Position title: General Manager
Salary: $100,000 - $120,000 per annum (plus SG superannuation)
Hours: Full-time: 37.5 hrs per week (Monday-Friday, 9am-5pm)
Reports to: CEO / Artistic Director
Contract: 3 year contract (with a 6 month probation)
This new role offers a 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.
As part of small and committed team, your primary responsibility will be ensuring the professional and efficient day-to-day business operations of the Australian Print Workshop are maintained, while assisting the CEO / Artistic Director and APW Board to achieve organisational and financial sustainability as outlined in this document.
The General Manager supports the CEO / Artistic Director in the operational management of APW and is responsible for maintaining the efficient day-to-day running of the organisation.
The General Manager is responsible for 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.
The General Manager is responsible for providing exceptional service and communication to all Australian Print Workshop stakeholders.
Specific duties and responsibilities associated with the position are outlined below.
KEY RESPONSIBILITY AND DUTIES
- Strategic Planning
- 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
- 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 submissions and associated reporting and acquittal requirements to Creative Victoria and other Funding Partners including 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 Deductible Gift Recipient (DGR) and Register of Cultural Organisations (ROCO) status and prepare and ensure timely lodgment of reports
- Manage APW’s database of stakeholder contacts and ensure that effective content management systems, communication, back up and distribution processes are in place.
- Policy Development and Adherence
- Assist in the development of policies and procedures to support the effective and efficient management and operations of APW
- 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
- Financial Management
- Coordinate and produce monthly, quarterly, and end-of-year financial reports including Bank Reconciliation statements, Profit & Loss statements, Balance Sheets, Trial Balances, and Cash flow statements
- 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 CEO / Artistic 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
- Coordinate and process fortnightly payroll, maintain accurate employee entitlement records and manage all payroll requirements of APW including workcover and superannuation
- Coordinate, 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 of Management meetings and other reports as required
- Maintain Board of Management and Sub-Committee records and ensure compliance in accordance with the ACNC and 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 CEO / Artistic 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 policies 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 CEO / Artistic Director
- Communications, Marketing and Public Affairs
- 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 grow 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 required
- To attend and assist with APW events and special functions as required
KEY SELECTION CRITERIA
QUALIFICATIONS AND EXPERIENCE
- At least 5 years relevant and demonstrated experience in a similar role at an arts organisation or equivalent not-for-profit 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 development
- High level networks in the arts and broader community
SPECIALIST SKILLS AND KNOWLEDGE
- 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
- 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 (Teams) 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
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.
TERMS AND CONDITIONS OF EMPLOYMENT
This position is full-time (37.5 hours per week) with a 3-year contract reporting to the CEO / Artistic Director.
The usual days of work are Monday-Friday (9am-5pm), however some flexibility regarding days/hours of work may be possible.
A salary of $100,000 - $120,000 per annum (+ SG superannuation) is offered for this full-time position.
NB: APW is also open to the possibility of the position being part-time EFT = 0.8 (30 hours a week), with the salary and other benefits being pro rata the full-time position.
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
CEO / Artistic Director
Australian Print Workshop
Applications close: 5pm, Friday 31 March 2023
Please note: Applicants will be contacted if they have been shortlisted for interview by Friday 14 April 2023.