Head of Finance & Operations

This is a full-time position but we're willing to consider part-time (4 days per week) for the right candidate. We work flexibly but aim to be in our office in St Kilda at least 2 days each week (Tuesday & Thursday), so applicants from Melbourne are preferred.

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About us

Small Giants Academy is a not-for-profit initiative dedicated to educating and activating conscious leaders for a hopeful future. Through our Programs and Storytelling, we inspire and equip people to become the business, social and political leaders we need in what we call the Next Economy — a more just and inclusive global economy that supports human flourishing while living in harmony with the natural world. Our belief in both inner transformation and systemic change guides everything we do.

Reporting to the CEO, the Head of Finance and Operations is responsible for the financial management and day-to-day business operations of the organisation. We are looking for someone who has strong experience and understanding of the financial and accounting requirements of a business and has a demonstrated ability to lead broader business operations and management in a leadership role. You will be overseeing the general operations of the organisation and working across all the elements of the business, working closely with the CEO and Board. You will be strong on systems and processes with a keen eye for detail and ability to see how the pieces fit into the bigger picture. This role also fulfils the position of Board Secretary for the Small Giants Academy Board (that we call our Guardians of Purpose)

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Skills Required

• Relevant tertiary qualifications in finance, accounting or commerce CAANZ/CPA membership essential
• Confidence with IT (including cloud solutions, particularly Xero) The ability to multi-task and manage complexity
• The ability to think critically, problem-solve and implement solutions
• The ability to work in a team, but also independently including the ability to self-manage workload
• Strong interpersonal skills and high emotional intelligence Effective written and verbal communication skills Integrity, patience, passion and common sense
• You are comfortable working in a fast, emergent environment
• You have a strong work ethic, personal accountability and prioritisation skills to meet deadlines.

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Accountabilities

Operations:

• Work with the CEO & team to develop and implement appropriate policies and processes for an impactful organisation that supports a strong culture and effective work place
• Manage the staff onboarding and induction process
• Manage IT systems accessiblilty & hardware
• Review customer/client/supplier/staff contracts
• Assist with grant applications (for sponsorships/scholarships etc)

Finance:

• Input into strategy and planning of operating activities

• Provide financial analysis as needed, in particular for pricing decisions, and contract negotiations
• Attend regular advisory and management meetings
• Coordinate and direct the preparation of financial budgets and rolling forecasts including collaboration with budget holders
• Monitor and analyse variances from budget and report significant issues to management
• Prepare and publish timely and accurate financial statements and management reports
• Support impact reporting
• Prepare for and attendance at board meetings including preparation of meeting minutes
• Manage a team of outsourced bookkeepers covering payroll, accounts payable and receivable, bank and credit card reconciliations and tax compliance.

Governance:

• Lead development and implementation of risk frameworks
• Fulfil all requirements of Board Secretary for the Small Giants Academy Board (that we call our Guardians of Purpose)

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Detailed Position Responsibilities

Business Partnering:

• Provide financial and accounting advice as needed to support and improve business operations
• Input into strategy and planning of operating activities
• Provide financial analysis as needed, in particular for pricing decisions, and contract negotiations
• Attend regular advisory and management meetings
• Coordinate and direct the preparation of financial budgets and rolling forecasts including collaboration with budget holders

Operations:

• Work with the CEO to develop and implement appropriate policies and processes for an impactful organisation that supports a strong culture and effective workplace
• Computer hardware management
• Staff onboarding: prepare staff contracts, and manage induction including access to all systems (see below)
• IT systems management: user accessibility (Zoom, Dropbox, Salesforce, 1Password, Squarespace, Apple, Google, Microsoft, etc.
• Establish robust contracting framework and review customer/client/supplier contracts (e.g. partnerships)
• Assist the team with grant applications (for sponsorships/scholarships etc.)
• Monitor the Delegations of Authority
• Website Operations

Transactional:

• Manage a team of outsourced bookkeepers who prepare the following:

• Bank and credit card reconciliations
• End of month/quarter/year account reconciliations
• Activity statement (BAS/IAS) preparation and lodgment
• Accounts payable
• Accounts receivable (including oversight of debt collection process)

Reporting:

• Prepare and publish timely and accurate financial statements and management reports

• Monitor and analyse variances from budget and report significant issues to management

Payroll:

• Communicate payroll changes to the bookkeepers and review monthly payroll files to ensure timely and accuracy in accordance with applicable laws and legislation

• Maintain accurate employee records including preparation of employment contracts
• Manage employee leave entitlements including annual leave, sick leave, long service leave and paid parental leave
• Manage and remit superannuation and employee-related taxes, including PAYG and fringe benefits tax, assisted by bookkeepers
• Maintain adequate Workcover insurance and other insurances, assisted by bookkeepers

Tax + Compliance:

• Preparation of annual financial statements and coordinate annual audit of Small Giants Academy Limited
• Ensure compliance with local, state, and federal government tax regulations and with other contractual and regulatory requirements including Australian Charities and Not-For-Profits Commission
• Maintain adequate insurance coverage and coordinate annual insurance renewal

Governance:

• Risk management: develop and maintain risk management frameworks and risk registers, including proactively identifying and address risks

• Board Secretary: fulfil all requirements of Board Secretary for the Small Giants Academy Board (that we call our Guardians of Purpose) including: preparing for and attendance at board meetings including preparation of papers, minutes and generally supporting the Chair and Board members to fulfil their roles.

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