POSITION OF EXECUTIVE LEADER OPERATIONS. A Snapshot in Time

Transcription

1 POSITION OF EXECUTIVE LEADER OPERATIONS A Snapshot in Time The Institute of Sisters of Mercy (ISMAPNG, the Institute) is seeking to appoint a suitable candidate to the position of Executive Leader Operations (ELO) commencing May ISMAPNG continues to evolve since its formation in As such, the brief overview below describes how the position fits into the current structure and stage of development of ISMAPNG. A comprehensive Position Description providing details of key responsibilities is also available. The Institute of Sisters of Mercy (ISMAPNG) came into being on 12 December 2011, when 14 of the 17 Congregations of Mercy sisters in Australia, and the autonomous group of sisters in Papua New Guinea, came together to form a new Institute. At the time of its commencement ISMAPNG numbered about 940 sisters. The planning for this took place over a period of approximately seven years. The former Mercy Congregations went out of existence when ISMAPNG was formed and the various ministries undertaken by these Mercy Congregations became the responsibility of ISMAPNG. ISMAPNG is a community of vowed religious women who are called to be an expression of God s Mercy through their involvement in prayer and the works of Mercy. The works of Mercy are expressed directly through activities of the Sisters but also through the work of ISMAPNG as a collective and the activities of the many ministries for which ISMAPNG is the canonical (Church) sponsor. It values and promotes a relational culture consistent with its commitments and its communal identity. The ELO works within a group that has as its point of reference a canonical (Church) constitution having both inspirational and legal significance. The ELO, working with all others involved in the leadership of ISMAPNG, contributes to the ongoing development of vision for how ISMAPNG is called to express God s Mercy at this time in its history. The highest form of authority for a religious congregation or Institute is its Chapter. A Chapter is a meeting of elected delegates whose tasks over the week or so when it is in session are to elect the Institute Leader and her Council and to attend to significant matters concerning the life of the Institute. The Sisters belong to one of six Communities across Australia and Papua New Guinea. Each Community has a Community Leader who fosters Mercy life and ministry in her area and creates bonds of unity among the members. The Institute has five elected leaders, the Institute Leadership Team (ILT), who have worked closely with the ELO in establishing the Institute from its foundation. As the structure evolved it became evident to the ILT that the structure of ISMAPNG needed to reflect our focus on mission leadership. At the beginning of 2016 a new leadership position was established, Executive Leader Mission and Ministry (ELMM). The two Executive Leaders assist the ILT and Community Leaders in meeting the

2 full scope of their responsibilities for leadership and administration in the Institute. The two Executive Leaders, together with the ILT, for the Executive Leadership Team (ELT). The ELT work closely together and meet monthly to discuss a variety of topics associated with ISMAPNG. The two areas of activity, Mission and Ministry on the one hand and Operations on the other, can sound quite distinct and separate. Yet mission is integral to everything we do, and as such all of the Institute is focussed on Mission and all of its activities relate to its being on Mission. The ELO and the ELMM each need a deep mutual appreciation of the importance of the role of the other. The work of one impacts on the work of the other. All members of the ELT need to appreciate the roles of the Community Leaders and the Managers who work in both teams. The ELO is expected to work in a collaborative setting in which authority and responsibility is shared and negotiated. The ELO is frequently in the position of representing the Institute in relation to other Church and external bodies and forums. A willingness to understand and identify with the mission of the Institute is therefore essential. ISMAPNG continues to evolve. Sisters and their Ministries are present in all States and Territories of Australia, Papua New Guinea and East Timor and are sometimes missioned elsewhere in the world. The ELO plays a part in leading an organization which is still articulating and developing its approach to mission and ministry through its diverse activities and across its geographic spread. Currently there is a particular focus on Papua New Guinea where several younger Sisters, with the support of the whole Institute, respond to current need. The ELO needs to be willing to travel in Australia and Papua New Guinea and sometimes beyond. Working in a multicultural context becomes both a challenge and an interesting opportunity for the ELO. The ELO is expected to demonstrate interest and skills in Strategic Planning. In August 2017 there will be a Chapter of ISMAPNG at which its focus and direction will be reviewed and a new leadership team will be elected. The Chapter when in session is the highest governing authority of the Institute. Delegates are elected from the members (Sisters), but the Chapter is influenced by and impacts on all who are part of ISMAPNG, in particular, those who are part of its leadership. Within months of being appointed to the position, the ELO will be a significant person in providing a smooth transition from one leadership team to its successor team, and in planning to implement any decisions that might come from the Chapter. The ELO is expected to demonstrate change management skills and good communication skills. The ELO is expected to make a significant contribution to the shaping of the emerging culture and identity of the Institute. Current leadership is continuing to address the issue of structures for future governance of the many incorporated ministries which provide a diverse range of services including health, aged care, education, welfare, communication and ecology education. Since the inception of ISMAPNG a great

3 deal of work has been done in this area of governance but more remains to be done. The ELO can expect to be closely involved as this work continues. The ELO will be called upon to be part of developing and implementing structural change on an ongoing basis. An interest in the delicate balance between structures and relationships, in helping people deal with change and negotiating participation in change will be important. At the end of 2016 the Institute has been in existence for five years. The culture and organizational framework is continuing to develop and will continue to be critiqued in the light of ongoing clarification of need and expectations. The ELO will be expected to adopt a critical and consultative approach to review of current provisions and their suitability and flexibility going into the future. The above notes express something of what is happening in the life of ISMAPNG at this time. It is in the light of this reality that an interested applicant is invited to read the position description which gives a comprehensive overview of the tasks and responsibilities involved.

4 Position Title: Reports To: Location: Parameters: EXECUTIVE LEADER OPERATIONS Institute Leader Mercy Centre Alphington Permanent Full Time Date Prepared: December 2016 Approved By: Institute Leadership Team Context The Institute of the Sisters of Mercy ( ISMAPNG ) is a Religious Institute of Catholic women (Sisters) who follow Catherine McAuley in seeking to advance the reign of God by engaging in the spiritual and corporal works of mercy. The Sisters and organisations sponsored by ISMAPNG operate within and across a broad range of ministries including health, aged care, education, social welfare, justice and advocacy. All personnel who engage with us in our endeavours, whether as staff, contractors or volunteers, are invited to reflect our stated values and display a mercy charism in their relevant roles. Much of the work of ISMAPNG is administered through a dedicated team of people who work closely with ISMAPNG's Leadership (Institute Leadership Team, Institute Executive Team and Community Leaders) to support the works and ministries of ISMAPNG and its Sisters. The core purpose of administrative activities within ISMAPNG is to enable and support ISMAPNG and its ministries to advance their works of mercy by providing relevant advice, efficient services and practical solutions. A broad range of administrative and support services are delivered through a number of functional teams led by two Executive Leaders who jointly take responsibility for the integration and delivery of all of the services. Each Executive Leader has a primary focus (Mission & Ministry Development or Operational Infrastructure and Support) and takes specific management responsibility for the functional teams most closely aligned with their primary focus. The teams are widespread, working from a number of Offices across Australia and Papua New Guinea and with a large number of our people working directly at sisters residences. The ISMAPNG staff values, as guiding principles, help us bring to life what makes us a unique and valued ministry within ISMAPNG. Hospitality Integrity Respect Unity Excellence Executive Leader Operations.Docx Page 1 of 6

5 Primary Purpose of the Position Successful leadership and management of ISMAPNG's operational support services in accordance with delegated authorities and the overall strategic direction of ISMAPNG. To provide accurate and sound advice to the Institute Leader and her team to enable informed decisions to be made in a timely and appropriate manner. The incumbent also acts as Financial Administrator (or Bursar) for ISMAPNG (Constitutions J6.47), and as Company Secretary for Institute Companies and Public Officer as required. Reporting Relationships Direct Reports Finance Manager Property Manager Technology Manager Legal Manager Human Resources Manager Group Manager Administration & Community Support Indirect Reports Teams under each direct report Community Sister Support employees Key Relationships Internal Institute Leadership Team Community Leaders Executive Leader Mission & Ministry Finance Advisory Council Ministry Leaders External Auditor Lawyers Bankers Insurers Investment Advisers Key Decision Making Decisions Expected Operation purchases and projects under $1 million or less than 5 years Organisational structure and accompanying employment related requirements of operational services staff (with exception of Sister Support Team) Routine financial and operational polices and procedures Recommendations Expected Strategic directions in respect to the Institute and Operational Support Services Investment strategy Policies and procedures affecting Sisters Contracts, projects and purchases over $1 million or with a term greater than 5 years Major financial policies In conjunction with ILT or Community Leader, employment related requirements as they relate to direct Sister Support Executive Leader Operations.Docx Page 2 of 6

6 Key Accountabilities and Responsibilities Leadership Contribute to the overall development of ISMAPNG and its ministries. Participate with the Institute Leadership Team in developing a vision and strategic plan to guide not only the operational support services but ISMAPNG and its ministries as a whole. Work cooperatively with the Institute Leadership Team and the Executive Leader Mission & Ministry as part of the Executive Leadership Team to ensure seamless integration of all support services within ISMAPNG. Demonstrate leadership in the development of ISMAPNG s desired culture. Establish, foster and develop a cohesive team that adds measurable value to ISMAPNG. Advice to Leadership Develop and maintain a trusted advisor relationship with ISMAPNG's leadership including the Institute Leader, Institute Councillors, Community Leaders and Executive Leader Mission & Ministry. Act as a professional advisor on all aspects of the organisation s activities. Identify, assess and inform the Institute Leader and her team of internal and external issues that may affect or impact the organisation. Provide (or source) sound strategic and operational advice as required. Operational Planning and Management Develop an operational planning framework for ISMAPNG incorporating goals and objectives that work towards the strategic direction of ISMAPNG. Ensure that all operational support services meet the needs and expectations of ISMAPNG and its leadership. Oversee the efficient and effective management of all operational support services. Prepare and implement policies and procedures for operational support services as required. People Take responsibility for the development and implementation of Human Resources policies and procedures for ISMAPNG. Determine staffing requirements for the efficient and effective running of all operational support services. Take responsibility for the recruitment, selection, employment and orientation of all staff within the Operations Team. Take responsibility for the development of the Mercy culture and ethos within the Operations Team Executive Leader Operations.Docx Page 3 of 6

7 Take responsibility for the ongoing development and performance management of all staff within the Operations Team. Take responsibility for the development of succession plans for senior staff positions and talent management for identified key talent. Demonstrate an ongoing commitment to ISMAPNG's staff values and behaviours. Financial Develop and maintain sound financial practices and policies. Take responsibility for developing and implementing sound investment strategies for ISMAPNG's investment portfolio. Take responsibility for management of the Patrimony Fund. Approve expenditures within authority delegated. Administer operations according to an approved budget. Provide the Institute Leader and her team with comprehensive financial reports as requested or required. Ensure that ISMAPNG complies with all legislation covering financial responsibilities, including taxation and withholding payments and any ACNC obligations. Property Take responsibility for developing and maintaining sound property management practices and policies. Take responsibility for ensuring appropriate usage arrangements are in place for all ministry properties. Lead negotiations related to major property transactions. Sister Support Develop and maintain sound processes and procedures to support Sisters. Liaise with Community Leaders to ensure Sisters are properly supported. Take responsibility for the provision of support to Sisters to assist them to remain active in their ministries for as long as possible. Ministries Assist the Institute Leadership Team and Executive Leader Mission & Ministry in their exercise of governance over ministries. Provide advice to the Institute Leadership Team on major transactions involving ministries. Provide support through the Operations Management Team to ministries as requested or required Executive Leader Operations.Docx Page 4 of 6

8 Risk Management & Compliance Take responsibility for developing and maintaining risk management policies and procedures, including identifying and evaluating risks and the implementation of control measures. Take responsibility for ensuring compliance with Company, Tax and Charities legislation. Workplace Health and Safety Establish a positive, healthy and safe working environment in accordance with legislation and regulations including the development of and ongoing compliance with workplace health and safety policies and procedures. Take responsibility for all WHS accountabilities and responsibilities relevant to the position as defined in the WHS Management System. Key Challenges in Achieving Goals Diverse practices and cultures Integrating the diverse practices and cultures of the former congregations while respecting the mercy tradition of valuing diversity which does not support uniformity just for the sake of uniformity. Uncharted Course Building infrastructure and services to support an evolving ISMAPNG rather than a known entity. Geographic Spread ISMAPNG and its ministries operate throughout Australia and Papua New Guinea with many regional activities. There is a strong bias against centralisation which makes the delivery of services and infrastructure more complex. Sustainability Developing structures and services that are sustainable in a time when religious life is changing and the number of sisters is declining is a key challenge. Qualifications, Experience & Competencies Tertiary qualifications in Business or Finance. Management skills including project, people and financial management to ensure effective utilisation and management of the team. Communication, interpersonal and relationship building skills for liaising with internal and external people at all levels. At least 10 years experience in a similar role Executive Leader Operations.Docx Page 5 of 6

9 Knowledge of leadership and management principles as they relate to a faith based organisation. Knowledge and understanding of both canonical and civil legislation. Proficient use of Microsoft Office applications. Demonstrated willingness to be flexible, versatile and tolerant in a changing work environment while maintaining effectiveness and efficiency. Ability to make timely decisions by assessing the situation and determining the importance, urgency and risks and generate possible solutions. Ability to think and act strategically and determine objectives and strategies and move services forward by setting action plans and evaluating results. A commitment to the Mercy Ethos and an understanding of the history of the Sisters of Mercy and how the Institute relates to the broader Catholic community. Other Matters Due to geographic spread of ISMAPNG and its Ministries, this position requires regular travel within Australia and PNG as required to fulfil the requirements of the role. All employees and contractors are required to comply with the policies and procedures adopted by ISMAPNG. This Position Description is subject to the Standard Terms and Conditions of Employment and any Letter of Offer relating to the position Executive Leader Operations.Docx Page 6 of 6