HEAD OF FINANCE AND CORPORATE SERVICES POSITION DESCRIPTION

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1 Head of HEAD OF FINANCE AND CORPORATE SERVICES POSITION DESCRIPTION Summary of Position Organisation Context Melbourne Festival is a major arts organisation whose principal role is to conceive, develop and deliver Melbourne s annual international arts festival. Annual turnover is in the range of $10-12 million, with revenue base comprising approximately 65% contributed public funding, 20% earned revenue from box office receipts and 15% contributed funds from sponsors and individual donors. There are approximately 20 core staff, and a team that increases to over 60 short term staff in the lead up to and during the festival. Reporting to the, and working closely with the Artistic Director, the Head of Finance and Corporate Services is a key member of the senior management team. The role has direct responsibility for oversight and control of all financial planning, budgeting, financial management, financial analysis and reporting and financial compliance. It ensures the successful delivery of risk management, human resources, information technology, facilities management and other administrative services. The position is responsible for the work of the Finance and Corporate Services Department and also leads cross organization teams providing enterprise-wide improvement projects. Summary of Responsibilities The Head of Finance and Corporate Services is responsible for: Governance and financial compliance coordinate all aspects of governance policy and practice in relation to financial management and compliance Risk management and audit coordinate the approach to risk identification, risk management, compliance and audit programs, to ensure high quality policies, practice and outcomes across all areas of enterprise activity Budgeting and financial strategy manage all aspects of enterprise budgeting, budget management and budget control, including modeling, negotiation risk management and financial oversight of the Festival Program and its associated production budgets, and modeling of medium and longer term enterprise wide financial planning Financial management, reporting and control Provide accurate, timely and astute financial analysis and advice to the Board and management on all aspects of financial planning and performance, and the effectiveness of financial controls Enterprise Development Projects Provide leadership to the development, implementation and evaluation of Enterprise Development Projects and other cross-organisation performance improvement initiatives Human Resources coordinate policies and oversee practices for the recruitment, employment and development of staff. POSITION DESCRIPTION Head of Finance and Corporate Services 1

2 Head of Information Technology ensure the suitability, efficiency, reliability and resilience of information and communication technology systems and services Administrative Service ensure the suitability and serviceability of office systems, facilities, equipment, insurances and leasehold obligations Leadership and general management participate constructively and creatively as a member of the senior management team of the Melbourne Festival Key Relationships The position requires close cooperation particularly with the CEO, the Artistic Director, the Chair of the Finance, Audit, Risk and Governance Committee, and generally with all other Department Heads. The position must successfully develop and manage a range of relationships, particularly with external partners, advisors, suppliers and contractors, and generally with arts companies, venues, supporters, government representatives and other key stakeholders. Specific Responsibilities Governance Ensure that financial policies, practices and controls are appropriate to meet the Festival s needs and compliant with governance policies and requirements Prepare the annual accounts in accordance with relevant standards and statutory requirements Support the financial planning and monitoring responsibilities of the Board, the Finance, Audit, Risk and Governance Committee, the CEO and the Artistic Director Prepare reports and advice on financial matters for the Board and its Committees Risk Management and Audit Ensure the integrity and effectiveness of all risk management policies and practice, with regular reporting to the CEO, Artistic Director, the Finance, Audit, Risk and Governance Committee and the Board Maintain a risk profile analysis of the Festival program o Establish and monitor procedures to ensure the Festival s compliance with laws and regulations o Establish and monitor procedures for managing environmental and occupational health and safety risks o Ensure the Festival maintains appropriate levels of insurance coverage o Liaise with the internal and external auditors, by coordinating input to their annual plan of work, and advising on budgets, resourcing and scope of reviews to be undertaken Budgeting and financial strategy Monitor the budget environment, pressures, performance and emerging budgetary needs POSITION DESCRIPTION Head of Finance and Corporate Services 2

3 Head of Prepare advice on the optimum financial parameters and priorities for incorporation in the business planning cycle Provide advice on financial planning options, opportunities and strategic priorities Further to Board approval of forward planning parameters, develop and manage the three year forward budget estimates and the annual budget, in association with the CEO. Oversee development and management of Departmental level annual budgets, and the annual Festival Program budget parameters. Advise and participate in the negotiation of financial agreements relating to the annual Festival Program. Financial management and financial reporting Provide accurate, timely and astute financial analysis and advice to the Board, management and staff on all aspects of financial planning and performance. Produce accurate, timely and astute monthly budget performance and forward forecast information to managers and staff, including for profit and loss, balance sheet, cash flows and investment performance. Review the annual accounts and recommend adoption by the Finance, Audit, Risk and Governance Committee. Support and advise all staff, especially those holding financial delegations, on financial management policies, practices and expectations, and the fulfillment of their responsibilities and roles in relation to the enterprise budget and financial management generally. Maintain the register of delegations of authority levels and ensure it is reviewed annually by the Finance, Audit, Risk and Governance Committee and approved annually by the Board. Maintain the financial policies approved by the Board, and ensure any changes are endorsed by the Finance, Audit, Risk and Governance Committee. Oversee and vouch for all financial reporting provided internally or to external stakeholders, in particular Creative Victoria and the City of Melbourne. Coordinate services provided by the Finance and Corporate Services Department, such as the day to day financial administration and accounting activities, including all revenue and expenditure transactions, associated invoicing and banking, maintenance of the general ledger, payroll management and all other financial records. Verify and authorise the payroll administration procedures and practice. Enterprise Development Projects Develop briefs for nominated enterprise development projects, and then act as project manager for approved Enterprise Development Projects assigned to the Head of Finance and Corporate Services. Ensure effective communication and cross-enterprise teamwork in the design, implementation and evaluation of nominated Enterprise Development Projects. Human resources Develop and administer enterprise wide policies and procedures for the recruitment, engagement and development of staff. POSITION DESCRIPTION Head of Finance and Corporate Services 3

4 Head of Provide advice to the CEO, AD and Department Heads in relation to their staff management and development responsibilities, and to the management group in relation to enterprise-wide priorities and opportunities. Maintain up to date knowledge of contemporary employment practices in relevant sectors, the requirements and obligations of employers, and best practice workplace relations and staff development approaches. Ensure that employment policies and practices meet the requirements of the current industrial framework and relevant awards. Coordinate activities to optimize workplace health and safety, work-life balance and staff well being. Information Systems Develop and oversee the information and communication systems strategy. Ensure that the information and communications services are efficient, suitable to meet enterprise need, reliable, well understood and effectively used by all staff. Plan and resource information systems to minimize risk and maximize organizational efficiency. Manage the contracting of information technology consultants and suppliers. Administrative Services Review, initiate and implement policies and procedures to support clarity of responsibilities, efficiency and effectiveness of office systems and practices, and to minimize risk. Plan, resource and procure business systems and equipment to meet operational needs. Manage infrastructure support including asset management, building and office management and lease commitments. Ensure compliance with mandatory taxation, employer and corporate reporting obligations. Administer agreed insurances and recommend on appropriate insurance coverage. Leadership and general management Exercise effective management and control of all resources assigned to or made available to the position. Effectively guide, manage, and oversee the performance of personnel reporting to or providing specific services to the position currently three fulltime positions and a range of externally sourced professional services. Manage any outsourced service providers engaged further to the responsibilities of the position. Identify and manage risks directly relevant to the role and responsibilities of the position, within the context of the Board s overall risk management strategy and approach. Engage, support, develop and inspire staff to ensure their optimum suitability, performance, professional development and satisfaction. Analyse and report on financial management performance across the organisation, and ensure maximum insight, learning and continuous improvement. Cooperate closely with the CEO, the Artistic Director and other Department Heads to ensure the optimum overall effectiveness and success of the Festival organisation, and the achievement of the Board s goals. POSITION DESCRIPTION Head of Finance and Corporate Services 4

5 Head of Selection Criteria and Personal Attributes The selection criteria for the position are: 1. Arts and Entertainment sector Familiarity and experience with the financial character and demands of a nonprofit distributing arts organisation, and a proven interest in the values, role and mission of the Melbourne Festival. 2. Financial qualifications professional ACA or CPA qualifications relevant to the scope, scale and nature of the role, and the business activity and financial profile of the Melbourne Festival, are an essential requirement. 3. Financial planning and commercial acuity Sound experience in financial modeling, option analysis, and negotiation of commercial contracts, ideally in an arts and entertainment or a comparable commercial environment. 4. Budget Management A proven track record of budget development, budget management and budgetary performance analysis in a related enterprise relevant to the scale, financial profile and level of complexity of the Melbourne Festival. 5. Finance administration Sound knowledge and proven experience across all aspects of financial administration relevant to the scale, business activity, and business dynamics of the Melbourne Festival. 6. Project Management sound experience in the design, delivery and evaluation of organisation development initiatives relevant to the corporate services brief, and in the briefing and supervision of consultants, contractors and related service providers. 7. Corporate services Proven ability to understand and effectively manage all corporate services functions appropriate to the scale and nature of the Melbourne Festival. 8. Human resources sound knowledge of the statutory and industrial relations frameworks relevant to the Melbourne Festival, and proven experiences in best practice approaches to HR policies, employment management, recruitment and related staff services. 9. Administration Sound knowledge and experience of all aspects of enterprise administration relevant to the nature, scale and activities of the enterprise, including human resources, payroll services, taxation services, investment and foreign currency administration, insurance matters, information technology and accounting support services. 10. General Management A sound and proven experience across the range of general management responsibilities relevant to this role and its leadership responsibilities, and proven success in developing successful teams. Attributes, approach and personal style In addition to the selection criteria, all senior managers of the Melbourne Festival are expected to demonstrate the following personal attributes: Leadership and Strategic Acuity Understands the corporate picture and context, has affinity with the Board s goals, comfortable in representing the organisation in all environments, capable of inspiring and nurturing staff and stakeholders, readily translates vision and broad directions into organisation strategy, approach and execution. Personable Manner Understands staff and stakeholders needs and expectations, readily establishes rapport and engagement, and sustains excellent relationships across a wide social milieu. POSITION DESCRIPTION Head of Finance and Corporate Services 5

6 Head of Problem Solving Aptitude Comfortable with complexity and uncertainty, quick to understand issues, readily adjusts and adapts to achieve optimum objectives, capable of innovation and flexibility, facilitates calm, unbiased issue resolution. Relationships and representation Sensitive to and fluent in anticipating and responding to stakeholders needs, and has astute political and media savvy, and excellent communication skills. Collaborative and Enabling Approach Collaborative style, adept at identifying talent, committed to developing staff potential, a committed team player who engenders confidence and commitment from others, and generates a positive, creative, and performance oriented culture and climate. Personal professional development Committed to their own personal and professional development, the enhancement of their skills, style and aptitudes, a willingness to learn, and keen to advance their life goals and aspirations through their current working situation. Location and other terms The position is full time is based at the Melbourne Festival offices at Level 2, Yarra Building, Federation Square, Melbourne. The Melbourne Festival is an EEO employer. Contact for further information Katie McLeish, Office: Level 2, Yarra Building, Federation Square, Melbourne Vic 3000 Postal: PO Box 10 Flinders Lane Vic 8009 Phone: jobs@melbournefestival.com.au POSITION DESCRIPTION Head of Finance and Corporate Services 6