Introduction

The purpose of this page is to establish the levels of authority delegated to duly appointed office holders and staff of the Health Support Services.

The underlying intention of this manual is to clarify accountability and responsibility for the day-to-day operation of Health Support Services.

Accounts & Audit Determination

The Determination is established as a condition of the receipt of Consolidated Fund Recurrent Payment and Consolidated Fund Capital Payments. Public Health Organisations receiving such monies shall comply with the requirements of the Determination.

While Health Support Services is not specifically specified in the Accounts and Audit Determination as having to comply, the Chief Executive will be responsible for ensuring:
1. the proper performance of accounting procedures including adequacy of internal controls;
2. the accuracy of its accounting, financial and other records;
3. the proper compilation and accuracy of its statistical records;
4. the due observance of the directions and requirements of the Minister and HAC; and
5. the observance of the Determination, policy directives and policy and procedure manuals issued by the government, Minister, Director-General and/or the Department of Health.

The Determination makes the following specific references to the Delegations manual:

"A public health organisation shall maintain a Manual of Delegations to record details of delegations of responsibility and authority. All delegation approvals are to be recorded in the Board meeting minutes with a separate file being maintained for approvals".

The Delegations as specified hereunder comprise the Delegations Manual for Health Support Services.

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Principles of Delegation

1. This Delegations Manual has been compiled in order to:
a. Ensure that there is a set of clear and unambiguous directions in the matters of authorisations and quantification of expenditure, personnel matters and general business matters encountered by the Health Support Services on a day-to-day basis; and
b. Facilitate compliance with relevant directions from the Minister, Department and Corporation.
2. Delegated authority is subject to any overriding state or federal legislation.
3. Delegation of authority is considered, for the purposes of this manual, to be conferred by the Corporation in accordance with relevant state and federal legislation, manuals and policy directives.
4. The delegation of authority to a specified person is unique and may not be transferred or further delegated, except where, the absence of the person to whom the delegation is made requires that the authority be exercised by the person acting in the position to which the authority is delegated. Where officers are acting or relieving in a position and exercise a delegation in this way, the officer should specify the position, and the 'acting' nature of their occupancy in that role.
5. Delegates may apply more restrictive delegations to staff over which they have direct managerial control. A clear set of the revised delegations must be provided to the staff member in question where this occurs. See point 15 regarding amendment of delegations.
6. Where this manual specifies a delegation to a person or position, the position to which they report is also deemed to have the delegated authority unless otherwise indicated.
7. Monetary amounts stated in this manual are the maximum delegated amounts in relation to the delegated function and do not include GST. They do not imply or confer authority to spend more than the organisation’s uncommitted budget allocation.
8. No delegate may:
a. Approve self related matters (eg authorise expenditure or expenditure reimbursement to themselves, certify their own timesheets, authorise their own higher duty allowance, overtime or annual or long service leave);
b. Approve matters that are for an officer for whom the delegated officer has no responsibility unless the authority is otherwise specifically delegated for administrative purposes; and
c. Split items or orders to bring them within any limit of their position’s administrative responsibility.
9. The authorising person for the above, and other matters of a like nature, shall be a more senior member of staff unless otherwise specifically delegated for administrative purposes. 5 of 30 Health Support Services Delegations Manual
10. Delegates are expected to exercise the powers, authorities, duties, or functions delegated to them in a responsible, efficient, consistent and cost-effective manner and in accordance with the NSW Health Code of Conduct. Whether a delegation should be exercised (or the matter referred to a higher authority) requires the exercise of discretion by the delegate.
11. In principle, all expenditure is to be approved on the basis of availability of funding within the budget allocation and the availability of funds within each account.
12. Delegates must consider any additional recurrent costs that will be incurred as a result of a purchase. In the case of non-current assets, delegates must consider the effect a purchase will have on the future operating costs and the availability of funding.
13. All delegates are required to exercise their delegations in observance of manuals and policy directives issued by the Department of Health.
14. The following Department of Health policy and procedure manuals are to be observed in the exercise of the delegations and in the day-to-day operations of the organisation:
• Accounts and Audit Determination Manual (AAD)
• Accounting Manual (AM) - Public Health Organisations
• Combined Delegations Manual (CDM)
• Purchasing and Supply Manual (P&S) - Public Health Organisations
• Building and Equipment Manual (B&E)
• Leave Matters Manual (LM) - Public Health Organisations
• Protecting People and Property Manual (S&S)
15. Amendments, additions, and deletions to the Delegations Manual must be considered and endorsed by the Health Administration Corporation. Once endorsed, the change must be incorporated into the manual and any parties affected by the amendment formally notified.