POSITION DESCRIPTION-SCHEDULE A

Transcription

1 POSITION DESCRIPTION-SCHEDULE A POSITION DESCRIPTION DOCUMENT PURPOSE The purpose of this position description document is to provide you with a clear understanding of your role, and how that role fits within Melbourne Institute of Technology (MIT) as an organisation. POSITION DETAILS Position Title: School / Division: Classification Campus: Employment Mode: Finance Assistant Finance/Corporate Educational Services (Post Secondary Education) Award General Staff Level 2.1 Melbourne Fixed Term 1 year REPORTING LINES The Finance Assistant reports to the Finance Manager or nominee. MIT VISION AND GOALS Founded in 1996, Melbourne Institute of Technology (MIT) has grown dynamically as one of the leading private, higher education providers in Australia with campuses in Melbourne and Sydney. MIT is a teaching only Higher Education Institution. Our vision, mission, values and goals as approved by the MIT Board of Directors are set out below. Vision MIT aspires to be a leading private higher education provider nationally and internationally by proactively developing innovative educational approaches to meet industry needs and by a commitment to inspire tomorrow s graduates. Mission MIT, through its higher education programs and personalised and transformational student experience, provides the opportunity for individuals to access knowledge and to enrich and transform their futures. Values 1. Excellence in Learning and Teaching; 2. Integrity; 3. Accountability; 4. Transformational Change. 1 P a ge

2 MIT ORGANISATIONAL STRUCTURE MIT business model comprises four (4) key focus areas as guided by its vision: Academia, Finance, Marketing, and Operations. Our organisational structure is designed to ensure each of these areas is fully resourced. Our Executive Management Team is responsible for the development of our strategic plan and effective implementation of strategies across all business areas. It comprises our: Chief Executive Officer, Managing Director, Director Marketing & Student Engagement, Academic Director, Human Resources Director (pro term) Campus Director and General Manager DEPARTMENTCONTEXT MIT Finance Department s main role is to ensure that MIT s revenue is realized. This is done through, among other things, the proper generation, collection, record-keeping, and allotment of the organization s financial revenue and the safekeeping of the financial resources before they are correctly allotted. Allotment in this context is defined as the depositing of collected funds to MIT s bank account, despatching of University of Ballarat bank drafts/cheques the University on a weekly basis, and the enabling of small purchases to be made from petty cash upon authorization by Manager Finance. Safekeeping in this context is defined as the looking after of financial resources (cash from fees, petty cash & printing machine; bank drafts; bank cheques and money orders) and being accountable for them until they are appropriately allotted. LEVEL OF SUPERVISION The Accounts Officer will work individually and under the direct supervision of the Manager Finance. The Accounts Officer has autonomy in prioritising and completing tasks. This involves working co-operatively in a team environment, as well as professionally. Tasks of a set, recurring nature will be carried out independently. Other tasks and new tasks will be carried out under supervision. 2 P a ge

3 RESPONSIBILITIES The following responsibilities form the expected outputs for which this position is both responsible and accountable. These areas are not exhaustive of the position and may be subject to change by the Manager Finance or their nominee. It is not the intent of this position description to limit the scope of this position in any way but to give an overview of this role at MIT. The appointee may at times be required to work at other tasks and areas as directed. Area Student Fees Outcomes Assist the Manager Finance by: Receiving principal program fee, ELICOS fees, and student services fees from students. Keeping a record of the fees by correctly posting them into the student database. Maintaining printed backup copies of every fee transaction and filing them in chronological order, photocopied with drafts/cheques or attached with supporting documents where provided by students. Correctly allotting the fees received cash and MIT drafts/cheques to be deposited on a daily basis, University of Ballarat drafts/cheques to be despatched to the University every Thursday after keeping photocopies & recording full details in spreadsheet. Sending out of fee notices one month ahead of due date for each semester. Providing students a copy of the fee notice sent when requested by students. Creating fee notices for students from existing template not generated by the system. Following up students for overdue fees and maintain a spreadsheet (in shared drive) to monitor payments. Maintaining continual further follow ups until fees are paid. Implementing MIT & partner institution Finance rules and procedures. Printing Coins Collecting printing coins from the coin machine every Tuesday, and Friday and documenting it via the prescribed process. Depositing the collection on the same day. Keeping a spreadsheet record (in shared drive) of the coins collected and deposited. Petty Cash Collecting and maintaining petty cash and maintaining petty cash income/expense/deposit records in spreadsheet format (in shared drive) on a daily basis. Post the entries in MYOB. Issuing cash receipt for every petty cash amount received and recording in spreadsheet (in shared drive). Enabling small purchases to be made from petty cash where the purchases have been approved Manager Finance. Making sure that receipt is submitted for every petty cash expense. Entering the expense in the petty cash spreadsheet (in shared drive) and keeping the receipts filed in chronological order. Keeping a floating balance of $500 in the petty cash box and depositing any excess into bank account. 3 P a ge

4 RESPONSIBILITIES Banking Depositing of cash and MIT bank drafts/cheques received in student fees separately from other income Depositing coins from the printing coin machine separately from other fees income (but recorded in the same spreadsheet as petty cash). Deposing petty cash money separately from other income (but recorded in the same spreadsheet as printing coins from machine). Making sure all relevant details of bank drafts/cheques are recorded in deposit book before handing in to the bank teller. Always keeping the deposit book securely and locking it away before closing for the day. Stationery Collecting monthly stationery requisition from all departments Procurement Sending purchase order to stationery supplier. Receiving stock. Looking after and maintaining stock. Reporting TPS Reporting REPORTING TO MANAGER FINANCE The ongoing reporting to Manager Finance will be via verbal and communication and reporting back on competed tasks or work-in-progress. Periodical reporting to Manager Finance will occur where the Manager Finance asks the Accounts Assistant to follow up and monitor outstanding fees. Other reporting will occur on ad hoc basis as required by the Manager Finance. Complete fees and refunds related groundwork in order for Tuition Protection Scheme (TPS) Reports to be lodged for both MIT and partner University students including Checking and monitoring fee status Contacting students and sending out refund applications Receiving refund applications and following up for those not received Filling in Finance section of TPS reporting spreadsheet for MIT and partner University Refunds Receive and refund applications and maintain a refund applications register Compile refund documentation for partner University student refunds. Prepare Refund Calculation Sheets for partner University student refunds Send sanctioned (by Manager Finance) refund paperwork to the University Liaise between students and University if there are claims of non-receipt of refunds. Understanding of Quality Assurance and compliance Apply MIT and partner institutions financial policies, rules, regulations and procedures as directed. Demonstrate an understanding of the principles of quality assurance and continuous improvement as they apply to MIT. Demonstrate an ongoing commitment to MIT compliance and quality assurance processes. Demonstrate knowledge of the organization, policies and procedures. Demonstrate simple problem resolution techniques with reference to established techniques and developed procedures. 4 P a ge

5 RESPONSIBILITIES Liaison and Liaise closely with other divisions and any other relevant department on interaction issues of matters relating to Finance. Liaise and communicate with UB Finance staff, checking with Manager Finance first if not sure about the extent and nature of information requested. The Accounts Officer must maintain an awareness of the MIT operating environment in order to liaise effectively with a diverse range of staff and students. The Accounts Officer must observe MIT protocols at all times. The Accounts Officer must understand the MIT structure its hierarchy and work within it appropriately. The Accounts Officer must be aware of their actions and the consequences when liaising with stakeholders and MUST not put MIT at risk in their dealings Other Duties Other duties as directed by Manager Finance. As per your ability you may be asked to use accounting packages including MYOB as required. Review by 30 days before the end of this contract your supervisor will go through the supervisor review process and a report sent to HR Manager KEY SELECTION CRITERIA Application letter and/or resume must address the qualification/knowledge/experience/attributes section under the key selection criteria Qualifications: Include all educational and training qualification, professional membership, criminal record check report Requirement Completed Diploma in Commerce/Accounting/Finance/Business Knowledge/Experience/Attitude/Skills Excellent communication skills both oral and written Demonstrated ability to counsel and advise students in a tertiary educational environment Team contributor with the ability to work independently Excellent interpersonal skills and demonstrated ability to work effectively and consultatively in teamwork environment Customer focus with a passion to assist students Appreciation of cultural awareness and issues relating to a diverse student body. Highly desirable 5 P a ge

6 PERFORMANCE MANAGEMENT SCHEDULE B Staff performance is managed in accordance with MIT Performance Management System which incorporates: Regular performance reviews Ongoing feedback Identification of professional development needs and provision of support Reward structure Focus area (Key Performance Indicators) -KPIs General Indicators Punctuality on a daily basis Demonstration of commitment to work Presentation Professional attitude and conduct towards internal and external stakeholders Ability to engage, contribute and work effectively as a team member Demonstration of high quality in tasks, reports and conduct Role Specific Reliability, honesty and accountability Indicators Timeliness of carrying out tasks at the set frequency, and ability to meet set deadlines Ability to process large volumes of work Accuracy of work, data processing, and reporting Timeliness of updating reports and maintenance of back up documents Accuracy, validity, and completeness of reports kept Attention to detail Security of reports and financial information: financial reports must not be made available to anyone other than authorised staff. Financial/fee information of students must not be made available to third parties without written consent of students. Reporting Accuracy and quality of reports presented Timeliness of such reporting (must meet set deadlines) Attention to detail Resources Must not engage in any unauthorised duties such as unauthorised communication, copyright breach, or known breaches of IT policies and procedures. Discharge of duties in accordance with MIT policies and procedures and position description. Professionalism, this position is first and foremost with MIT and although this position is described as operating within a section of MIT, it is a fundamental requirement of this position that the best corporate interests of MIT are kept as priority at all times. Any unprofessionalism will not be tolerated. Liaison and Communication skills both verbal and written (measured both qualitatively interaction and quantitatively) Contribution to the team (being a team player) Documented feedback from partner Institutions reporting officer 6 P a ge

7 Liaison and Communication skills both verbal and written (measured both qualitatively interaction and quantitatively) Contribution to the team (being a team player) Documented feedback from partner Institutions reporting officer General Indicators Punctuality on a daily basis Demonstration of commitment to work Presentation Professional attitude and conduct towards internal and external stakeholders Ability to engage, contribute and work effectively as a team member Demonstration of high quality in tasks, reports and conduct 7 P a ge