Business & Operations Manager

THE BUSINESS AND OPERATIONS MANAGER is responsible for the successful day-to-day administration and operations of Western Edge, ensuring the company successfully meets all workplace, financial, funding, administrative, and regulatory requirements, on schedule and budget.

Reporting to the Executive Director, and working closely with Western Edge’s core team and service providers, the Business and Operations Manager provides vital input and expertise into the development and management of human, financial, and technological resources, to ensure the smooth and cohesive operation of the company. The position oversees organisational governance, the development, maintenance and implementation of office and IT systems, and supports the delivery of business development and programming outcomes.

THE PERSON WE ARE LOOKING FOR

The person we are looking for is an experienced, reliable, and trustworthy individual with a passion for optimising business and administrative processes to support operational stability and sustainability, fostering a positive and respectful workplace culture, and carefully managing Western Edge’s tangible and intangible assets.

Drawing on your analytic and problem-solving capacities, you take a systems approach to continuously improve operations. You are a proficient multi-tasker who is willing to mitigate any gaps in your professional skillset through active learning, and someone who can respond with a combination of agility and analysis to new opportunities or unforeseen challenges. If this sounds like you, we’d love to hear from you!

DETAILED POSITION DESCRIPTION

Type of Employment: Permanent part-time employee 0.8EFT

Probationary Period: A three-month probationary period applies to this position

Salary: Pro-rata $90,000/annum (base salary) + superannuation

Employee Benefits: Leave loading of 17.5% and flexible working arrangements

Equipment Provided: A company laptop will be provided for the duration of employment

Reports to: Executive Director

Direct Reports: Operations Coordinator, Contract Bookkeeper, Contract IT consultants

Relationships: The Business and Operations Manager liaises with the Board, Co-CEOs, core Western Edge staff, program personnel, funding partners, organisational and program stakeholders, contractors, service providers, and suppliers.

KEY RESPONSIBILITIES OF THE POSITION:

Working closely with the Executive Director, the Business and Operations Manager is responsible for:

• Overseeing the efficient and comprehensive management of the organisation’s day-to-day business operations and administration
• Developing and managing Western Edge’s annual operational budget and business plan to support the company’s strategic goals
• Managing the financial administration of the company, ensuring that income and expenditure are within budget and that sufficient revenue is generated to sustainably support the company’s ongoing operations

DUTIES OF THE POSITION

Financial Management

In liaison with the Board Treasurer and Executive Director, and with the support of the external Contract Bookkeeper and Operations Coordinator, ensure:

• Oversight of financial strategies to support the company’s financial stability and sustainability
• The development and maintenance of financial policies, procedures, controls, and delegations, and adherence to the same by all personnel
• The development, maintenance, and monitoring of all operating/project budgets
• Financial accountability by company personnel (i.e., all programs and operations are delivered within board-approved budgets/revised forecasts)
• All account transactions are processed in MYOB in an accurate, timely manner
• Management of accounts payable and receivable
• Management of assets, liabilities, and depreciation
• Management of creditors and debtors
• Accurate monthly bank reconciliations
• Accurate processing of payroll and superannuation for all personnel
• Processing of reimbursements and the management of production floats/petty cash so that personnel have access to the funds needed to deliver tasks
• Management of BAS/PAYG obligations
• Reconciliation of income from third-party ticketing providers or online donation platforms
• Generation of monthly financial reports, including year-to-date actuals, revised year-end-projections, variance analyses, cash flow forecasts, and balance sheet
• Interest and investment options are pro-actively managed throughout the year
• Management of bank accounts, online banking, company credit/debit cards
• Management of annual financial audit in cooperation with external auditors

Business Administration and Regulatory Compliance

In liaison with the Executive Director, and with the support of the Contract Bookkeeper and Operations Coordinator, ensure:

• The comprehensive management of all insurance requirements
• Compliance with all legislative, industry, and government obligations, including, but not limited to, the submission of annual return to ACNC and the annual statement to Consumer Affairs Victoria
• Compliance with national standards relating to risk management and Workplace Health and Safety, ensuring oversight of induction and safety training, the company’s WHS log of incidents and the management of WHS incidents in line with Western Edge policies, the production of Risk Assessments, implementation of risk mitigation measures

Human Resource Management

In liaison with the Executive Director, and with the support of the Operations Coordinator, ensure:

• The development and maintenance of a positive, inclusive, and effective team that delivers on agreed company strategies and Key Performance Indicators, as set out in Western Edge’s Strategic and Annual Business Plans
• The development and maintenance of appropriate and effective human resources, policies, and procedures to support staff performance
• Schedule and support regular staff meetings
• Management of recruitment processes, including the preparation and updating of position descriptions, hiring processes, onboarding, induction, training, and issuing of employee contracts
• Management of disciplinary and grievance issues
• Maintenance of all human resources records concerning the employment of Western Edge personnel including, but not limited to contracts, taxation, work cover, superannuation, bank details, annual and personal leave accrual, and TOIL
• Development and maintenance of Western Edge’s Policies and Procedures Manual, including human resources policies and procedures following industry best practices and legislative requirements

Fundraising and Development

Support the work of the Executive Director and Development Manager by contributing to the:

• Preparation of grant applications, EOIs, partnership proposals, progress reports, and acquittals
• Positive relationships with government, philanthropic, donors, and corporate supporters

General Operations

• With support from the Operations Coordinator, manage and maintain:
• Office infrastructure, operations, policies, and procedures
• Organisational records and shared files
• The company’s IT and storage needs
• Governance systems, including maintenance of Director records and preparation for AGM (at the direction of the Board Secretary)
• Undertake any other tasks as reasonably requested by the Executive Director

EXPECTATIONS

It is expected that the Business and Operations Manager will:

• Be a strong communicator and collaborator who is comfortable liaising with a wide range of people, including, but not limited to: guest artists, mentees, observers, volunteers, support workers, youth participants, FOH personnel, venue staff, core company staff, funders, suppliers, industry peers, and audiences.
• Be present weekly to work in collaboration with staff and project personnel
• Attend Western Edge events and programs from time to time, and represent Western Edge at external events as required (this may require evening and weekend work)
• Have excellent time management and project management skills which they will independently manage to support program needs and organisational deadlines

ADDITIONAL POSITION REQUIREMENTS

Western Edge uses a range of software to conduct its business, including, but not limited to, Microsoft Office 365, MYOB, Airtable, and online ticketing platforms. Proficiency in using these software platforms, or the capacity to quickly learn them is a requirement of this position.

A valid Working with Children Check and Police Check are required for this position. The physical requirements of the position are consistent with those of a Business and Operations Manager in a theatre company.

SELECTION CRITERIA

Essential:

• Minimum of five years of professional experience in operations and business management, implementing business plans on an operational level
• Excellent interpersonal skills including written and verbal communication, liaison, negotiation, and the ability to maintain productive relationships with a broad range of stakeholders
• Proven track record in financial management and demonstrated experience in successfully developing and managing core operational and project budgets
• Demonstrated experience in contract management with employees, program partners, funders, suppliers, and other contractors
• Knowledge of governance, policy frameworks, systems, and processes
• Passion for the NFP Sector with a demonstrated commitment to diversity and inclusion
• Exceptional time management and project management skills, including the proven ability to effectively prioritise workloads to meet tight deadlines while remaining calm under pressure
• High-level computer skills in Microsoft 365 and accounting software (MYOB preferable) and general knowledge of the functioning of project management software such as Airtable

Desirable:

• Experience working in the NFP Sector and ideally the Australian arts community
• Connection to Melbourne’s West
• Experience working with Aboriginal and Torres Strait Islander artists/arts workers, CALD artists/arts workers, and artists/arts workers who are disabled or Deaf

APPLICATION PROCESS

To apply for this position, please upload a cover letter (maximum one page), your response to the Selection Criteria (maximum four pages), your resume (maximum two pages), and contact details for two professional referees via the Apply Now link. 

Applications should be addressed to Georgina Naidu, Executive Director.

Feel free to contact [email protected], using the subject line: Business And Operations Manager enquiry via EthicalJobs, with any questions.