APW General Manager
Hours: 37.5 hrs per week (Monday-Friday, 9am-5pm - some flexiblity with hours/days may be possible)
Salary: An attractive remuneration package (commensurate with experience) will be offered.
Reports to: APW Director
Contract: Full-time position (3 year contract)
This newly created role offers an unique opportunity to make an important leadership contribution to one of Australia’s leading independent not-for-profit visual arts organisations.
Established in 1981, Australian Print Workshop (APW) has a highly respected and successful track record in fine art printing, public gallery and exhibitions, international projects, public and corporate commissions, education programs and community outreach projects.
Located in the heart of Melbourne’s vibrant Gertrude Street (Fitzroy) precinct, our home is a hub of printmaking studios, workshops, exhibitions and artists in residence.
1. POSITION OBJECTIVE:
APW General Manager is responsible for:
ensuring the professional and efficient day-to-day business operations of the Australian Print Workshop are maintained, while assisting the Director and APW Board to achieve organisational and financial sustainability
the management of high quality systems in the areas of finance, administration, human resources, income generation, external relations and other business operations and ensuring that timely and accurate financial and other statutory reporting requirements are prepared and lodged
providing exceptional service and communication to all Australian Print Workshop stakeholders
Specific duties and responsibilities associated with the position are outlined below:
2. KEY RESPONSIBILITY AND DUTIES
In consultation with the Director:
Assist in the continuing development of APW’s strategic and business plans, the implementation and monitoring of these plans, and reporting of progress against the organisations strategic goals, objectives and KPIs
Financial Sustainability and Funding:
In consultation with the Director:
Assist in the development of strategies to increase and secure APW’s ongoing financial independence and sustainability;
Assist identify and analyse new business and income generation opportunities including ways to increase earned income generation through APW’s program of activities, retail offering and merchandising;
Assist in researching and identifying new funding opportunities for the organisation including from government grants, corporate sponsorship, philanthropic trusts and foundations, bequests, donations, in-kind support and fundraising;
Assist in the preparation of APW’s funding submission and associated reporting and acquittal requirements to Creative Victoria that include program, financial and other performance measure reports and statistical returns;
Assist in the preparation of funding applications and proposals to government funding agencies; philanthropic trusts and foundations; corporate and business organisations; individual donors and other entities;
Assist in the implementation and administration of an Annual Giving Program;
Assist in the delivery of a range of stakeholder hospitality and special events;
Manage data collection protocols, to ensure precise records are maintained for all funding allocations received from grants, donations, sponsorship and other sources;
Manage, prepare and complete submission of all documentation required in relation to funding agreement acquittals, to ensure that they are fulfilled in a timely and accurate manner;
Manage, prepare and complete other reports to satisfy the requirements of funding agencies; philanthropic trusts and foundations; corporate and business organisations; individual donors and others as required;
Manage APW’s database of stakeholder contacts and ensure that effective content management systems, communication, back up and distribution process are in place.
Manage APW’s Deductible Gift Recipient (DGR) and Register of Cultural Organisations (ROCO) status and prepare and ensure timely lodgment of reports;
Policy Development and Adherence
In consultation with the Director:
Assist in the development of policies and procedures to support the effective and efficient management and operations of the organisation
Ensure that APW policies and procedures are regularly reviewed and updated to ensure compliance with legislated obligations
Ensure adherence to APW policies and procedures are maintained across all aspects of APW’s operations and programs
Produce monthly, quarterly, and end-of-year financial reports including Bank Reconciliation statements, Profit & Loss statements, Balance Sheets, Trial Balances, and Cash flow statements for the Director and Board of Management
Produce other reports as required for the end-of-year financial report including annual stock inventory, depreciation schedules, provisions for employee entitlements as well as other current and non-current liabilities and assets
Coordinate and manage the annual independent audit of APW’s end-of-year financial position and ensure the audit report’s timely completion to comply with various statutory reporting requirements
Develop, manage and monitor annual operating and project budgets, updating budget forecasts on a quarterly basis, in consultation with the Director
Monitor and manage expenditure against budgets to ensure financial targets are realised
Monitor and manage APW’s cash flow and various bank accounts and investments
Process fortnightly payroll, maintain accurate employee entitlement records and manage all payroll requirements of APW including workcover and superannuation
Prepare and ensure timely payment of all accounts payable
Prepare quotes for APW fine art printing services in consultation with APW Printers, and establish and maintain effective cost of production models
Supervise and oversee the ordering and purchasing of all workshop materials to ensure efficient use of resources
Prepare and issue quotes and invoices for APW Programs and other APW services and monitor payments received
Oversee and ensure accurate and timely banking of all monies received
Ensure that all taxation and other government regulations are met including preparation of monthly PAYG and quarterly BAS and Superannuation contributions
Oversee all office management systems including: mail, filing, archives, office equipment and stationery
Coordinate, compile and complete various management reports including the APW’s annual report, reports for Board meetings and other reports as required
Maintain Board of Management and Sub-Committee records and ensure compliance in accordance with the Associations Incorporations Act (Victoria)
Prepare and circulate agendas, minutes and other papers for Board of Management and Sub-Committee meetings in consultation with the Director
Monitor and review administrative systems related to HR procedures and manage accurate records for all staff including leave entitlements
Oversee APW’s IT systems and coordinate IT contractors in relation to all office related computer and network issues
Ensure data backup procedures are maintained
Monitor all insurance polices and ensure adequate coverage and renew as required including Property, Workcover, Marine Transit, Corporate Travel, Director’s and Officer’s Liability, Employment Practices, Public Liability and Business Insurance
Manage and ensure the APW asset register is kept up to date
Oversee and ensure that full and accurate records are maintained and archived for all APW printing projects
Ensure that occupational health and safety standards, privacy and other legislated compliance are met
Provide administrative support to the Director
Communications, Marketing and Public Affairs:
In consultation with the Director:
Develop and implement a strategic marketing and communications plan for the organisation including enhanced digital strategies
Develop audience development strategies to achieve increased visitation and enhanced visitor experience
Oversee all marketing and publicity strategies and their implementation
Oversee and edit all communications materials to ensure consistency, quality and clarity of messaging and branding
Oversee the preparation of media releases for exhibitions, print projects, special events and other announcements
Oversee communications on APW’s social media platforms to ensure consistency, quality and clarity of messaging and branding, and to grown APW’s online audience
Oversee ongoing development of APW’s website to ensure consistency of messaging and ensure information is continually monitored and updated
To undertake special projects, research and other duties as directed
To attend and assist with APW events and special functions as required
SELECTION CRITERIA - EXPERIENCE & QUALIFICATIONS
To acheive the objectives of this position, the following essential attributes are required:
Qualifications and experience:
At least 5 years relevant and demonstrated experience in a similar role in either: an arts organisation; the not-for-profit sector; a private or corporate business; a government agency; or a community organisation, is essential;
Relevant formal qualifications in arts management and/or business administration; and qualifications in fine arts, cultural studies, marketing, communications, finance, fundraising, or related studies are preferable
Experience in strategic planning, formulating policies and organizational management
Demonstrated experience and success in raising funds from a range of sources including: government agencies, corporate sponsorship, philanthropic trusts & foundations and fundraising
Proven financial management and business administration experience
Sound knowledge and experience of marketing, communications and audience developement
High level networks in the arts and broader community
Specialist skills and knowledge:
Demonstrated high level financial management experience with accrual accounting is essential including undertaking all aspects of book-keeping such as accounts payable, issuing invoices, controlling petty cash and reconciling banking. Experience in entering accounts in MYOB including payroll and preparation of PAYG and BAS reports is essential
Proven experience in formulating and monitoring budgets and cash flows
Demonstrated experience in researching, preparing and writing funding submissions and reports for various government funding agencies, philanthropic trusts & foundations, community partners and corporate sponsors
Proven IT skills including demonstrated experience in accounting packages (especially MYOB), Office 365 suite and database programs (ideally Filemaker Pro)
Sound knowledge of company statutory obligations, in particular those of a not-for-profit organisation
Demonstrated organizational skills and proven ability to handle multiple tasks and prioritize workloads, with attention to detail and “follow through” as priority qualities – including the ability to be flexible, adaptable and resourceful in order to achieve desired outcomes to meet deadlines
Demonstrated ability to work with changing priorities and to meet deadlines without jeopardizing standards or levels of service
Demonstrated high level interpersonal and communication skills
Proven ability to work effectively independently and as part of a small team
Other Relevant Information:
This position is full-time (37.5 hours per week) with an a 3-year contract, reporting the APW Director.
The usual days of work will be Monday-Friday (9am-5pm), however some flexability regarding days/hours of work may be possible.
Some occasional 'out of hours' work will be required (ie: attendance at APW exhibition openings and other special events that are usually held on Saturday afternoons and/or in the evening) and time off in lieu will be arranged to compensate for any agreed 'out of hours' work.
This appointment carries a three-month probabtionary period.
An attractive salary package will be offered to the successful applicant (commensurate with their qualifications and experience).
This position description describes the broad scope of the role and is not an exhaustive list. It may also change from to time to time with due consultation to meet the changing needs of the organisation.
Applications addressing the Selection Criteria (maximum 3 pages) should be accompanied by a covering letter and a curriculum vitae with the names and contact details of two professional referees.
Applications should be addressed and emailed to: Anne Virgo OAM,Director: Australian Print Workshop firstname.lastname@example.org
Applicants will be contacted if they have been shortlisted for interview by Friday 25 June 2021.