Position Description and Selection Criteria

Position Description and Selection Criteria

Position: Operations Manager

Hours: 30.4 hour/week (0.8 FTE)

Salary: The position is classified under the SCHADS award as level 7, pay-point 1, with access to annual increments. ACTCOSS pays above agreement wages at this level according to the ACT Community Sector Multiple Enterprise Agreement, and the full time wage is currently $61,868 (0.8 FTE) plus 9.5% superannuation.

Term: Ongoing part time

Organisational Context

The ACT Council of Social Service is the peak representative body for community organisations and disadvantaged and low-income citizens of the ACT. ACTCOSS aims to ensure that government policy improves the lives of disadvantaged people and develops a well-resourced, cohesive and sustainable community sector. ACTCOSS is a member of the nationwide COSS network, made up of each state and territory COSS and our national body, the Australian Council of Social Service (ACOSS).

Benefits of the Position

This position is ideal for a person who is seeking an opportunity to work part time in an interesting and varied role, reporting to the Executive Director and managing a small team. It would suit an energetic, passionate person who is interested in social justice issues and a more equitable society. The position gives the successful candidate a broad and engaging workload, with an opportunity to work in a small but dedicated management team and with a broader team of around 10 individuals.

ACTCOSS interacts with diverse communities, allowing you to meet and connect with people from different backgrounds and circumstances.

ACTCOSS makes every effort to provide a flexible work environment, allowing substantial employee control of their working hours, among other benefits.

Role

The Operations Manager contributes as part of the management team, reports to the Executive Director and is responsible for the day-to-day management of operations of ACTCOSS, with specific responsibility for human resources, finance, risk and quality, planning and delivery of organisation improvement projects.

The Operations Manager supervises the Operations and Administration Team, with oversight of the operational systems and administration for ACTCOSS. The Operations Team works cooperatively with other staff across ACTCOSS and is accountable to the Executive Director.

The key performance indicators, priorities and time allocation for the various aspects of the role will be determined in cooperation with the Executive Director.

Duties and Responsibilities

The role of Operations Manager will:

Contribute to the management team in the areas of:

·  External relationship management and co-ordination;

·  Supporting the Executive Director in organisation wide Strategic and Operational planning and implementation;

·  Sharing tactical advice relevant to responsibilities of the Operations and Administration team;

·  Development, implementation and evaluation of a membership strategy, member recruitment and services to members;

·  Supporting the Executive Director to diversify income streams and develop tenders, funding submissions and grant requests;

·  Development and implementation of an advocacy strategy that incorporates priorities and insights from the work of all teams;

·  Development and implementation of organisation development, quality improvement and risk management plans and projects;

·  Compliance with work health and safety requirements and any other regulatory matters;

·  Stewardship of human and financial resources;

·  Supporting the Executive Director in preparing reports for the governing body, members, funders and other internal and external stakeholders.

Supervise the Operations and Administration Team to ensure delivery of:

·  Cross Team Collaboration;

·  Effective, well documented policies, standard operating procedures and compliance with these with regard to office administration, Human Resources, risk management, quality improvement, work health and safety and regulatory obligations;

·  The initiation, development, brokering, engagementand management of relationships with external partners to support ACTCOSS office operations and administration procedures (eg book-keeper, insurance broker and providers, auditor, landlord, ICT provider);

·  Monitoring and analysis of new practices and/or developments in software and hardware that could improve the efficiency and effectiveness of ACTCOSS governance, office and financial administration, event management, membership administration, human resource management and/or the safety and wellbeing of ACTCOSS staff

·  High quality and timely member communications and administration;

·  High quality and timely publications developed by the Capability, Gulanga and Policy teams

·  Support to the Executive Director to ensure compliance with Governance processes and regulatory requirements;

·  High quality event planning and administration (in partnership with other teams);

·  Effective administration of publications, website and social media platforms;

·  Effective ICT administration and oversight of ICT renewal projects;

·  Membership engagement.

Complete other specific tasks:

·  Draft annual budget, YTD draft financial reports and acquittal of funding agreements;

·  Coordinate and liaise with external parties involved in the administrative and financial work of the organisation, for example the bookkeeper, auditor;

·  Coordinate preparation of papers for Committee and sub-Committee meetings, the Annual General Meeting and any other governance activities;

·  Coordinate and report to the Director on the work plan of the Operations and Administration Team including reporting on progress and completion of projects delegated to this team;

·  Monitor, evaluate and identify opportunities to improve operational and administrative efficiencies and effectiveness, according toStrategic Plan priorities and the annualOperational Plan;

·  Document the management team decisions and lead internal organisation improvement;

·  Engage with ACTCOSS members and other stakeholders as required;

·  Access new sources of income for ACTCOSS;

·  Delivery of specific projects as agreed with the Executive Director;

·  Other duties as requested by the Executive Director.

As ACTCOSS priorities and projects change over time, this position also gives the successful candidate the opportunity to change their allocated areas of work and develop new directions for the work of ACTCOSS.

Selection Criteria

Applicants must respond to all essential criteria set out in this section. If you have additional skills or qualifications listed as “highly regarded”, please respond to these as well.

This role would suit a person with high energy, excellent communication and time management skills and a background in the management of operations, human resources and/or finance.

Essential

The successful applicant will be able to demonstrate:

·  Management experience and skills in one or more of the following: finance and administrative systems, organisation improvement, ICT renewal, Human Resources, risk management, quality improvement, work health and safety and regulatory obligations;

·  Experience in reporting to and working with governance bodies;

·  Experience in developing standard operating procedures and managing the efficient operation of a busy office;

·  Strong verbal and written communication skills;

·  Ability to supervise a small operational team and to work closely and cooperatively as part of a management team;

·  Ability to work co-operatively with a diverse range of people;

·  Ability to generate new ideas, solve problems, work autonomously and to leada team to deliver on an agreed agenda within agreed time lines and budget;

·  Ability to work in a changing work environment while maintaining focus and attention to detail;

·  Commitment to the values of ACTCOSS, principles of social justice and an awareness and understanding of Equal Employment Opportunity Principles;

·  A driver’s licence and access to a vehicle.

Highly regarded

·  Tertiary qualifications relevant to the role in a discipline such as business administration, human resources, accounting or organisational change;

·  Experience in a membership based organisation;

·  Previous experience working in a community organisation.

ACTCOSS is an equal opportunity employer, and we welcome applications from people with diverse backgrounds and life experiences.

4

Draft, August 2017