Operations Manager

Location: Melbourne
  • Industry: Community Services & Development
  • Work Type: Permanent
  • Salary: 0
  • Posted: 01 May 2024
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Job title: Operations Manager
Award: SCHADS Level 7
Classification: TBD in accordance with qualifications and experience
Reports to: CEO
Status: Full time 

Job Purpose 

The Operations Manager assists the CEO in managing the organisation by overseeing operational management, financial management, organisational and charity reporting, servicing the Board, human resource management, internal communications, IT systems and database, legal compliance and organisational policy, strategic planning and general administration.

Key Responsibilities

Administration management
  • Oversee the organisation’s day to day administration including but not limited to: office management, supplies, reception and general maintenance
  • General book-keeping tasks including reconciliation of bank accounts and staff debit and credit cards
  • Maintaining accounts payable and accounts receivable in a timely and efficient manner
  • Maintaining an appropriate and accessible filing systems in relation to daily operations such as asset register and usage, insurance registers and stakeholder correspondences
Strategy, planning and reporting
  • Contribute to the development, review and reporting of the organisation’s Strategic Plan
  • Contribute to organisational reporting including attendance to regular Board and finance meetings as required
  • Working as part of the Management team, contribute to any organisational resource planning
  • As required, represent the organisation on relevant committee and appropriate forums relating to local issues where there is a whole of government and/or community approach
  • Ensure continuous quality improvement and risk oversight, including the management of a risk register
IT and Database Management
  • Ensure effective IT systems, overseeing the operation of the organisation’s IT needs and engaging third party IT consultants where necessary
  • Oversee the management of software and databases, ensuring data privacy and data health and ensuring the functionality supports business critical operations
  • Work with key internal and external stakeholders to ensure the database effectively supports fundraising, supporter care programs etc.
Human Resources and Management
  • Recruit, manage and retain the members and staff including any volunteers
  • Oversee the operations and policies of the organisation and ensure all legislative and compliance obligations are met
  • Maintain a comprehensive suite of HR and OHS policies and procedures for the organisation
  • Develop and implement a staff wellness program to ensure a healthy and inclusive workplace environment including maintaining the Employee Assistance Program
  • Maintain and oversee the periodic review of staff conditions including assisting to implement outcomes as agreed by the CEO and Board.

Financial Planning, Management and Reporting
  • Ensure all systems and processes deliver strong and effective governance
  • Support the CEO in budget development, tracking and financial reporting
  • Ensure the Board, CEO and other internal stakeholders have timely and accurate financial information.
Community Engagement
  • Develop, manage and continuously improve the organisation's communication and engagement strategy
  • Develop, maintain and distribute resources to support the organisation's governance and operations
  • Ensure relevant information is communicated to the Board, employees and community in a timely manner
  • Be a part of the organisation's community and demonstrate a thorough commitment to engagement, support and creative initiatives for the empowerment of the local Aboriginal and Torres Strait Islander community.

Key Selection Criteria

Experience, Qualifications & Skills
  • Demonstrated understanding of the Victorian Aboriginal community and the ability to communicate effectively with Aboriginal people
  • Understanding of the specific cultural and historical issues that impact on Aboriginal clients, particularly in response to intergenerational trauma and the stolen generations
  • Qualifications in a relevant discipline (finance, administration, business management) or equivalent
  • At least 3 years’ experience in a leadership or similar role
  • Experience in community based organisations or NFP is desirable
  • Excellent management, operational, financial and administrative skills
  • Demonstrated experience in HR and supporting employees
  • Experience in IT and database management
  • Strong financial acumen
  • Proven development of quality improvement practices
  • Experience leading, developing and supporting employees
  • Sound knowledge of MS Outlook MS Office
  • Working with Children Check
  • Police Check
Personal Attributes
  • Strong team player with effective interpersonal skills
  • Ability to make sound and timely decisions 
  • Strong influence skills
  • Exceptional written and verbal communication at all levels
  • Strong organisational skills
  • Attention to detail and results orientation
  • Problem solving and solutions outlook

Performance Measures
1.    Engaged and Increased Stakeholder Satisfaction (Internal and External)
2.    Enhanced Internal Quality Assurance and Processes 
3.    High Financial Performance Including Increased Income Sources

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