POSITION DESCRIPTION Cancer Council Australia is the nation s leading non-government cancer control organisation. Cancer Council develops and promotes independent, evidence-based policy and information on cancer prevention, detection, treatment and care. It supports its members, the eight state and territory Cancer Councils, to: undertake and fund cancer research; prevent and control cancer; and provide information and support for people affected by cancer. JOB TITLE: Director, Corporate Services STATUS: Permanent LOCATION: Sydney HOURS: 35 hours per week REPORTS TO: Chief Executive Officer POSITION No: CCA-02-01 Organisational Context The Director, Corporate Services (DCS) is responsible for providing the organisation with a comprehensive range of the infrastructure activities essential to the achievement of the organisation s strategic and operational goals. As such, the incumbent together with his/her department interacts closely with all staff particularly senior members of staff. Additionally, the incumbent has the responsibility to develop and manage relationships on the organisation s behalf with external individuals/bodies including licencees, banking and investment institutions, insurance & auditing companies, state & federal registration authorities. The DCS is a member of the Executive Leadership Team of Cancer Council Australia (CCA) and is required to act in place of the CEO during extended periods of that incumbent s absence. Role Description The Director, Corporate Services has end line responsibility for organisational infrastructure functions including accounting, financial reporting, legal, information technology, risk management, human resources and audit processes. Cancer Council Australia maintains a detailed strategic plan, and this role is responsible for delivering the supported environment necessary to provide services to its members and to achieve its strategic goals, thereby contributing to its mission to deliver a cohesive approach to controlling and preventing cancer and to providing support for people affected by cancer and their families. Additionally, the incumbent has a direct impact of select revenue streams (notably income streams from national licensing and investment vehicles) well as on broad operational costs. The DCS is responsible to the Chief Executive Officer for all aspects of internal corporate, financial and business management of CCA. As CCA is also responsible for the financial records of the Clinical Oncological Society of Australia and the William Rudder Memorial Fund, the DCS has additional responsibility for the tasks that accompany these activities. Each entity has a separate Australian Business Number and is required to provide separate audited financial statements and regular Business Activity Statements. Quality assurance is required to obtain maximum effectiveness and efficiency in all financial and business aspects of CCA activities. In the role, the DCS must act with the highest integrity and honesty. Position Description: Director, Corporate Services July 2013 1
Key Relationships Chief Executive Officer Senior organisational staff Directly reporting departmental staff: Accountant (and Accounts Administrator) Personal Assistant National Licensing Manager IT Manager Chair of the Board, Chair of the Finance & Audit Committee (FAC), and member body CFOs National product licencees Main Challenges / Primary Accountabilities To provide timely and informative reports as required To provide motivating leadership to the direct reports and to organisational staff as a whole To maintain healthy and transparent working relationships with member bodies as needed To manage and develop national licencees to maximise revenue, ensure availability, affordability and access to quality licensed products To service and enhance the organisation's HR needs To ensure adequate resourcing of the organisation s planned activities To ensure compliance with federal and state legislation To value and protect the organisation s reputation To maintain and protect the organisation s assets Key Accountabilities Financial Management The DCS is the chief financial officer of CCA and supervises, manages and mentors the Accountant, and the position s responsibilities and duties include to: Provide comprehensive and accurate financial reports to the CEO, Board, Finance & Audit Committee, Executive Leadership Team, and project funders, as required Oversee the development and maintenance of quality financial systems covering operations, budgets, payroll, taxation, superannuation, and special projects Oversee and direct the accurate and timely preparation of balance sheet, P&L and cash flow statements as required Oversee the management of all debtors and creditors in a timely manner Approve the processing of payroll as required Position Description: Director, Corporate Services July 2013 2
Internal controls Establish, monitor and enforce internal financial controls to ensure that the organisation performs within budget where possible and in accordance with Australian Accounting Standards required by legislation Jointly with the CEO, develop and oversee the implementation of policies covering all significant activities Maintain and apply an up-to-date understanding of taxation legislation in Australia Provide advice to others in the Executive Leadership Team as well as program managers to assist with budget management and forecasting. Jointly with the FAC Chair, manage the relationship with the Internal Auditors (if any) and report on their reviews and activities Financial Reporting Ensure that financial reports and reconciliations are prepared as required in an accurate and timely manner Ensure adequate cash flow for the activities of CCA Provide required management reports to CEO and Executive Leadership Team members Review causes for major variations between actual and budget and discuss any items of concern with the respective Executive Annual Reporting Liaise with external auditors and prepare the necessary audit papers for review by the auditors Prepare and finalise end-of-year Annual Accounts in a format which conforms with the applicable legislation as amended, the Australian Securities and Investments Commission requirements and the Australia Accounting Standards. Ensure that the Annual Accounts are approved and signed by the Board of Directors. Subsequent to their adoption at the AGM, arrange the lodgement of the signed accounts with respective legislative bodies as required. Budget Preparation Manage the timely preparation and collation of budget calculations and documentation in liaison with Executive Leadership Team members and other departmental heads. Prepare the organisation-wide salaries budget for discussion with the CEO before finalisation. Prepare the budgets for: - Administrative overheads - National Licensing - Other income Collate all departmental budgets and produce the draft budget and summary reports for submission and consideration by the CEO, FAC, and by the Board. Payroll Ensure that the fortnightly payroll is completed in a timely and accurate manner, including superannuation, taxation and salary sacrifice Provide salary packaging and superannuation advice to staff members when required Check all manual inputs to payroll for authorisation and reasonableness Position Description: Director, Corporate Services July 2013 3
Check payroll reports and, on satisfactory completion, sign off the reports and the bank transfer of funds Review and authorise annual Payment Summaries for employees. Business Activities The DCS is required to direct relevant commercial aspects and advise on corporate activities of CCA and report to the CEO on corresponding business strategies and operations. Close liaison with corresponding officers in the Member bodies may be required to identify opportunities, reduce or avoid duplication and to maximise the returns to the entire organisation (i.e. CCA and its Member Bodies). Licensing Activities Supervise, manage and mentor the National Licensing Manager (NLM) in the development and maintenance of strong working relationships with the current and potential national merchandisers whilst ensuring contract compliance In liaison with NLM, review and recommend new products for licensing by CCA Liaise with relevant Board Committees in regard to licensed product development In conjunction with Director, Communications and NLM, monitor and regulate licensee compliance with branding guidelines Insurance Develop and maintain a strong working relationship with the selected insurance broker Ensure that risk assessment is kept current and that all insurance policies provide sufficient protection Manage the insurance cover of the organisation including public liability, professional indemnity for Board members and Officers; property and workers compensation Review all insurance cover annually on renewal of policies Prepare and manage any insurance claims on behalf of CCA Asset Management Ensure that the physical assets of CCA are maintained to a satisfactory standard Develop and maintain an investment policy and ensure that cash holdings are maintained in line with such policy Ensure system data backups are executed regularly and retained in a secure location Ensure that a register is maintained of all assets of CCA Review and assess new capital works requirements, prepare business cases on new capital items as required, and supervise capital activities undertaken Ensure that ongoing maintenance is carried out when required Office Services Legal Act as liaison point with the landlord for matters relating to the tenancy by CCA Be responsible for issues relating to occupancy and for the provision and ongoing maintenance of office services, furniture and equipment, and for any required repairs and upgrades. Provide advice and assistance to the CEO to comply with the CEO s legal obligations of acting as Company Secretary for CCA Act as the primary channel for sourcing legal advice from pro-bono and paid solicitors Position Description: Director, Corporate Services July 2013 4
Review all draft contracts of CCA and seek outside advice as determined Bequests The DCS attends to all legal requirements relating to bequests, and liaises with legal representatives and the relevant Member Body if a Will is contested. Strategic Plan The DCS assists the CEO as required with developing and updating CCA s Strategic Plan. The DCS liaises with members of the Executive Leadership Team regarding new and continuing projects and their financial implications in relation to the Strategic Plan. Technological Development The DCS holds responsibility to supervise, manage and mentor the IT Manager to ensure that the organisation remains up-to-date with efficient use of evolving computing and telecommunications technology including to: Review, maintain and implement an adequate level of information technology infrastructure to support the ongoing activities of the organisation and to ensure systems encounter minimal downtime Monitor IT systems and undertake updates and maintenance work on the server, its patch panel and peripherals, with the aim of ensuring optimal operational performance for the organisation Human Resources The DCS holds the responsibility of being the organisation s Human Resources Manager and undertakes related duties, including to: Assist CEO and others in recruiting, selection and employment of organisational staff Foster a supportive work environment that encourages teamwork, open communication, innovation, problem solving, accountability and empowerment Be responsible for ensuring that all matters regarding staff employment and conditions are maintained in accordance with relevant best practices wherever possible and legislation Develop and maintain policies and procedures on human resource practices Ensure that staff records are maintained in accordance with relevant legislation including respective privacy principles In adopting the role as the organisation s Human Resources Manager, be an approachable contact point for staff in times of need, and receive and manage staff complaints and grievances. Supervise, manage and mentor directly-reporting staff, and undertake regular performance appraisals Advise the CEO in setting appropriate salary levels and other emoluments for staff with regard to market movements/expectations In liaison with members of the Executive Leadership Team, ensure appropriate allocation of staff with regards to skill levels and ongoing staff professional training and development. Risk Management Assist the CEO in preparing a register and analysis of the risks inherent in all operations of CCA Prepare and maintain policies and procedures to manage risks Be aware of the requirements of the WH&S legislation and advise the CEO on WH&S issues that arise Position Description: Director, Corporate Services July 2013 5
Contribute to the overall well-being of the organisation and avoid participation, during or after employment, in any activity that might be harmful to the good operation, health or reputation of the organisation Take care of their own health, be alert to any unsafe work practices or environments and take steps to ensure that no staff member or visitor is placed in a position potentially dangerous to themselves or others Committee and Board Reporting Audit Committee Act as the senior staff liaison to, and organisational support of, the FAC of CCA Prepare financial and management reports as required by the Committee Liaise with the FAC regarding the appointment and work of internal auditors, if any As requested, prepare reports on the results of the management of any investments Board of Directors As requested, attend Board meetings to report on the financial and business activities of CCA Assist the Chairman of the FAC as required with the reporting of the outcomes of its Committee meetings to the Board Attend meetings of other Board committees as required. Services to Member Bodies of Cancer Council Australia Where the Strategic Plan calls for CCA to provide support to member bodies in business activities, such business activities will be defined by mutual consultation, and may vary from time to time and from member to member. Aspects of this support may include: Manage the documentation of income earned on behalf of Member Organisations and ensure that funds are forwarded to respective bodies within agreed models and timelines Liaise with and attend meetings of Chief Financial Officers of member bodies Liaise with relevant staff of member bodies to obtain details of activities that would lead to economies and savings should certain activities be centralised, mutualised or aggregate Accountabilities Financial stability of CCA including adequate cash flow Development of an annual comprehensive and sustainable CCA budget National licensing revenue Management of contracts to ensure receipt of all entitled monies Negotiate supplier contracts to seek economies and to minimise expense levels Timely and accurate disbursement of funds collected on behalf of member bodies as per the agreed model Promote collaborative national initiatives with the view to reduced expenditure across member bodies Maintain the highest ethical work standards, confidentiality and cultural awareness when dealing with others Position Description: Director, Corporate Services July 2013 6
Professional Development The DCS is required to ensure that his/her professional knowledge is kept current in all aspects of the role being undertaken, by attending relevant courses, seminars, education programs. The DCS is also required to keep abreast of new product advancements relevant to current and potential licensed product development. Selection Criteria Essential Tertiary accounting qualification and membership of recognised accounting body (CPA or CA). Five years experience in accounting in Australia, including at least 2 years senior experience with responsibility of reporting to senior management and to Board level. Ability and experience to think, plan and act strategically. Experience in handling multiple stakeholders with competing needs. Strong leadership skills and the ability to guide to consensus outcomes. Ability to assess and recommend new business initiatives. Extensive experience in managing and supervising staff and in fostering teamwork and collaboration. Excellent communication and negotiation skills. Advanced computer skills in the use of MS Office applications and accounting software. Capacity and willingness to act as the CEO during extended periods of the CEO s absence. Excellent time management skills and ability to organise / prioritise workload under pressure. Willingness to travel in Australia and overseas. An absence of any criminal conviction relating to trust, integrity or honesty. Vision and passion to support the Cancer Council mission. Desirable Excellent professional references indicating integrity and honesty. Commercial experience Experience with, or knowledge of, a variety of information technologies including broadband, server equipment and LAN technology. Strategic financial management skills. Experience with MYOB accounting package. Human resources management training or experience. Previous employment in a not-for-profit organisation. Reviewed by CEO July 2013 Position Description: Director, Corporate Services July 2013 7