Position Description

Title / Corporate Services Manager / Location / Haberfield
Reports to / The Ella Centre’s CEO / Not-For-Profit / The Ella Centre
Direct reports / Receptionist & Finance Assistant / Date written / 16 October 2017

Business context

In 1973 the Methodist Church in Haberfield closed its doors as a place of worship, and its membership transferred to other nearby parishes. Members of St David's Presbyterian (later Uniting) Church and a local residents’ group transformed the Methodist Church into a community centre, using set-up funds provided by the Federal Government.

Henry Ella, a local resident and member of St David's Presbyterian Uniting Church, then generously donated a significant sum of money to create a trust fund, allowing the Centre’s operations to continue. In 1974 a management committee was established and since then The Ella Centre has successfully supported the community for more than 40 years.

In the lastfifteen yearsThe Ella Centre has expanded its services, making ita major Inner West provider of services to those living in the community who are frail, aged or have a disability, and their carers. Today the Ella operates from three sites in Haberfield .The Ella Centre is a registered NDIS provider and is in the process of transitioning into the NDIS. The NDIS transition is the key business focus of the Ella Centre at this time.

In 2016 The Ella Centre Board of Management adopted the following:


Mission

The Ella Centre exists to provide people with disabilities, dementia, older people and their carers with activities, services and supports which increase their enjoyment of life and enable them to participate in the community. We provide our service users with valued and fulfilling activities and services respecting their dignity and independence. We ensure carers are valued, supported and have confidence in their futures.

Position Purpose

The CSM is a member of the senior management team, accountable for providing effective management across The Ella Centre’s Finance, Human Resource, Administration and Information Technology functions. This role requires a hands-on approach.


The CSM will work with the Chief Executive Officer, Service Manager and Board to provide leadership to the organisation in:

·  Financial management

·  Compliance management – legislative, financial, risk management, WH&S

·  HR systems and processes

·  IT systems - communications and data systems and reporting

·  Administration and procurement systems, policies and procedures

·  Provides supervision for the Finance Assistant and Office Manager

Responsibilities

Financial Management

Provide financial management advice to the Chief Executive Officer and the Board by:

·  Providing timely and relevant advice on the overall financial performance of the organisation and financial management issues

·  Advising the Chief Executive Officer and the Board on legislative changes that will impact on the financial management functions of the organisation

·  Providing recommendations on financial management systems and processes

Managing and working in the financial functions of The Ella Centre by:

·  Designing and preparing accurate financial statements and reports for the Board, funding bodies and regulatory bodies

·  Developing and monitoring budgets and expenditure each month, in conjunction with the Chief Executive Officer and Service Manager

·  Ensuring that all financial reports and audits are prepared in accordance with relevant accounting standards and government requirements

·  Maintaining the integrity of financial records by establishing and overseeing effective risk management and financial administration systems

·  Assisting the Chief Executive Officer and the Service Manager in the preparation of budgets for tenders, submissions and for grants

·  Developing and maintain effective systems for procurement

·  Liaising with relevant financial bodies, in conjunction with the Chief Executive Officer and the Treasurer, to ensure investments are appropriately managed and income is appropriately maximised

Supervising the work of the corporate service staff by:

·  Monitoring that all tasks are conducted according to The Ella Centre policies and procedures

·  Ensuring that financial data is recorded according to the requirements of program funding, individualised funding and relevant policies

·  Ensuring that financial data is available for the financial reporting requirements of funding bodies and the Board in a timely way

·  Overseeing the preparation and lodgement of all reports (BAS, Financial Reports, Workers Compensation reporting) to the Australian Taxation Office and other relevant bodies

·  Ensuring effective management of properties, assets and insurance

Manage Compliance – legislative, financial, WH&S, risk management

Ensuring all relevant legislative, financial and taxation obligations are met by:

·  Monitoring financial processes ensuring compliance with legislation, standards and guidelines

·  Developing providing oversight to The Ella Centre’s:

o  Risk management policies and processes, and

o  WH&S policies and processes.

Ensuring and maintaining effective contract management by:

·  Working with the Chief Executive Officer and Service Manager:

o  on the development of tenders and contractual arrangements

o  to monitor all contracts with funding bodies and external agencies

Manage HR Systems and Processes

Establishing and maintaining effective human resource management systems to support operations by overseeing the payroll and related HR functions, including PAYG, Superannuation, Group Certificates and Leave Register.

In conjunction with the Chief Executive Officer and Service Manager develop robust HR processes, including:

·  Ensuring that position descriptions are appropriate and up to date

·  Ensuring the administrative induction of new staff is carried out effectively

·  Developing systems for performance management.

Maintain and Develop IT Systems

Ensuring that IT data and communications systems are well maintained by:

·  Managing the contracts liaison with relevant IT staff

·  Contributing to the ongoing review of IT systems required by the organisation

·  Developing strategies to inform and support staff in the appropriate and skilful use of the IT and communication systems

General Administration:

·  Maintenance and development of the administration systems needed for compliance and reporting obligations

·  Management of properties, vehicles and other assets

·  Development and implementation of the WH&S policies and processes

·  Development and implementation of the risk management policies and processes.

·  Effective supervision of contractors.

National Disability Insurance Scheme

·  Ensure internal systems are suitable to support the NDIS.

·  Development and implementation of systems to meet accountability requirements for operating in the NDIS.

Interpersonal skills / working relationships

What interpersonal skills are particularly relevant to this role

Constructive and commercial leadership skills

Collaborative – able to seamlessly work through others to achieve and deliver

Excellent communication & influencing skills with internal and external stakeholders

Team structure

Direct reports

Receptionist & Finance Assistant

Key communication contacts

Who are the key positions, groups, committees or organisations that this position deals with regularly? What is the purpose and potential outcome of the contact?

Contact / Purpose and frequency of contact
The Board / Performance and governance
The CEO / Delivery and support (weekly via 1:1s, operating & management meetings)
Senior Management Team / Leadership (weekly via 1:1s, operating & management meetings)
Receptionist & Finance Assistant / Leadership, direction & coaching (weekly via 1:1s, meetings)
Uniting Care NSW, ACT, ageing, CareDisibility and partner Agencies / Collaboration & leadership
NDIA / Weekly for NDIS payments
Current & potential Service Users & carers / Collaboration & leadership
Local community / Collaboration & leadership
Government & Non-govt. organisations & networks / Collaboration & leadership
Competencies / Why important in the job?
Planning & Vision Setting
-  Skills in managing change
-  High level of organisational skills in planning, decision making, time management and problem solving / Fast response & execution
Others are supporters & advocates of The Ella Centre vision
Effective planning and delivery
Management
-  Ability to support and work with the CEO of The Ella Centre where required
-  Ability to effectively support a wide range of staff in multiple locations
-  Ensure all staff members treat each other, all volunteers & service users with respect & dignity
-  High level leadership, interpersonal and negotiation skills
-  Relate well to a diversity of individuals / To lead an efficient & effectively
not-for-profit community organisation
Communication
-  Ability to uphold the values, mission, philosophy and ethos of The Ella Centre
-  Speak & write effectively & compellingly / To build constructive culture and build strong partnerships & confidence in The Ella Centre
Governance
-  Understand & support principles of service of the Ella Centre
-  Adhere to policies & procedures of the Ella Centre
-  Adhere to the guidelines & standards of all programs
-  Adhere to the code of conduct and behave in a professional, courteous manner always beyond reproach / To deliver on commitments
To build confidence & effective board relationships
Delivery
-  Ensure all services are delivered in an atmosphere which is non-judgmental and with an attitude which offers encouragement and acceptance of all people
-  Ensure confidentiality is maintained at all times
-  Ability to introduce new systems and lead change
-  Financial & administration management
-  High level computing skills in contemporary finance & accounting software applications, word processing & spread sheets / Seeing insights from external changes & I required respond with agility
Effective business delivery
Human Resources and WH&S
Understanding the human resource and WH&S needs of a medium sized community based not-for-profit organisation.
Demonstrated experience in supervising staff. / Attract, develop & maintain a highly engaged & effective workforce

Knowledge, experience and education

Formal Qualifications / Required or Desirable
A degree level financial/accounting qualification is required for this position.
/ Required

Other relevant qualification/s in business or management

/ Desirable

Position description: Corporate Services Manager The Ella Centre, November 2017

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