Alyssa Hill

Since joining the Department of Justice in January 2022, I have demonstrated my versatility and commitment through a range of roles, including Finance Coordinator, Cashier, Visit Bookings, Administration Assistant, and Human Resource Assistant. I am an organised, efficient and hard-working person, and I am willing to discover and accept new ideas which can be put into practice effectively.

• ABILITY TO PROVIDE FINANCIAL SERVICES, Whilst acting in Finance Coordinator at Broome Regional Prison, I was responsible for handling payments of invoices via Oracle Fusion, FlexiPurchase, Payment Vouchers in accordance with the Financial Management Act 2006 (FMA) and Treasurer's Instructions (TI). To guarantee the prevention of duplicate payments across all financial platforms, I utilise PBCS reports which include not only transactions via Oracle Fusion, Flexi Purchase and Payment Vouchers but also recoups, revenue, salary & wages, superannuation, and overtime, ensuring a thorough financial overview. This resulted in error-free reporting and prevents the double payment of invoices in accordance with the FMA and TI.
• REASEARCH, ANALYTICAL AND PROBLEM SOLVING SKILLS,
• When in my substantive position Cashier we had to have a time change for our cashier times which si when prisons families are able to deposit, I had to do research and located all other times of cashiers all over WA Prions to figure out what would be best suited to Broome prison and what options we need to have available to the community as we are a regional and it is not as easy for the locals to do over the phone payments compared to metro.
• When acting as Finance Coordinator when the end of month is completed and closed in PBCS, I analyse the transactions of 3 Performance Centres against the forecasted monthly budget and report the major variances to the Business Manager and Superintendent. This ensures we can monitor the expenditure of each flex code and provide justification of over/under spending. In asset management, I participated in the asset acquisition process for Broome Regional Prison utilising the Asset Acquisition Form (FMD0006) and ensuring that if required an Asset Disposal Form (FMD0001) is completed. Upon receipt of an asset I record it in a spreadsheet to ensure that all assets are accurate and up-to-date. I also familiarise myself with our policies and always look for new changes to polices and procedures to adhere to, as this is very important to have being in the department and following correct procedures and polices .
• COMMUNICATION AND INTERPERSONAL SKILLS,
• Communication has been a strong skill of mine for many years due to my extensive experience in
  hospitality. I have been able to mould those skills into this role when communicating with our staff, and
  external entities. A large part of the coordinator resource’s role is liaising with external contractors for
  recruitment, and staff within the prison for various resolutions and responsibilities. Whether it be as
  simple as booking in a staff members accommodation/flights using CTM or booking in official visits or social visit with offenders, or booking in contractors to attend our site for maintenance issues.
• Whilst employed with Broome Regional Prison, I have demonstrated my ability to communicate with a wide range of people. This includes building a working relationship with staff at other prisons, head office and external contractors and operating the switchboard which is the first point of contact for members of the public. I am also the first point of contact for external customers coming in to the prison to book a visit/ deposit money/ interview candidates and collect money . I have also attended and documented several meetings including serious incident debriefs, Local Consultive Committee Meetings (Union Based) and weekly debriefs which I was able to disseminate in a timely manner to the appropriate recipients. In addition to the above examples I was able to develop a Exit Payout Forecast spreadsheet in order to communicate with the prisoners who are in excess of $500 prior to release. Prisoners at Broome Regional Prison are permitted a maximum of $500 cash upon release as per Standing Order 8.4 and are required to organise for the excess funds to be deposited into an external bank account via a Payment Voucher or received via a cheque both of which are issued by Head Office. To ensure prisoners were informed and prepared for the fund transfer before their release, I developed an Exit Payout Forecast spreadsheet in Excel. The spreadsheet utilised reports generated by the Total Offender Management System (TOMS) and SecureTek. This spreadsheet accurately accounted for prisoners' balances in Savings, Gratuities, Private Cash, and Telephone Accounts. As a direct result of implementing the Exit Payout Forecast spreadsheet, I was able to proactively identify prisoners who were scheduled for discharge with excessive funds. This anticipation allowed us to prevent surprises for the Cashier, such as hidden savings accounts, thereby ensuring a smoother and more informed financial process for both the prison and the prisoners upon release. This initiative also contributed to adherence to Standing Order 8.4.
• SUPERVISORY SKILLS, In my role at Broome Regional Prison, I took the initiative to complete a recall of our Administration team's task allocation. Recognising imbalances where some positions were underutilised while others faced larger workloads. I produced a task list for four positions, ensuring a fair distribution of responsibilities and I was able to not only rectify workload discrepancies but also alleviate the pressure on other positions with larger workloads. This experience showcases my proficiency in team oversight, prioritisation, and effective delegation of workloads. I have also been involved in government interviews as a Hr Administrative Panel Member. This experience allowed me to produce selection reports and appendices following the correct policies and procedures work.
• KNOWLEDGE OF THE FINANCIAL MANAGMENT ACT, TREASURERS INSTRUCTIONS, Through all my roles within Broome Prison, I am required to ensure payments comply with the Financial Management Act, Treasurers Instructions and Departmental policies. This could be from when I am in the Cashier role, I need to ensure all banking is in accordance with Department Policies and Treasurers Instruction 206. An example of this is that monies received does not remain unbanked for a period exceeding ten working days. Our Departmental policy is five working days unless otherwise approved. Whilst acting in Finance Coordinator at Broome Prison, I was responsible for ensuring all payments comply with Treasurers Instruction 304 as such 'The accountable authority of an agency shall ensure the appointment is made, in writing, of one or more officers as a certifying officer, and, if required, an incurring officer. With the role out of Standing Orders across The Department, Treasurers Instruction 304 is accounted for as each order has a requisitioner, approver, Purchase Order approver and a receiptor (4 people instead of 3 mentioned in the TI).

Tracy Pearson - Business Manager - Manager -  Broome Regional Prison -  0412 828 382 - Tracy.Pearson@justice.wa.gov.au

Alicia Tilbrook - Finance Coordinator - Direct Line Manager -  Broome Regional Prison - 0458 013 292 - Alicia.Tilbrook@justice.wa.gov.au