Role Description: Reports To: Reporting Relationships & Key Liaisons: Tenure: Classification: Business and Finance Manager Principal The Business and Finance Manager is a member of the College Leadership Team. Support staff middle leaders report to this position including the College Accountant, ICT Manager, Senior Administration Officer, Retail Manager, Head Chef, Resource Centre Manager and Facilities Manager. Permanent position with a probationary period of six (6) months. This position will attract a salary and conditions as fitting this particular key role in the College and determined through discussion on appointment. College Culture Statement St. Ursula s College, Toowoomba, a Catholic educational and residential community in the Ursuline Tradition, is dedicated to the education and care of young women. We strive to create learning opportunities that will encourage students to take responsibility for their own thinking and learning, so that they may become more resourceful and empathetic young women who seek: the development of a personal faith and spirituality; participation and leadership in all facets of today s and tomorrow s world. The challenge for all is to model relationships within and beyond our community based on: mutual respect; tolerance and acceptance; care for the individual and the environment; interdependence and collaboration; service so that our students, growing in wisdom, justice and integrity will contribute responsibly to their own transformation and that of society.
Position Purpose: The Business and Finance Manager is a member of the College Leadership Team with specific responsibilities in any matters with financial implications. Successful performance of the Business and Finance Manager s financial, business and operational responsibilities supports the Principal to achieve the educational outcomes of the College and achieve Key Performance Indicators as prescribed by the College Board. In fulfilling these responsibilities, the Business and Finance Manager is responsible for and assisted by the necessary personnel as required. The Business and Finance Manager is responsible to the Principal for the day-to-day financial management of the College and providing reports to the Board as per the role of Chief Financial Officer. The Business and Finance Manager is a member of the College Finance Committee and College Building and Development Committee. The Business and Finance Manager is responsible for the provision of leadership with regard to all aspects of the business and financial operations of the College. In order that activities associated with business and finance are in harmony with the College Culture Statement, the Business and Finance Manager will clearly exhibit a strong commitment to the ethos of the College and to the Principles of Employment. St Ursula s College is a Catholic School; hence the values and principles which underpin all aspects of life in the school are those intrinsic to the Catholic faith and tradition. The Business and Finance Manager is expected to support such values clearly, through their lifestyle and their interaction with members of the College community. Business & Finance Manager Page 2
Key responsibilities and accountabilities of the Business and Finance Manager include: 1. Financial Management Responsibility for the financial operations of the College through: Providing ongoing financial information and advice in a timely manner to the Principal, College Finance Committee and the Board. Developing and evaluating financial policies and procedures within the College. Contributing to the equitable distribution of financial resources within the College. Monitoring government funding policies and ensuring effective action in securing the College s entitlements. Preparing and submitting to the Board, the College annual budget/10 Year Projections and reporting formally as required. Ensuring that all College staff with responsibilities for organising budgets understand the budget system, adhere to cash flow and ordering procedures, and receive or have access to reports on their budget use. Preparing periodic and annual financial statements for audit. Maintaining regular contact with auditors, external accountants, bankers etc., in relation to the College s financial position and overseeing the implementation of appropriate recommendations from the College Board. Maintaining financial and budgetary controls over cash, capital expenditure and investments. Maintaining up-to-date financial management, accounting and reporting systems. Being responsible for the collection and accounting for all school fees and levies. Being responsible for the preparation and maintenance of salary records including leave, superannuation, Worker s Compensation, taxation and other deductions. The preparation of financial/statistical questionnaires and documents for government and other relevant authorities. Maintaining a current knowledge of relevant government legislation, regulations and requirements of other relevant authorities and ensuring adherence to these in the financial operation of the College. 2. Company Secretary Performance of role of Company Secretary to the Board of Directors in accordance with requirements listed in the Company s Handbook for Directors and other duties as requested. Understand and ensure that the College complies with its Constitution, the provisions of the Corporations Act and ACNC requirements, the provisions of other applicable legislation and the requirements of the common law as they relate to the College. Organise and attend meetings of the Board of Directors, including sending out notices, preparing the agenda, compiling minutes and ensuring that the Member receives a copy of the minutes and tabled reports. It is to be noted that Meeting Minutes and other Board administration support is provided at Board of Director meetings by the Principal s Personal Assistant. Business & Finance Manager Page 3
Be aware of the procedure required for Board of Directors meetings and general and annual general meetings of the Company including quorum requirements and voting procedures. Establish and maintain the Company s books and registers as required by the Corporations Act and ACNC. Ensure that the annual financial reports and Directors reports are prepared in the form and at the time required by the Corporations Act and ACNC. Ensure that all returns and forms that are required to be lodged with ASIC, ACNC and other relevant statutory authorities are prepared and filed within the appropriate time. Attend to the College s insurance requirements and ensure that the College is adequately protected. Comply with the instructions of the Directors and communicate those instructions to the relevant personnel in the College. Ensure safe custody of the Company Seal and maintain a register of its use. Maintain clear adherence to reporting requirements in terms of necessary disclosures by law. 3. Business Management Providing effective management of the College s business operations by: Supervising and co-ordinating the work of the Finance Office through the College Accountant and administrative staff. Overseeing the checking and transmission of the College payroll. Overseeing systems for the billing and collection of student tuition and other fees. Managing the process for the collection of outstanding debts. Overseeing systems for the payment of the College s creditors. Overseeing the receipting, banking and reconciliation of College funds. Overseeing the effective financial operation of the Boarding School in liaison with Head of Boarding. Ensuring the College has appropriate public liability insurance and other necessary insurances and conforms to the requirements of Workplace Health and Safety. Ensuring through the management of payroll and other areas under their direction that the College remains compliant with relevant Enterprise Bargaining Agreements, Awards and employment contracts. Ensuring the implementation of systems for monitoring of accountability for the provision of quality business and client services. Ensuring that all financial records as required by the Board and by the College are accurate and securely maintained. 4. Property and Facilities Management Providing effective management of the College s physical resources through the Facilities Manager by: Managing all maintenance requirements relating to College buildings, plant, equipment and furniture, and liaising with service providers for this purpose. This includes the updating of the preventative maintenance plan. Overseeing refurbishment, upgrading programs, building renovations and construction of new facilities (including the monitoring of compliance of all contractors engaged by the Business & Finance Manager Page 4
College in these areas) in collaboration with the Building and Development Committee and the Principal. Co-ordinating the purchase of new plant, equipment and furniture as required and the disposal of surplus assets. Overseeing the use of College facilities by outside groups in liaison with the Facilities Manager. Overseeing the maintenance of the Boarding School. Managing the efficient operation of the College s essential services, e.g. electricity, water, telephone, gas, garbage removal etc. Supervising and maintaining College-owned transport. 5. Information Communications and Technology (ICT) Management Providing effective management of the College s ICT resources in conjunction with the ICT Manager by: Liaise with the Principal and the College Leadership Team regarding direction and development of the College s information technology systems for business and academic purposes. Liaise with IT hardware and software suppliers as required. Through the ICT Manager, ensure the effective management of the College s IT infrastructure. Being a proactive member of the College s ICT Committee in conjunction with the Deputy Principal, ICT Manager, Resource Centre Manager and other key staff as nominated. Chair the Committee as required and ensure Terms of Reference are relevant. The Business and Finance Manager also undertakes a key role in ensuring high quality data management in the College s administration and financial systems. 6. Risk Management A key accountability for risk management through: Managing all systems relating to the security and protection of College assets, including the maintenance of an appropriate assets register. Overseeing the College s compliance in respect of fire safety and lock down procedures. Responsibility for the Work Health and Safety function of the College, ensuring that all staff receiving training at induction and provided with regular training as required in various areas. Chair the Work Health and Safety Committee. Ensure the continual development and maintenance of the College Work Health and Safety Risk Management Register. Contribute with the College Leadership Team to the development and implementation of effective risk management plans and procedures in accordance with legislation and College policies. Maintaining a critical incident management plan for the College, and instituting appropriate training in liaison with the College Leadership Team. Business & Finance Manager Page 5
7. Commercial Management Providing effective management of the commercial aspects of the College by: Overseeing the day-to-day operation of the College Canteen and Retail Shop and supervising staff in these areas. Liaising with College Head Chef and Facilities Manager to ensure the effective management of functions. Liaising with the Facilities Manager to oversee use of College facilities by external parties. 8. Administration and Supervision of Non-Teaching Staff Leadership and management of all non-teaching staff through: Promoting and supporting the values and culture of the College in all workplace interactions and related practices. Ensuring the provision of quality professional development and training for non-teaching staff. Developing and implementing a Performance Review Process for all non-teaching staff. Identifying and encouraging staff with leadership potential and taking initiatives, including delegation, to further develop leadership. Ensuring the provision of welfare and support for non-teaching staff. Ensuring adequate staffing arrangements for the requirements of the College in this area. Maintaining appropriate staff records. 9. Other The Business and Finance Manager is required to: Attend Board of Director meetings in the capacity of Company Secretary. Be involved in College events in the capacity of a representative of the College Leadership Team. Other duties as directed that are commensurate with the Business and Finance Manager s training and experience as directed by Principal. 10. General All employees of St Ursula s College, Toowoomba are required to: Demonstrate support for the College s philosophy, policies and procedures, core values and commitment to the Ursuline and Catholic ethos. Maintain a degree of flexibility in working hours from time to time as required for the position. Accept that the College reserves the right to modify the position to meet its operating needs. Assist and relieve in other positions from time to time. Undertake other reasonable and relevant duties within skills, knowledge and capabilities as directed by the Principal or their representative. Business & Finance Manager Page 6
Work Health & Safety All team members have an obligation to comply with all the organisation s workplace health and safety policies, procedures and instructions and not place at risk the health and safety of any person at the workplace. Equal Opportunity All team members are required to be aware of and demonstrate a commitment to the principles of equal opportunity in the workplace. Staff Development All team members are required to participate in staff training and development activities to assist in the achievement of individual/work objectives. Organisational Chart Business & Finance Manager Page 7
Competencies and Selection Criteria: Essential Criteria: Highly developed communication and interpersonal skills. Demonstrated high order leadership skills, with the ability to build an effective team to achieve the organisation's goals. Possess a high work ethic and committed to excellence. Tertiary qualifications in a business discipline and have progressed to CA or CPA accreditation. Extensive knowledge of financial management, business organisation and industrial relations. A high level of technological literacy in a business environment, including experience in the management of sensitive and confidential information. Preferred Criteria: Senior leadership experience in an education setting. Additional studies or relevant experience in Work Health and Safety and/or Risk Management. Experience in project management in capital works. Professional Memberships: CA or CPA accreditation. Business & Finance Manager Page 8