Saltwater Freshwater Arts Alliance Aboriginal Corporation

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1 POSITION DESCRIPTION CORPORATE SERVICES MANAGER Employer: Saltwater Freshwater Arts Alliance Aboriginal Corporation Job Title: Corporate Services Manager (full-time) Immediate Supervisor: Chief Executive Officer Reporting staff: Administration Officer Probation Period: Three months Affiliations: The Corporate Services Manager works closely with the Chief Executive Officer & the Cultural Programs Manager within the Executive team. Award: Non-award salaried position Gross Base Salary: $65,000 per annum Term of employment: This position is full time for a period of 12 months with the possibility of extension. BACKGROUND Saltwater Freshwater Arts Alliance aims to position Aboriginal Culture as the foundation for the long-term social, economic and cultural development of the Mid North Coast s Aboriginal communities. The organisation is currently funded through an Alliance of ten Local Aboriginal Land Councils, the Australian Government s Office for the Arts and the Indigenous Coordination Centre, Coffs Harbour. It is expected to be fully self-supporting within a three-year period. The Mid North Coast region, as defined by the New South Wales Aboriginal Land Rights Act, 1983, consists of the following Local Aboriginal Land Council areas: Karuah, Forster, Purfleet- Taree, Bunyah (Wauchope), Birpai (Port Macquarie), Kempsey, Thunggutti (Bellbrook), Unkya, Nambucca Heads, Bowraville and Coffs Harbour. 1

2 POSITION SUMMARY As a member of the Executive team, the Corporate Services Manager will develop and implement the systems and infrastructure required to support the growth and future financial security of the Saltwater Freshwater Aboriginal Arts Alliance (SWFWAA). You will be responsible for SWFWAA s financial, regulatory, legislative, administration, human resource and information technology (IT) functions. The position requires a hands on professional who is keen to work at all levels, from undertaking the day to day administration & financial duties to contributing within the Executive team to develop strategic initiatives. VALUES WE HONOUR AND TAKE GREAT PRIDE IN ABORIGINAL CULTURE WE STRIVE TO STRENGTHEN THE AWARENESS AND APPRECIATION OF ABORIGINAL ART AND CULTURE WE RECOGNISE, UNDERSTAND AND EMBRACE THE IMPORTANCE OF FAMILY WE TREAT ALL PEOPLE WITH RESPECT AND OPERATE WITH INTEGRITY, HONESTY AND TRANSPARENCY WE STRIVE FOR UNITY, COHESIVENESS AND RECONCILIATION FOR ALL AUSTRALIANS WE ARE HERE FOR FUTURE GENERATIONS WE ARE FUTURE ORIENTATED CULTURE Saltwater Freshwater Arts Alliance employees work in a small informal team environment. People are open & friendly, work closely together & having a sense of humour is encouraged because workloads at times can be intense. Everyone understands and works in alignment with the organisation s strategic direction. There is an emphasis on cultural integrity, respect, and getting the job done. EXECUTIVE TEAM RESPONSIBILITIES Work as a member of the Executive team to ensure the effective and efficient management and operation of the SWFWAA in accordance with the values and strategic direction of the organisation. Ensure the effective financial management (integrity of accounting, budgeting, financial reporting and forecasting, balance sheet & cash flow) of the SWFWAA. Provide expert advice and support to the Executive team in the financial monitoring, planning, forecasting, budgeting and analysis of the SWFWAA s business service units. Manage, monitor and report on SWFWAA s compliance with all statutory, funding, grant, contractual & legislative obligations. Participate in the development, implementation & review of the SWFWAA s strategic and operational business plans. 2

3 Collaborate with the Board, Executive Team, Local Aboriginal Land Councils (LALCs), Federal and State Government agencies, Local Government, the community and private sectors, to implement the Business Plan. Develop and maintain relationships with key stakeholders, including within government, NGOs, community and corporate sectors. Attend and participate in meetings of the Executive, Board, Board Committees, and internal & external committees as necessary. Develop, implement & administer effective financial & administration management systems & infrastructure. Develop, implement & administer effective administrative, financial & operational policies, procedures and guidelines in consultation with the Executive Team. CORPORATE SERVICES KEY RESPONSIBILITIES Plan, manage and develop SWFWAA s financial, regulatory, legislative, administration, human resource and information technology (IT) functions in an efficient and effective manner. Develop new and or revised services in areas of responsibility as required. Lead, manage and develop administrative staff, volunteers and contractors to ensure the efficient & effective operation of Corporate Services and the provision of timely & accurate information. FINANCIAL MANAGEMENT 1. Prepare SWFWAA s financial projections, budgets and reports and administer all financial accounts. Provide financial advice, support and guidance to the Board, Executive team & other business units as required. 2. Assist the Executive Officer & Board to ensure that financial policies, systems, and processes promote and protect the financial position of the organisation. 3. Prepare and process all SWFWAA financial accounts, payments, invoices and associated financial documentation. 4. Prepare all payments for approval by key signatories on accounts. Prepare and process payroll, salary sacrifice, taxation & superannuation ensuring compliance with relevant legislation and current professional accounting practice. 5. Prepare and monitor cash flow projections for multiple projects. 6. Undertake timely and accurate processing of day-to-day financial transactions, including the reconciliation and payment of creditors and the reconciliation and maintenance of debtors. 3

4 7. Co-ordinate and administer the banking function. Reconcile receipts, deposits and grants. Reconcile bank accounts monthly from bank statements and bank ledgers. Invest and transfer funds as necessary. 8. Ensure financial records are backed up weekly and stored on an external hard drive offsite. 9. Prepare relevant financial reports for external funding bodies and provide monthly financial reports and other reports as required. 10. Manage the annual budgeting and reporting process and provide annual financial statements to the Auditor, Executive Officer, and Board. Prepare annual audited accounts with the assistance of external auditors. COMPLIANCE, STATUTORY DUTIES & RISK MANAGEMENT 11. Assist the Executive Officer to ensure compliance with statutory, funding, contractual and legislated obligations relating to the operations of the SWFWAA. 12. Ensure Board and organisational compliance with ORIC (Office of Registrar of Indigenous Corporations) and with the ATO (Australian Taxation Office). Prepare organisational documents as needed for legal and financial compliance matters. 13. Develop in consultation with the Executive Team the Annual Report. Manage & administer the Board & Company documents. 14. Comply with the Australian Charities and Not-for-profits Commission (ACNC) from July 1, Conduct research and analysis of SWFWAA s operations in relation to risk management and compliance with Work, Health & Safety legislation. Establish and implement a risk management system. 16. Develop, review and administer all business contracts and liaise with external contractors as required. Manage & maintain appropriate insurance for SWFWAA s operations. HUMAN RESOURCES MANAGEMENT & INFORMATION TECHNOLOGY 17. Provide advice on all aspects of human resource management including employee and organisational development. 18. Develop and administer employment contracts and job descriptions and ensure all aspects of SWFWAA s human resource and industrial relations functions are compliant with the Fair Work Act 2009 and other applicable legislation. 19. Ensure that recruitment and selection and performance review and management processes are undertaken in accordance with SWFWAA s values. 4

5 20. Create and administer personnel files and maintain records of staff training & development in accordance with applicable legislation. Develop & implement an employee & volunteer induction process. 21. Participate in and conduct performance reviews and planning within the Executive team (180 degrees) and for reporting staff in alignment with SWFWAA values. 22. Manage the information technology function including data security, back up, technology upgrades & implementation in consultation with designated external contractor. GIFT FUND MANAGEMENT COMMITTEE 23. Prepare the terms of reference for the Gift Fund Management Committee (GFMC). 24. Coordinate and facilitate the meetings of the GFMC and prepare GFMC financial & management reports as required. PHYSICAL RESOURCE MANAGEMENT 25. Manage SWFWAA s physical infrastructure & maintenance schedules. Develop & maintain an asset register. 26. Analyse initiatives & resource management issues that affect the organisation and prepare associated reports, correspondence and submissions. GENERAL 27. Undertake the day-to-day operational tasks for Corporate Services. Ensure operating expenditure is within approved guidelines. 28. Provide monthly reports on areas of responsibility to the Executive Officer and other reports as required. 29. Prepare and submit communications and marketing information for Corporate Services. 30. Identify funding opportunities and assist with the development of submissions in consultation with the Executive team. 31. Comply with SWFWAA policies & procedures and undertake other duties as required by the Executive Officer. 5

6 SELECTION Saltwater Freshwater Arts Alliance will consider an applicant s abilities in (at least) the following areas:- Personal integrity/self management Relationship capability Potential to engage with and contribute to the organisation now and in the future Alignment with our SWFW values & workplace culture Qualifications/training & work history/experience Ability to meet the essential criteria ESSENTIAL CRITERIA 1. Demonstrated experience in a senior financial role with a not for profit organisation. 2. An understanding of Aboriginal culture and a commitment to work in alignment with the SWFWAA values and with Aboriginal people. 3. Demonstrated ability to administer legislative, statutory & contractual obligations. 4. Highly developed organisational and administrative skills, ability to meet deadlines and work autonomously. 5. Demonstrated experience in managing a computer based accounting system (MYOB) & knowledge and experience in database, spreadsheet and word processing computer applications. 6. Demonstrated experience in the administration of payroll. Ability to interpret and apply Industrial Awards and Agreements. 7. Demonstrated experience in managing staff and in developing & implementing policies and procedures. 8. Highly developed negotiation and interpersonal skills and the ability to deal with sensitive and confidential information. 6

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