in Organisation External Stakeholders Suppliers Audit NZ Dated: June 2011 2
Key Responsibilities and Tasks Expected Outcomes Processes: Process all transactions in a timely and effective manner. This may include opening and distribution of mail Invoice processing generation of payments of EFT Chq and overseas All deadlines met Dated: June 2011 3
Reporting /Reconciliation Ensure all major supplier accounts are reconciled monthly and all other accounts reviewed on a regular basis. Resolve reconciling items in a timely manner Prepare Accounts Payable reports when required All major supplier reconciliations completed monthly All outstanding issues resolved in a timely manner All reports generated on time Customer Service Respond to queries from business units, DHBs and suppliers, in a timely and effective manner by taking action where appropriate and providing a high level of service A high level of customer service for all customers Dated: June 2011 4
Continuous Improvement: Ensure and demonstrate a serious commitment to continuous improvement by assisting and developing new initiatives and ideas which support Health alliance organisational strategies Examples can be presented where process improvement and efficiency can be demonstrated; particularly standard processes across all customers ensuring duplication and waste is eliminated Staff are encouraged to look for new smarter ways of processing Accruals Clear outstanding issues on the Accrued Liability report in an efficient and effective manner. Chase credits from Supplier where necessary Issues on Accrued Liability report over 6 months old cleared General Assist Manager Accounts Payable and Accounts Payable Team Leader with other duties as required Dated: June 2011 5
Qualification, Experience and Training Requirements What is the typical background required to competently perform the responsibilities of the job? Essential is the minimum acceptable level for entry. Preferred indicates the desirable level, but may also expand on the nature, eg: industry related, level of previous supervisory experience Essential Preferred Education to School Certificate le Minimum 3+ years experience in Accounts Payable with exposure to a large or complex organisation Systems knowledge Good reconciliations skills Oracle system knowledge Reconciling skills in Excell COMPETENCIES FOR THE ROLE Functional / Technical Skills Technical Learning Problem Solving Priority Setting Time Management Informing Action Oriented Making decisions in a timely manner, sometimes with incomplete information. Picks up on technical things quickly; can learn new skills and knowledge; Good at figuring out the processes necessary to get things done;. Spends his/her time and the time of others on what s important. Uses his/her time effectively and efficiently; values time; concentrates his/her efforts on the most important priorities. Provides the information people need to know to do their jobs and to feel good about being a member of the team, unit, and/or the organization; provides individual information so that they can make accurate decisions; is timely with information. Enjoys working hard; Is action oriented and full of energy for the things he/she sees as challenging; not fearful of acting with minimum of planning; seizes more opportunities than others. Dated: June 2011 6
Perseverance Approachability Pursues everything with energy, drive and a need to finish; seldom gives up before finishing, especially in resistance or setbacks. Is easy to approach and talk to; spends the extra effort to put others at ease; can be warm, pleasant, and gracious; is sensitive to and patient with interpersonal anxieties of others; builds rapport well; is a good listener; is an early knower, getting informal and incomplete information in time to do something about it. Customer Focus Is dedicated to meeting the expectations and requirements of internal and external customers; get first-hand customer information and uses it for improvements in products and services; acts with customers in mind; establishes and maintains effective relationships with customers and gain their trust and respect. Peer Relationships Ethics and Values Integrity and Trust Self Development Is tolerant with people and process; listens and checks before acting; tries to understand the people and the data before making judgements and acting; waits for others to catch up before acting; sensitive to due process and proper pacing; follows established process. Adheres to an appropriate (for the setting) and effective set of core values and beliefs during both good and bad times; acts in line with those values; rewards the right values and disapproves of others; practices what he/she preaches. Is widely trusted; is seen as a direct, truthful individual; can present the unvarnished truth in an appropriate and helpful manner; keeps confidences; admits mistakes; doesn t misrepresent him/herself for personal gains. Is personally committed to and actively work to continuously improve him/her. Understands the different situations and levels may call for different skills and approaches; work to deploy strengths; works on compensating for weakness and limits. OPTIONAL: POSITION SPECIFIC POSITION RELATED COMPETENCIES Indicates the specialist skills and behaviour required for the role Note: The position needs to reviewed by both parties annually. Signed as current and agreed: Manager Employee Dated: June 2011 7
Dated: June 2011 8