1. finance

Museum Finance
Manager
The Australian Age of Dinosaurs Museum in western Queensland is an exciting, high profile natural history
museum project at the forefront of Australia’s most significant dinosaur discoveries. The Museum is a not-forprofit science and education-focused attraction located in a beautiful wilderness setting near Winton and actively
encourages visitors to become involved in its work. It houses the largest collection of Australian dinosaur fossils in
the world and operates the most productive fossil preparation laboratory in the Southern Hemisphere.
The Museum is seeking an enthusiastic and dedicated person who is interested in natural history and keen to
build a rewarding career in museum management.
The role includes managing finances, annual budgeting and business planning, risk management, human
resources, and policies and procedures.
The successful candidate will join a highly committed, passionate and co-operative team. Their work-style is likely
to be achievement-oriented, focused, flexible, collaborative and practical. They will be service-oriented, ethical
and reliable with high emotional intelligence, good social skills and a professional attitude.
Remuneration at commencement is anticipated in the range of $60-$70,000 per annum (depending on
experience) plus super and a $2,000 training allowance. A 5% increase will be applicable after successful
completion of a three-month probation period. A relocation allowance is offered and short term on-site
accommodation may be available until suitable accommodation is found in Winton.
A detailed job description and information about the Museum and the person required (knowledge, skills,
behaviour, qualifications and experience) are available on the Home page of www.australianageofdinosaurs.com
Please read and follow the application instructions.
Enquiries and applications are to go to [email protected] or PO Box 139, Winton, Queensland 4735.
Applications will close when the role has been filled.
INFORMATION PACK WITH FURTHER DETAILS AND JOB DESCRIPTION
FOR THE POSITION OF FINANCE MANAGER
AUSTRALIAN AGE OF DINOSAURS MUSEUM OF NATURAL HISTORY
Australian Age of Dinosaurs (AAOD) is a small, vibrant museum staffed by people who are passionate about
dinosaurs and fossils, Australian natural history and getting visitors involved. AAOD holds the world’s largest
collection of Australian dinosaur fossils and operates the most productive fossil preparation laboratory in the
Southern Hemisphere. It hosts around 23,000 people each year, mainly self-drive Australian tourists who travel
a long way to visit us. Giving them a fascinating experience and encouraging them to be advocates for the
Museum is important to us.
AAOD has an outstanding location on The Jump-Up, about 25k south-east of Winton on the road to Longreach
in Central-West Queensland. With the Dinosaur Trackways at Lark Quarry Conservation Park 110k south of
Winton and the dinosaur attractions at Richmond and Hughenden, north of Winton, AAOD is a vital part of
Australia’s dinosaur heritage and the Australia’s Dinosaur Trail partnership.
There are three main buildings on The Jump-Up site: a Laboratory with a visitor waiting room and display area
opened in 2009, a Reception Centre with exhibition space (the Collection Room), shop and café opened in April
2012 and an administration building opening this month. October 2013 saw completion of the concept design
phase for Stage 3, a multi-million dollar project to construct the main Museum building with internal and outdoor
display galleries. It is anticipated that the project will be completed by 2020.
Visitors to AAOD pay for hourly, guided tours of the Laboratory and Collection Room, each of approx. 30
minutes in duration. There is a 500-metre walk between the tour sites, or visitors can drive themselves. The
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FINANCE MANAGER
first tour starts at 9am and the last one starts at 4pm. Tours operate seven days a week during the busy tourist
season of April to September and six days a week (not Sunday) from October to March.
Bus tour groups – tourists and schools – are generally taken on separate tours operating on the half-hour. Some
will have morning or afternoon tea and AAOD also offers tourist groups an evening meal which can be either a
BBQ or deluxe dinner. Other special events and tours are also hosted.
AAOD is headed by a Board and Executive Chairman who oversees a highly co-operative management team of
three people: a Finance Manager, an Operations Manager and a Museum Services Manager.
AAOD employs about 10 staff for most of the year on a full-time or part-time basis with short-term and casual
support engaged as required, particularly from March to November. Staff are also assisted by members of the
public who pay to attend the annual Dig-A-Dino program and participate in the Prep-A-Dino program, learning
how to prepare dinosaur bones ready for research and display. After completing and passing a 10-day “prep”
course, these people become Honorary Technicians and many return every year as volunteers to spend at least
a week in the Laboratory.
The Tour Guide roster allocates each person to either the Reception Centre or Laboratory Research each day
they are on duty. When time permits, Tour Guides on duty in the Laboratory also prepare fossils, puzzle broken
fossils together and undertake other fossil-related tasks. Research on the dinosaur fossils is undertaken by the
Museum’s field palaeontologists along with experts from Australian and international universities and museums.
Please be aware that this is a remote area that experiences very high summer temperatures and occasional
frosts in winter. While there is a small airport at Winton with a twice-weekly service, the nearest airport with
daily services is Longreach, nearly two hours’ drive away. Winton is a town of approximately 1,300 people. The
locals are extremely friendly and welcoming. Hotels and clubs are all well-presented and offer great value
meals. There is a nice library, a State primary and secondary school, a Catholic primary school, small gym, and
many sports facilities including an 18-hole golf course and swimming pool.
Take some time to explore these websites:
- the Museum at www.australianageofdinosaurs.com
- Winton at http://www.experiencewinton.com.au/ and http://www.winton.qld.gov.au
- The Dinosaur Trackways at http://www.dinosaurtrackways.com.au/
- Australia’s Dinosaur Trail at http://www.australiasdinosaurtrail.com/
Here is the Job Description for the Finance Manager.
JOB DESCRIPTION
Date:
6 May 2015
Job Title:
Finance Manager
Responsible to:
Executive Chairman
Responsible for:
N/a
Key Relationships:
Executive Chairman
Operations Manager
Museum Services Manager
Reception/Commercial Assistant
Tour Guide/Administration Assistant
Tour Guide/Programs Assistant
Other Tour Guides
Café Manager (winter season)
Café Assistants (winter season)
Museum providers eg insurance broker, bank manager, auditor
Board member Carol Trewick
Society Secretary and Society members
Dig Co-ordinator
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1.
Job Context
The Australian Age of Dinosaurs Museum of Natural History (AAOD) is a not-for-profit museum based in
Winton, regional Queensland. It is charged with discovering, preparing, interpreting and displaying fossilised
dinosaur bones and the story of the Australian continent’s evolution. AAOD is dedicated to the delivery of a worldclass attraction that educates and inspires its visitors, providing them with a unique Australian experience.
2.
Job Purpose
The position of Finance Manager exists to:
 Manage Museum budgeting and business planning
 Manage Museum-wide risk management
 Manage human resources and payroll
 Manage Museum finances
 Support Museum operations
3.
Key Output Areas
The following key output areas represent the responsibilities of the job-holder. From these, agreed performance
standards will be established and monitored. These key outputs are not exhaustive. They reflect the current
environment and it is recognised that they will be subject to variation dependent on internal and external change.
1.
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Manage Museum budgeting and business planning
This will be achieved by:
Being responsible for annual Business Plan development (in consultation with other managers and
Executive Chairman) and reporting to the Board (including in person) regularly as required on delivery of
projects in line with allocated responsibilities and deadlines
Being responsible for annual operating budget development (in consultation with other managers and
Executive Chairman) and monitoring monthly results so that, overall and within areas of responsibility,
income is achieved and expenditure is not exceeded
Reviewing monthly results with other managers, discuss reasons for unders and overs and discuss results
at regular management meetings
Reporting to the Board monthly on forecasts and results and commenting on exceptions
Attending board meetings to present reports and recommendations and to answer questions
Preparing monthly Board reports on all responsibilities to agreed format
Preparing one-off budgets and costings, monitoring and reporting against same as required
Monitoring financial performance of individual programs and tour products, reviewing same with other
managers annually and making recommendations for change
Manage Museum-wide risk
This will be achieved by:
Being responsible for the on-going delivery and development of the Museum-wide Risk Management Plan
(with support of other managers and in consultation with Executive Chairman)
Managing risk within areas of responsibility including financial risk and all insurances (in consultation with
Carol Trewick and InterRisk)
3. Manage Human Resources and payroll
This will be achieved by:
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Being familiar with legislation, regulations and case law related to human resources
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Establishing, maintaining and ensuring compliance with the Museum’s human resources-related policies,
procedures and forms
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Advising on and assisting with staff recruitment and staffing costs, processes and issues as required by the
Executive Chairman
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In consultation with the Executive Chairman and Carol Trewick, being responsible for all documentation
related to staff engagement, probation management, performance management, salary and wage
increases, contract changes, termination and any other staff-related matters
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Managing staffing processes and information related to harassment, bullying and discrimination, monitoring
for any potential problems and raising same with the Executive Chairman
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Ensuring all employees are set up correctly in the payroll system and paid fortnightly via internet banking
and entering required journals into MYOB
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Ensuring timesheets are completed and authorised correctly and that TIL, overtime and leave are correctly
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Providing advice to staff as required on financial and payroll procedures
Inducting new staff members in the Museum payroll and leave procedures, cash handling and other
financial and staff-related processes
Processing leave applications in consultation with other managers and ensuring appropriate staff members
are notified of absences
Maintaining staff leave, superannuation, medical insurance, union records and personnel files
4. Manage Museum finances
This will be achieved by:
 Taking full responsibility for the Museum’s financial compliance and safety at all times
 Ensuring that all existing financial policies, procedures and practices, including the Cash Handling Policy &
Procedures and the Delegations Policy, are complied with at all times
 Agreeing with the Executive Chairman on priorities for developing additional financial policies and
procedures and taking responsibility for their development and implementation
 Ensuring all incoming money is banked and correctly accounted for
 Ensuring that receipts are issued for donations, tagged donations are tracked and donations are held and
expended correctly
 Ensuring creditors are paid in a timely and accurate manner
 Producing debtors invoices, including invoices for group tours and functions and ensuring all payments are
received in a timely manner
 Preparing and entering necessary journals into the general ledger
 Liaising with the Dig Co-ordinator and Society Secretary to ensure monies are collected and deposited for
Digs and Million Year Memberships respectively
 Undertaking credit checks on all new clients and completing credit applications
 Monitoring aged creditors and debtors and following up where necessary
 Ensuring all ATO returns, eg PAYG, GST and BAS, are prepared accurately and filed on time
 Ensuring compliance with State and Federal tax authorities and payroll-related law
 Managing all MYOB set-up, inputting to and reporting from the software, including stock write-offs and
giveaways
 Ensuring all Society membership information is input to MYOB in an accurate and timely manner
 Managing the Society membership renewal and Journal distributions processes, reviewing membership
operation with Museum Services Manager and Executive Chairman annually before renewals are processed
 Managing all Eftpos set-up and operations, in consultation with the Museum Services Manager
 Completing all MYOB and bank reconciliations, at least on a monthly basis
 Managing and reconciling all cash floats and the petty cash, and ensuring by adequate cash and
 Prepare end-of-year accounts, ensuring all financial records are ready for the annual audit and working with
any external accountant, the auditor and any involved Board members to answer queries related to the
audit; ensuring audited financial statements are ready in time for the AGM
 Assisting the Company Secretary with AGM and other documentation and returns as required
 Considering, with the Executive Chairman, any recommendations from the auditor and agreeing any action
 Managing interfaces between MYOB, MYOB Retail Manager, Eftpos operations and online sales
 Supporting the Museum Services Manager in the set-up and operation of MYOB Retail Manager (including
all data inputting and updating, staff training and correct usage, stock analysis, reporting end-of-month stock
levels, membership data base, reporting monthly and annually on Shop financial performance) and maintain
supplier information
 Supporting the Museum Services Manager with processes and carrying out of stock taking including the
end-of-financial-year stock take
 Placing and processing all orders relevant to responsibilities and monitoring accuracy and proper
documentation of ordering done by other staff, particularly relating to MYOB Retail Manager
 Working closely with the Museum Services Manager to ensure efficient operation of telephone and online
orders through the web-based Shop and processing online sales income
 Processing all financial aspects of Museum programs, supporting other managers (and the Dig Coordinator) in the smooth running of the programs, eg education and Prep-A-Dino
 Supporting the Executive Chairman with planning and delivery of capital projects, as required, including
grant applications
 Being responsible for grant expenditure and acquittal in consultation with Executive Chairman
 Maintaining a Museum asset register and recording capital expenditure appropriately
 Ensuring all general office administration is run effectively and efficiently
5.
Manage staff
This will be achieved by:
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4.
Managing the induction, training, performance planning and reviews for any future direct report (in
consultation with other managers as required) including training needs analysis
Supervising any future direct report as required plus ongoing training, development and coaching
Providing induction, training and support to other staff members as appropriate
Encouraging staff to achieve high standards of behaviour and work and being a positive role model
Preparing and delivering training sessions on areas of responsibility, eg cash handling
Support Museum operations
This will be achieved by:
Assisting the Board of the AAOD Legacy Fund with compliance and administration as required
Maintaining the Museum’s Policies and Procedures Manual
Assisting with development of, and compliance with all policies, procedures and rules
Contributing to regular management meetings, minute taking, reporting and projects
Assisting with the establishment of performance standards for the role and reviewing performance with the
Executive Chairman at least on an annual basis
Identifying, completing and evaluating training and personal development opportunities, including
participation in Museum training as required
Assisting with care and maintenance of Museum grounds, buildings and other assets as required
Liaising with other managers and the Executive Chairman on internal communications
Complying at all times with all government legislation, regulations, by-laws and other rules.
PROFILE OF AN IDEAL FINANCE MANAGER
The following job competencies, qualifications and experience represent an ideal applicant. It is recognised that
not all candidates will meet all criteria.
(a)
Job Competencies
Knowledge
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In-depth working knowledge of MYOB required
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In-depth working knowledge of Microsoft Office Word and Excel
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In depth working knowledge of accounts payable invoice and payment processing
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In-depth working knowledge of accounts receivable invoicing and receipt processing
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Working knowledge of budgeting, general ledger accounting, journal processing and general
ledger reconciliations
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Working knowledge of P&L, balance sheet and cash flow generation
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Working knowledge of PAYG, GST and BAS statements
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Working knowledge of work health and safety legislation and good practice
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Working knowledge of HR procedures including recruitment, employment and termination
processes and payroll
Skills
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Strong budget setting and monitoring, and financial analysis skills
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Strong numerical and statistical abilities
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Open, honest and clear communication skills, verbal and written
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Ability to think conceptually, research options and make recommendations
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Ability to work to timely deadlines and project timelines
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Ability to explain complex tasks or information
Behaviour
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A caring co-operative nature and willingness to help others succeed
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Capacity to cope comfortably with multiple issues and tasks
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A high level of mental efficiency and self-organisation
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Embracing and contributing to implementing and embedding change
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Ability to lead and inspire others
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Self-motivation and enthusiasm to pursue agreed goals
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Emotionally intelligent with the social skills to establish successful relationships
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Personal integrity necessary to establish long-term credibility and trust
(b)
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Qualifications
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The position will require:
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Accounting-related qualification well-regarded
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Business management qualification well-regarded
(c)
5.
Experience
The position will require hands on:
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Experience managing in a not-for-profit environment, particularly a museum or tourist
attraction, well-regarded but not essential
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Experience in understanding and interpreting financial results
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Experience in report writing, project development, presenting to board members
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Experience in payroll processing
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Experience in accounts payable and accounts receivable
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Experience preparing P&Ls, balance sheets and cash flow forecasts
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Experience preparing and presenting budgets
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Experience using MYOB
Conditions of Employment
Conditions of employment are set out in the standard Australian Age of Dinosaurs Letter of Offer of Employment
and include a three-month probationary period with formal monthly reviews.
This is a full-time, permanent position, preferably commencing as soon as possible. The Museum operates
seven days a week for much of the year. Normal hours of work are 38 hours per week and these can be worked
on any day of the week, as co-ordinated with other managers, including weekends and public holidays with no
additional payment. As this is a staff position, you will be required to work reasonable overtime for no additional
payment. This may include special events such as evening events and annual dinosaur digs.
A relocation allowance of up to $1,500 + gst (subject to submission of appropriate receipts) is available.
6.
Remuneration
Museum staff are employed under the Amusement, Events and Recreation Award.
It is anticipated that the commencing salary for the position will be in the range of $60,000 to $70,000, plus
superannuation, dependent on the qualifications, experience and suitability for the position offered.
Superannuation is paid at the rate required by law, currently 9.5% of ordinary hours or work wages.
Successful completion of a three-month probation period will lead to a 5% salary increase.
An annual training and development allowance of up to $2,000 + gst is available, subject to appropriate
approvals being obtained.
The full text of the Award can be found on the Fair Work Commission website at http://www.fwc.gov.au/
7.
Applications
Written applications are invited and applicants should provide:
- a Curriculum Vitae (maximum three pages)
- a self-assessment of your suitability for the position based on the Key Output Areas and Profile of an
Ideal Finance Manager contained in this Information Pack (maximum two pages)
- if possible, a photo or brief video clip or links to same
- at least one written reference from a previous employer who is not a friend or family member
- the names and contact details (address, day-time telephone and email) for at least two other people
who are willing to assess your suitability for the position if they are contacted on a confidential basis.
Your application, with attached documents, should be marked “Confidential” and sent to:
David Elliott
Executive Chairman
Australian Age of Dinosaurs Museum
PO Box 139, Winton, Queensland 4735
or
[email protected]
Applications will close when the position has been filled.
If, after reading this Information Pack, you still have questions relating to the position, please email David Elliott.
David is not always contactable by mobile phone due to coverage issues so if a telephone conversation is
needed, he will let you know how best to connect with him.
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