KEY COMPETENCIES required for Business Support ... - …



SCHEDULE ONEName:Position:Business Support: Accounts AssistantLocation:Fertility Associates Group Office AucklandReports to:Group Finance Manager Direct Reports:NoneKey Internal Relationships Finance TeamNurses Clinic ManagersFA employees Doctors Key External Relationships General PublicFinancial bodies Patients Organisation Context – How the role adds value to FAThe Accounts Assistant provides essential support to the Financial Accountant and Finance Manager by completing operational financial tasks and routine accounting activities. This position is for a team player who is willing to provide support and help out to ensure that financial work peaks are managed smoothly and that the assistant accountant has back up on essential patient response tasks.Role Overview – Key Contribution Supports the value of CARE through:Understanding and respecting the differing needs of FA’s customers (both internal and external) whilst protecting the needs of FA.Acting with accuracy, courtesy and diligence at all timesSupports the value of RESPONSIVENESS throughResponding quickly to queries and providing accurate information Working positively within a multiple demand work environmentProactively providing support to finance team colleagues Supports the value of EXCELLENCE through:Consistent high levels of accuracy and detail Continuous focus on achieving high standards Contributes to KPIs :Provides support to the accurate and timely reporting of financial information Impacts engagement through being a positive, collaborative, and supportive team playerKey Goal/Responsibility 1: Supporting Finance and Management Accounting Processes Expected Outcomes Receipt of payments directly via website or directly into the bank account.Process of patient payments including direct debits.Reconciliation of Southern Cross plete daily balancing and reconciliation of Greentree to bank accounts.Monitor accuracy of invoices processed in Greentree.Calculate and post a range of month end journals as required accurately reflect business performance Assist Patient Liaison with debt collection when and as requiredPrepare petty cash reconciliation Prepare bank reconciliations Prepare, pay and file PAYE returnsCarry out ad hoc analysis work as required and to perform other tasks as requiredRaise invoices for non-patient related services (i.e. doctor rental recharge)Post invoices and payments to financial systemPrepares data for input to financial reports Zero tolerance on banking issuesDaily tasks to be completed each dayMonth-end procedures completed within the agreed timeframe each monthEnsure PAYE payments and filing occur accurately and on timeAccurate recording and reporting of the cash process for the organisationKey Goal/Responsibility 2: Finance projects and support Expected Outcomes Works with the Finance Manager’s guidance or instruction to provide analysis or data on processes or issues requiring investigation or improvement.Provides on leave support on key elements of the patient liaison role – e.g. pick up, triaging and responding/forwarding queries Reporting deadlines achieved Quality information provided for projects Accounts Assistant able to take leave without loss of essential service .Backlog of financial improvement projects are addressed.Key Goal/Responsibility 3: Communication and TeamworkExpected Outcomes Demonstrate teamwork through shared problem solving, use of effective communication and consultative decision-making.Work co-operatively with other members of the team to achieve the team objectives.Quickly build productive working relationships with patients and colleagues based on respect and good rapport. Listen well.Display a positive viewpoint; sees the good in situations and how they can make things better.Go the extra mile to assist others – looks for opportunities to help and support municate directly and honestly and respectfully while avoiding being negative, complaining, or gossiping.Demonstrated interest and understanding is evident in which all aspects of the customer/vendor/colleague situation are considered.Contributes effectively as a member of the team – helps, supports, shares information, pitches in etc.Is clearly valued as a member of the team.Customers and colleagues find the individual approachable and knowledgeable and quickly obtains credibility.Views are clearly understood and respected.Seen as someone who will help out.Key Goal/Responsibility 4: Quality and Continuous ImprovementExpected Outcomes Initiate Quality Reports when appropriate. Critical incidents, complaints, system failures etc, recorded and appropriate initial actions taken.Contribute to the continuous improvement of processes/protocols within FAFollow the company safety policies for personal and patient safety.Seek and use performance feedback to improve own performanceWill bring things to others attention/ raise issues of concern.Supports colleagues - sharing knowledge and experience to help them do things better/more efficiently.QR seen as process improvement not ‘blame’Comfortable about providing feedback, critique and new ideas.Regular discussions with TL about performance and development. Asks for helpLearns quickly and applies suggested improvementsProblems and issues are brought to the appropriate people / line managerZero patient complaints. Key Goal/ Responsibility 5: Self-Managed, Positive, Accountable Work Practices Expected Outcomes Proactive rather than reactive. Able to avoid mistakes that could/should be anticipated.Well prepared and organized. Plans ahead as much as possible. Carries out all responsibilities and action items in a purposeful way. Is punctual and responsive to the workload of others.Displays a positive viewpoint; sees the good in situations and how they can make things better – pushes through setbacks.Able to work confidently and effectively Manager is absentAchieves accuracy targets. Finishes all allocated work efficiently and on time. Works well without supervision.Positive feedback from patients and colleagues.Displays a helpful and courteous manner.Key Goal/Responsibility 6: Self DevelopmentExpected Outcomes Develop own skills and knowledge through participation in clinic meetings, seminars, workshops and asking for help or coaching.Development plan in SuccessFactors Willingly shares learning.Wants to grow and develop KEY COMPETENCIES required for Business Support Team Members Patient Insight: understanding what patients want, feel and need, and to meet those needsFA Business Support Team Members – provide a professional and warm welcome to FA patients – on the phone, email or face to faceare able to provide clear and understanding information to patients or find someone who canare able to demonstrate an understanding of the range of emotional responses that FA patients experiencefind the right words when dealing with patients keep calm under pressure or dealing with emotionally charged situations Analytical Thinking: tackling problems using a logical, thorough and systematic approach.FA Business Support Team Members pause, step back from problems & collect the facts – stay connected to the detailuse analysis/data to support decisions & recommendationsapply a logical and systematic approach to problem solving – take the time to get to the root causeclarify, check, and test their decisionsdo not give up on problems, will work to find answers for patients and colleagues Teamwork: working within and across teams in a supportive, collaborative and productive way FA Business Support Team Members willingly offer help and support to others build rapport keep others informed share information, ideas, learning with others - and ask for help from others pay attention to feelings and emotions, and listen without interruptinggive consistent messages, and keep promisesbring disagreements into the open, and address and resolve conflict earlyInitiative: developing innovative approaches that enable us to improve FA Business Support Team Members - keep looking for ways to do things betterlisten to others ideas and are willing to try different approaches or methodsthink ahead and prepare for problems or opportunities in advancerecognise limits and ask for help provide input to team leader and others on how to improve service or processes follow up on queries or complaints to ensure closure or improvementEducation: commitment to learning and growth for staff, patients and external stakeholdersFA Business Support Team Members - actively seek opportunities and challenges for personal & professional learning and growthacknowledge mistakes and treat them as learning opportunitieschange their behaviour in the light of feedback and reflectionobtain, analyse and act on feedback from a variety of sourcescoach, support and teach others when knowledge is greater work to understand the role, responsibilities, priorities and work practices of others e.g. nurses/lab/doctorsTechnology: continuous development of our competence in technology, science and medicineFA Business Support Team Members – actively look for ways to use IT, systems or FA technology to improve service or simplify processes ask questions of colleagues to better understand systems, processes and science welcome system and process improvement – integrate improvements into work practicesensure the highest levels of patient confidentiality in all media/data storage/documentation Leadership: professional, proactive, accountable FA Business Support Team Members – use personal skills and attributes to positively influence patients in service interactions set high expectations for self genuinely listen to others’ views and are willing to examine their own beliefsdespite setbacks, rise to the challengeare positive advocates and ambassadors for FABusiness Focus: knowledge of how businesses operates; using understanding of strategy, finance, planning processesFA Business Support Team Members - understand the purpose, aims, functions, policies and business practice of FAknow about the fee structure, access to treatment and funding of treatment can process invoices and fee transactions understand the billing and invoicing process and can answer queries or refer them quickly to the right personcontribute to and support the One FA concept of teamwork and consistency of practice across the group. ................
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