Suicide Prevention Australia Inc. Position Description: Accounts Officer (part-time)

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1 Thank you for your interest in our Book-keeper role. Applications will be considered as they are received and the role will be closed when the position has been filled. Essential Book-keeping experience in a medium-sized non-profit organisation (5 years minimum) Excellent MYOB skills Proven experience with payroll administration High standard of regular use in office technology (Microsoft Office) Experience in working in a dynamic environment CRM experience Ability to communicate with a diverse range of stakeholders Strong administrative, numeracy, verbal and written skills Demonstrated ability to work both collaboratively as part of a team, and independently with minimal supervision Strong time management skills Sensitivity to people who have been affected by suicide Desirable Book-keeping or accounting qualifications Familiarity with Calxa BAS CiviCRM experience Close familiarity with reporting obligations under ACNC, ATO & ASIC for companies limited by guarantee People with a disability, Aboriginal and Torres Strait Islander persons, people who identify as LGBTIQ and people from other discriminated backgrounds are encouraged to apply. How To Apply To apply for the role, please your CV, cover letter and statement addressing the selection criteria to admin@suicidepreventionaust.org with the word JOB APPLICATION in the subject line. Applications which do not comply with these instructions will not be considered. If you have any questions regarding the role, please nikkik@suicidepreventionaust.org. 29 November 2017 Page 1 of 10

2 Position Description J O B D E T A I L S : Position Title: A C C O U N T S O F F I C E R ( P A R T - T I M E ) Position reports to: Location: General Manager Sydney CBD Version History Position Description (August 2016) J O B P U R P O S E : Suicide Prevention Australia Accounts Officer is appointed by, and accountable to, the General Manager. The Accounts Officer oversees and is responsible for the following: Day to day financial & statutory requirement processing & reporting Payroll & record-keeping Suicide Prevention Australia is the lead national organisation engaging with member organisations, governments, businesses, researchers, practitioners and those with lived experience seeking to reduce the impact of suicide on the community. As such its focus is multi-faceted and complex. The Accounts Officer is responsible to the General Manager for the overall management of SPA finances. This includes an external focus on compliance, funding and relevant partnerships. The Accounts Officer also oversees the internal functions including payroll, creditor & debtor processing and reporting. The Accounts Officer is delegated the authority from the General Manager for the day to day business operations related to the above areas of responsibility. Note: the broad allocation of time set out in this Position Description may vary based on the demand of program timing and scheduling. 29 November 2017 Page 2 of 10

3 K E Y R E S P O N S I B I L I T Y A R E A S (In order of importance) Key Position Accountabilities Name the key areas for which the position is accountable % of Total Role Major Standards What are the key activities or tasks to be carried out? Outputs: What are the expected end results? Measures: How are these results measured? 1. Accounts Receivable 30% 1. Issuing invoices and processing income. 2. General banking and monthly bank reconciliation 3. Reconciliation of income including online payments. 1. Income processed in a timely manner 2. Accurate data processing 3. Audit committee reports presented in a timely manner 1. Funder satisfaction 2. Audit committee satisfaction with reporting 4. CRM updating as appropriate 2. Accounts Payable 60% 1. Monitoring & processing payments 2. Regular payroll processing, employee records maintenance & annual payment summaries 3. Insurance & assets register maintenance 4. Reconciliation of payments including online payments. 5. Reporting on expenditure matters to the General Manager, including review and adjustment of targets and processes. 3. Organisational reporting 5% 1. Development & maintenance of quality record systems 2. Preparation & submission of annual statutory requirements 3. Reporting on funding & expenditure matters to the General Manager, including review and adjustment of targets and processes. 1. Payments processed in a timely manner 2. Accurate data processing 3. Audit committee reports presented in a timely manner 1. Key reporting commitments identified and met 2. Provision of relevant information to the General Manager on operational progress. 3. Notification to the General Manager of any issues that may require intervention, review or decision. 4. Compliance with organisational policies 1. Supplier satisfaction 2. Audit committee satisfaction with reporting 1. Comprehensive reporting provided to General Manager for reporting to SPA Audit Committee and Board to meet their oversight obligations. 2. Reported satisfaction by General Manager of the Accounts Officer performance. 29 November 2017 Page 3 of 10

4 4. Other Duties 5% Other duties may be assigned to the Accounts Officer based on the needs of the organisation as determined by the General Manager and the employee s available time. 1. Competent management of additional assigned duties. 1. As required. K E Y R E S P O N S I B I L I T Y A R E A S GEN E R A L Areas Communication Works with SPA staff in line with SPA communication strategy to: Detail Work collaboratively and regularly communicate with SPA staff regarding overall project directions, strategy and management as well as key activities and opportunities; build and maintain external relationships with potential funders, stakeholders, and supporters and others as appropriate to the Accounts Officer role; Administration The Accounts Officer is responsible for: maintaining appropriate records in accordance with the SPA quality assurance policies and procedures and as directed by the General Manager. Reporting Adherence to Policy and Procedures The Accounts Officer is responsible for reporting to the SPA General Manager by: keeping accurate records and reporting regularly and in a timely, agreed manner on the outputs of the Operating Plan contribute to quarterly Board reports and other required meetings to give updates of strategic, planning and development activities identification of any issues arising for which decisions are required performance with respect to implementation of organisation goals, targets and related new initiatives Suicide Prevention Australia internal operations are guided by a comprehensive Policy and Procedures manual that sits alongside and complements employment agreements for all staff. It is the expectation of all SPA staff and a condition of their employment that they adhere strictly to these internal policy documents. 29 November 2017 Page 4 of 10

5 S K I L L S, K N O W L E D G E & E X P E R I E N C E : Qualifications: what minimum educational, technical or professional qualifications required to competently perform role Cert IV in Book-keeping & 10 years experience OR Book-keeping / Accounting degree & 5 years experience Experience & skills: 10 years experience in book-keeping for a medium-sized NFP Excellent MYOB skills Proven experience with payroll administration High standard of regular use in office technology (Microsoft Office) Experience in working in a dynamic environment CRM experience Ability to communicate with a diverse range of stakeholders Strong administrative, numeracy, verbal and written skills Demonstrated ability to work both collaboratively as part of a team, and independently with minimal supervision Strong time management skills Sensitivity to people who have been affected by suicide Desirable CiviCRM experience Close familiarity with reporting obligations under ACNC, ATO & ASIC for companies limited by guarantee BAS Personal Attributes, Capabilities & Skills: Attribute or Capability Level or depth required Why is it required? Personal Attributes 29 November 2017 Page 5 of 10

6 Innovative Analytical Ethical Self-Disciplined Flexible Collaborative Resilient Supportive Finds ways to work better and smarter Generates options and ideas Reviews arguments and presents clear and logical case for support Takes a systematic approach when building toward improvements Has integrity and principles Is transparent and honest Exercises good judgement Manages own time to achieve key outcomes. Manages competing demands Adapts to changing circumstances in the workplace. Prioritizes work and addresses what is most important. Takes advantage of new and emerging opportunities Works with others to achieve common goals. Engenders a spirit of teamwork. Inspires trust. Recovers from setbacks Overcomes obstacles and impediments Learns from experience and identifies areas for selfdevelopment Encourages others to attain targets and achieve Listens actively and inspires confidence Demonstrates empathy when confronted with adversity In an often busy work environment process improvements and smarter working processes and options create more effective program and project delivery. Accounts Officer often has a significant amount of information to deal with and must apply analysis and good judgement in determining the right course of action. Accounts Officer is a role model in acceptable organisational culture and behaviour. Set tasks and areas of responsibility require good time management and application skills Priorities change within the fast paced and busy SPA office. Will require the support external stakeholders to be successful in the role. Part of the Programs and management team, and a key member of the broader staff team. Program, project and processes quality improvement are essential to the role. Accounts Officer is a role model in acceptable organisational culture and behaviour. 29 November 2017 Page 6 of 10

7 Capabilities People working at this level take a leadership role; they may supervise the work of others and/or provide leadership through their technical or specialist skills. Area Description Community and external relations Community Advances organisational objectives and champions important issues with key stakeholders Networks, Stakeholders Partnerships & Collaboration Knowledge of Community Creates and sustains networks Builds partnerships and opportunities Maintains awareness and advocates for sector and current issues Professionalism Time Management Prioritises work; delegates appropriately demonstrating an understanding of organisational, team and individual priorities and capacities and ensures that key requirements are met Taking Responsibility Problem Solving Initiative and Enterprise Accountable for outcomes and delegates to achieve outcomes Implements systems to address adverse events and improve efficiency and outcomes Creates opportunities and looks for way to work more dynamically Communication Verbal Provides informed, meaningful and relevant messages when communicating with various stakeholders Advocacy Written Public Speaking Articulates clear and confident messages about key issues when advocating or negotiating for organisational issues Writes quality submissions and documents for funders, Board and other stakeholders Makes convincing presentations, using a range of media, to communicate key issues 29 November 2017 Page 7 of 10

8 Resources, Assets & Sustainability Sustainability Identifies and manages financial risks and plans for future Contract Management Monitors contracts and checks that contractual obligations of both parties are met Change and Responsiveness Technology Promotes the use of new technologies to strengthen the organisation and improve business practice Multi-skilling Designs jobs and teams with an emphasis on multi-skilling and opportunities for shared learning Governance and Compliance Legislation & Compliance Manages work practices to comply with relevant legislation and licensing requirements Risk Management Manages risk and encourages staff to manage opportunities Technical Skills Microsoft Office & other publishing applications Not for Profit Governance Financial Management Software A good understanding of accounting, audit and compliance requirements in a NFP organisation High level of skills required, including particularly use of Office, CRM and other software Understanding of the Not for Profit governance processes and structures. Excellent knowledge of MYOB Financial management is essential to the role as is oversight of the range of compliance tasks. 29 November 2017 Page 8 of 10

9 K E Y W O R K I N G R E L A T I O N S H I P S : Who is this role is expected to interact with on a regular basis? Internal Who is this role expected to interact with on a regular basis within SPA? Role the position interacts with Frequency Purpose/Nature of contact General Manager Weekly Review of performance CEO Weekly Within team meetings Manager, Policy & Sector Engagement Weekly Within team meetings or as needed Deputy CEO Weekly Within team meetings or as needed Administrator, Membership & Operations Weekly Within team meetings or as needed Health Promotion Officer Weekly Within team meetings or as needed Manager, Lived Experience Network Weekly Within team meetings or as needed D E C I S I O N M A K I N G A N D A D V I C E : Decisions this role makes alone What types of decisions does this role decide without seeking approval? Advice/ recommendations What types of advice or recommendations does this role provide to other roles to enable those other roles to make decisions? Delegation of Authority The Accounts Officer is the operational decision making role for book-keeping. Decisions should be taken on the basis of legal and statutory compliance and fiduciary obligations, in the context (where appropriate) of recommendations from colleagues in areas where they have direct operational responsibility. The Accounts Officer will exercise good judgement and decision-making within this context. This role provides advice and recommendations to General Manager on strategic and financial structures and targets. The Accounts Officer has delegated authority from the General Manager to manage the day to day operations of the accounts including organisational costs within the approved budget parameters, the autonomy to pursue initiatives and programs to achieve the strategic goals and to introduce new management and administrative systems to enhance the performance of the organisation and its programs and projects. 29 November 2017 Page 9 of 10

10 S C O P E : Financial accountability: Does this role have accountability for or influence on budget/revenue/assets Direct accountability ($) The Accounts Officer has overall responsibility for assigned program and project targets and related budget within the annual operating plan approved by the Board. People responsibility: Does this role have any direct reports or indirect reports (through direct reports) No. of direct reports N/A A D D I T I O N A L I N F O R M A T I O N : is there any additional information that needs to be understood to explain this role? This is a part time position with no paid overtime. However where agreed, additional hours required in the course of work may be taken as time in lieu. This position is a 1 year contract, with a view to becoming permanent. The area is well served with public transport. New appointments to Suicide Prevention Australia undertake a 3 month probationary period. Duties will be those outlined in this position description. Direct costs incurred in the course of your prescribed duties, such as mileage (other than to / from work) & parking will be reimbursed upon presentation of required documentation. You will be paid on a fortnightly basis into your nominated bank account retrospectively. 29 November 2017 Page 10 of 10

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