713. Integrity Staffing - Finance and Administration Officer

Finance and Administration Officer

The F&A Officer is responsible and accountable for providing administrative services and comprehensive finance support to the Director, Managers and staff within the Department Marketing and Events.

·        Provide a confidential secretarial support to the Director Marketing and Events and direct managers as directed.

·        Provides comprehensive administrative support to Marketing and Events staff.

·        Arrange appointments and meetings on behalf of the Director.

·        Coordinate submissions from the Divisional staff to/from the Director including submissions, briefing notes, papers, correspondence; draft routine correspondence as required.

·        Supports the Director and his Managers in HR processes, including drafting of HR forms, timely sign off and submission of timesheets and allowances, staff induction requirements.

·        Provide secretarial support to management meetings, including preparing agendas, circulation of papers, drafting minutes, and monitoring action items to completion.

·        Provides administrative support as stipulated in the Departments Business Continuity Plan.

·        Undertakes basic research, collects and collates information for the Director.

·        Develops, maintains and improves administrative procedures in consultation with EHP managers and staff.

·        Provide financial administrative support using the FMIS (Sage) Financial System, including in purchasing and accounts processes, resolving disputed invoices, actioning new suppliers, maintaining expenditure spreadsheets as required, and registration/disposal of assets ensuring compliance in accordance with Treasurers’ Instructions (TI) and the Financial Information Management Act (FMA) 2006.

·        Monitors budget expenditure, including preparing internal reports for review, support the Director and managers to identify budgetary issues and in budgetary planning.

·        Manages the record management of Divisional correspondence, databases and information systems as required in accordance with legislative requirements, Department policies and procedures.

·        Coordinates and/or responses to internal and external enquiries to Marketing and Events Division.

·        Arrange travel and accommodation as required.

·        Establishes and maintains effective working relationships with internal and external stakeholders including managers, employees, researchers and volunteer groups.

·        Actively participates in team meetings and team development.

·        Undertake special projects and other duties directed.

 

Essential

1.  Experience in providing comprehensive administrative support /office management in a busy diverse environment including records management.

2.  Experience in providing comprehensive finance support, in particular experience in purchasing/procurement, processing of accounts and budgetary processes.

3.  Well-developed computer skills including working knowledge of databases, financial management systems, records management systems, Excel spreadsheets and word processing.

4.  Highly developed verbal, written and interpersonal skills.

5.  Highly developed organisational skills, including an ability to prioritise tasks effectively, and work within set timeframes.

6.  Applies and promotes the principles of equity, diversity and work health and safety in the workplace.

Desirable

7.   Sound working knowledge of the Financial Management Act 2006 and Treasurer’s Instructions in relation to accounts processing.