Position Description

Document Sample
Position Description Powered By Docstoc
					Position Description *DRAFT
Finance and Planning Group
Office of the Senior Vice-Principal
The University of Melbourne


Position No:

Organisation Unit:     Finance and Planning Group

Budget Division:       Senior Vice-Principal

Classification:        HEW 8

Salary:                $74,180 - $80,292 p.a.

Superannuation:        Employer superannuation of 17 %

Employment Type: Full-time/part-time (continuing) position

Other Benefits:        www.hr.unimelb.edu.au/careers/info/benefits

Current Occupant:

How to Apply           To submit your application, you must access the online
                       advertisement at: www.jobs.unimelb.edu.au by using
                       the above position number or title as the keyword in the
                       Job Search screen

For enquiries only Name, tel. +61 3 xxxx xxxx, email
contact:           name@unimelb.edu.au

                       (Please do not send your application to this Contact)

This position description remains in draft until reviewed and confirmed by
     Human Resources and Senior Finance & Planning Staff. This
     position description remains in draft, whilst this note is present.
        Position Summary
The position of Budget Accountant plays a pivotal role in the development,
delivery, training and ledger input of the University triennium Budget of which
income and expenditure components are in excess of $1.5 billion per annum in
2010. The position requires a high level of organisational and technical skill in
developing a university budget comprised of seventeen budget divisions and
over 200 budget units. These skills are essential to ensure the budget is
aligned to the strategic direction of the university; that it correctly reflects the
cost of corporate service delivery; and ensures planned financial success for
each of the 17 budget divisions. The position requires strong comprehension of
Government funding schemes and regulations; current and project student
profile, market-driven revenue streams; cost structures and the university
reporting and general ledger structures in order to project costs and provide
appropriate analytical models to help with the assessment of budget scenarios.
A strong understanding of accounting and budgetary concepts and their
application to a large organisation is required. The position is responsible for the
development, maintenance and application of a budget model, adding to its
improvement over time and for development and delivery of training
documentation. The position is also responsible for ensuring service providers
undertake costing and pricing schedules in an appropriate time line to meet
budget requirements.

Key goals of the position include:
    Helping to implement a budget and budget process that matches and
      supports the Responsible Division Management philosophy of the
    Improved university and division-level budgetting, including improved data
      input quality, improved accuracy of forecasts on which budgets are built,
      and improved formats (for example moving in the direction of budgets
      articulated for teaching and for research) that are of the greatest possible
      utility to stakeholders in optimising the use of resources, incentivising the
      right kind of behaviour and providing a robust lens against which to
      assess actual performance ; and
    Continuous improvement to the process for building the university and
      divisional budgets, including a focus on transparency, communication,
      consultation, simplicity, time efficiency, and respect for all stakeholders.

The position reports to the Director, University Budget and Divisional Planning
and supervises three positions. These are; a budget accountant; a budget
modeller and a budget controller. The role of the University Budget and
Divisional Planning Section (within which there are two teams, one of which is
managed by the Manager, University Budget) is:
        Providing a platform for budget development and analysis leading to
         high level budget delivery, including the modelling and analysis of trends
         and data to inform and develop budgets;
         Delivery of budget training and overseeing ledger upload by departments
          and divisions;
         Under the Responsible Division Management philosophy, providing
          assistance to central divisions now taking responsibility for control and
          reporting of strategic funds;
         Co-ordination of the annual divisional cycle of divisional business
          planning, operating within a broader University accountability cycle (see
          Ensuring Accountability, the University’s core accountability framework);
         Review of divisional business plans and financial projections;
         Management of the University’s student load profile, including supporting
          Senior Executive negotiation of annual CGS Funding Agreements and
          Compacts, managing the University’s student modelling process and
          system (Student Scenario Model, or SSM) and associated target setting,
          monitoring and analysis of student-related trends and statistics (ie expert
          analysis, advice and process and system management role);
         Preparation of monthly Dashboard Reports, incorporating monthly
          exception reporting and analysis by divisions and the Finance &
          Planning Group;
         Providing the primary point of contact within the Finance & Planning
          Group for divisions in relation to issues of business performance,
          analysis, commentary and reporting; and
         Working closely with other sections within the Finance & Planning Group
          to ensure co-ordinated analysis, data access, reporting, development of
          reports and analytical tools.

2       Selection Criteria
        2.1      Essential
        Personal Qualities:
                    Relationship Building: Establish and maintain relationships
                     and useful partnerships with people at diverse levels; promotes
                     harmony and consensus; builds trust through consistent
                     actions, values and communication; able to gain agreement to
                     proposals and ideas.
                    Sound organisational skills including use of project and
                     program plans, time management skills, ability to set and
                     remain focussed on multiple priorities, ability to communicate
                     and tightly co-ordinate others to work towards these plans and
                    Leadership: demonstrated ability to provide leadership within
                     small single or multi department teams; able to provide
                     guidance to other specialists in the field; and capable in the
                     application of concepts to policy development.
           Teamwork: co-operates and works well with others in the
            pursuit of team goals; collaborates and shares information;
            shows consideration; concern and respect for others;
            accommodates and works well with different working styles of
            others; builds team commitment by demonstrating personal
            conviction; motivates others to deliver against goals.
           Conceptual and analytical; able to deal with concepts and
            complexity comfortably; uses analytical and conceptual skills to
            reason through problems; has creative ideas and can project
            how these link to innovations.
           Capacity to perform well under sustained pressure, tight and
            exacting deadlines
           Detail and accuracy; focus on getting detail right and following
            through with stakeholders to ensure details are accurately
            recorded and understood, eg budgets must iterated through
            careful version control and then locked down in an agreed and
            final form.

Knowledge and Skills:
           Relevant tertiary qualifications, plus 5 years experience in
            finance and accounting related disciplines or related areas
            dependent on reliable analytical data within a large
           Proven competence and eye for detail in data analysis,
            complex data manipulation, the development of analytical models
            with large and numerous databases.
           Advanced Computer Skills: Demonstrates experience in the
            development, preparation and analysis of data using a range
            of computer applications, such as SPSS, ERP applications,
            Microsoft word, access, excel, visio and the ability to utilise
            computer based planning, monitoring and analytical tools

           Communication: Confidently able to convey, orally and in
            writing, ideas and information to small and large groups, and
            conduct training initiatives in a clear way, understanding the
            target audience; using audience feedback to refine
            communication and inform training needs; prepare and edit
            complex letters, emails and procedural documentation using
            concise and grammatically correct language ensuring
            communications contain the necessary information to achieve
            their purpose and audience needs.
           Strategic Planning: Ability to think at the big picture level;
            works across a number of time frames; translates strategic
            direction into day to day activities; translates organisational
                       strategy information into meaningful long term plans and
                       objectives for own area of responsibility; understands issues
                       and pressures to which the organisation has to respond.

     2.2            Desirable
                   Experience in Tertiary Education or related sector or industry.
                   Demonstrated ability to contribute to the specification, planning
                    and implementation of large scale computerised accounting
                    systems using large networks of remote input stations including
                    some experience in selecting or assessing large scale accounting
                    systems software.
                   Postgraduate qualifications in a business related discipline.

3.   Special Requirements
     The position demands a high degree of skill and expertise in dealing with
     the diverse and complex nature of the University’s business activities and
     in matters involving strategically budgeted items. A high level of flexibility
     and organisational skill in co-ordinating the processes involved in meeting
     the prime job responsibilities is a must and of equal importance are
     effective time management and the ability to communicate at all levels. In
     addition a capacity for initiating, writing and communicating detailed and
     precise instructions is a distinct requirement.

     This position involves working with highly confidential and sensitive
     information, over which the incumbent must maintain the highest
     professional standards of confidence and discretion.

4.   Key Responsibilities
     The incumbent will ensure that service delivery to clients is accurate,
     effective and efficiently delivered in the following areas

University Budget Model

                  Provide the main delivery point of the development and
                   maintenance of a model and necessary inputs sufficient to
                   produce through multiple iterations a University Budget
                   covering at least the following three years, presented in the
                   form of seventeen budget divisions, together with University-
                   level summaries.
                      o The Budget is prepared and agreed by management
                          at an annual Planning & Budget Conference at the
                          end of July, followed by bottom-up budget
                          development during August-September, leading to a
           final budget proposed to Finance Committee in
           October and Council in November.
       o   The process requires presentation of significant
           financial tables,
       o   The position is required to input into written and
           diagrammatic forms of presentation in order to
           communicate and reach agreement on the constituent
       o   The process requires co-ordination of input from
           budget divisions in the form of service costs from
           service departments and income, and expenditure
           items from faculty
       o   Provide expert advice in the determination of annual
           allocations from government sources.
       o   Understand the government allocation process
           including government objectives and direction for the
           university sector.
       o   Forecast Commonwealth funds based on student and
           research profile for University and Affiliates.
       o   Calculate grants to Semi-Autonomous bodies and

   Assist with the preparation, maintenance and renewal of the
    University five year financial plan, including, but not limited
    to, the building and maintenance of models enabling the
    prediction of major income and expenditures such as
    Government income, fee income, investment income, salary
    and employee growth. The preparation of a forecasted
    income and expenditure statement, cash flow and balance
    sheet suitable for presentation for the purpose of submission
    to credit rating agencies. The development of benchmarks
    and indicators in liaison with the Manager University Budget
    Manager, Corporate Reporting and Financial Services and
    the Director, University Planning, Evaluation & Quality.

   Work with the Manager, Divisional Analysis & Planning and
    team to understand information on the University’s student
    profile and teaching income streams to support robust
    income projections and other models as required at
    University and Faculty level.

   Input and assist with the preparations of appropriate
    documentation supporting the University Budget, including
    input to business planning parameters released earlier in the
    year to Divisions to undertake business planning,
    preparation of initial budget release notes, diagrams and
    appendices, powerpoint presentations and the Final Budget
    Document for submission to Finance Committee and
             University Council. Documentation must combine numbers,
             works and diagrams to maximise effective communication
             and understanding of the budget.
University Budget Control

         Have an acute awareness of the interpretation of the University
          Budget into the University Financial Ledger, understanding how
          each division is attributed with correct internal income flow.
          Divisional and departmental budgeting will contribute to the
          process with detailed population of income and expenditures
          through the departmental budget system.

         Provide back-up to ensure the prompt transferral of funding to
          the university community from each of the key income streams
          and levy funds, including the provision of regular reporting to
          divisions and committees as required.

University Budget Tool Delivery

         Co-ordinate the University Budgeting process from system
          development to financial monitoring and control through:
               Effective communication with staff at all levels to promote and
                develop a high level of knowledge about the financial and
                budget system (Oracle) through preparing and distributing
                information, relating to the budget process
               Provision of an internal consulting function that draws on the
                incumbent’s knowledge of accounting principles/practice, the
                University’s accounting requirements, rules and regulations to
                provide ongoing advice to University departments on financial
                resource management and reporting responsibilities in relation
                to budgeting, forecasting and planning.
               Development of annual budgeting principles and financial plans
                linkages for the University with the Manager, University Budget
                and other relevant staff at the onset of each budgeting year
               Advise Business Centres, training and helpdesk staff to ensure
                that they are aware of budget process and procedural changes
               In consultation with the Finance and Planning Group training
                staff, develop, implement and undertake staff training in
                University budget principles and systems which is delivered to
                the University community. This includes the development of the
                training material required with the training.
               Development of budget reports and techniques for responsible
                financial monitoring, from the budget system or MIS.
              Management of data transfer from the General Ledger and
                Human Resources and the Research Agreements modules to
                ensure reconciled data has been successfully transferred and is
                available within the budget system for departmental budgeting.
                Identify and implement system and procedural improvements to
                 enhance performance, improve and customer service and
                 internal controls through liaison with the University user base,
                 Oracle experts and users and IT personnel
                Oversee upgrades and modifications of the Budget Modules
                 including undertaking systems testing to ensure effectiveness of
                 module functionality


      Contribute to the efficient operation of the University Budget and
       Divisional Planning Section and the wider Finance & Planning
       Group through effective networking with peers and regular
       discussions in technical workshops. Contribute to the
       management of change, the establishment of effective accounting
       practices and policies and the achievement of Section and Group

      Keep abreast of technical developments, legislative changes,
       changes in Accounting Standards and advances in computer
       software and technology.

      Carry out other duties as required that are within the staff
       members’ ability and that provide opportunity for growth and

Occupational Health and Safety (OHS) and Environmental Health and
Safety (EHS) Responsibilities
All staff are responsible for the following safe work procedures and instructions:

Employees must:
 cooperate with the University in relation to activities taken by the University
  to comply with OHS and EHS legislation.
 comply with the OHS and EHS manuals
 adopt work practices that support OHS and EHS programs
 take reasonable care for their own health and safety and the health and
  safety of other people who may be affected by their conduct in the
 seek guidance for all new or modified work procedures
 ensure that any hazardous conditions, near misses and injuries are reported
  immediately to the supervisor
 participate in meetings, training and other environment, health and safety
 not wilfully place at risk the health or safety of any person in the work place
   not wilfully or recklessly interfere with or misuse anything provided in the
    interest of environment health and safety or welfare

5    Job Complexity, Skills, Knowledge
     5.1      Level of Supervision / Independence
     The position operates with under direction of the Manager, University
     Budget and in a highly collaborative team approach. The Budget
     Accountant is a highly organised, efficient and flexible person. The
     position may indirectly supervise a number of staff depending upon the
     task and teamwork being undertaken. In their own capacity the Budget
     Accountant will make decisions about reporting and modelling
     requirements and only refer changes of design to the Manager.

     5.2      Problem Solving and Judgement
     The incumbent is expected to assess budget and reporting issues relevant
     to budget divisions and the university itself, as well as develop innovative
     solutions and alternative approaches to financial management and
     reporting within those areas. The incumbent will also provide training
     solutions. In addition, using professional knowledge and experience,
     independently resolve problems relating to operation of the team or of
     individuals, and initiate action that will enhance quality service and
     delivery. The incumbent is expected to solve complex issues, such as
     reporting and training design and application with reference to the
     Manager. Judgement and advice focus on the strategic needs of the

     5.3      Professional and Organisational Knowledge
     The incumbent is expected to utilise the following skills in order to improve
     the management and reporting of the financial elements associated with
     the Universities budgetary process. The incumbent is also expected to
     develop strong relationships with relevant stakeholders across the
     University to better manage the budgetary function.

          Knowledge of University policy and procedures
          A thorough knowledge of accounting principles, concepts, formulae
           and financial analysis, in particular those relating to budget and
           financial management
          An understanding of the University culture and organisational
           structure, particularly Faculty / Department structures
          An understanding of the University’s financial accounting system and
           other university systems and the relationships that exist between
           each of these systems
          Possess knowledge of the Universities funding and budgetary
     Proficient with personal computers and relevant programs enquiry
      tools (MIS, Excel, GL Wand or similar)

5.4      Resource Management
The position is not directly responsible for any resource management.
However it must be cognisant of funding pressures and offer ideas of
efficiency and work in an efficient manner. In addition the incumbent must
recognise responsibility for ensuring the delivery of appropriate systems
and information to ensure all areas of the University are able to undertake
decision making in the area of resource management.

5.5      Breadth of the position
 The position requires:
     Extensive knowledge or a proven record of achievement in
      preparation and implementation of policies and processes for
      effective budget and cost management, management accounting and
      information, performance measurement and evaluation;
     Proven ability to provide a high level of advice to Senior Executive
     Highly developed (both verbal and written) communication,
      interpersonal, organisational, team and time management
      communication skills with demonstrated ability to negotiate at a senior
6    Other Information
     6.1      Organisation Unit
      The University Budget & Business Planning Section is newly established
as a core area within the Finance & Planning Group. It carries primary
responsibility for planning and monitoring the University’s student profile of
46,000 students, for working with seventeen divisions to ensure the preparation
of robust and relevant business plans on a rolling annual basis, and informed by
such plans, the preparation and implementation of the University Budget on an
annual, rolling basis.
Budget & Divisional Planning Section organisation chart is as follows:

                       UNIVERSITY BUDGET AND
                        DIVISIONAL PLANNING

                                      DIVISIONAL ANALYSIS
                                          & PLANNING

                 BUDGET                    BUSINESS
                ACCOUNTANT                ACCOUNTANT



               Budget Team          Planning & Analysis Team
     6.2      Budget Division
       The Finance and Planning Group (FPG) was established in mid-2009,
through the merger of the University Planning Office and Financial Operations,
to provide senior strategic leadership on all aspects of financial management
and University planning.

It aims to provide high quality, professional advice and services in a timely
manner to all University clients and to ensure that appropriate financial and
business considerations are built into all key strategic and operational

It is tasked with a wide range of roles relating to University planning and policy
development, managing the University’s financial, capital and other resources,
monitoring its performance, and managing risk and quality. The FPG provides
the key coordination point for all financial and a broad spectrum of non-financial
reporting and performance analysis to Senior Executive and Council (and its
relevant committees), and liaison with external agencies and stakeholders,
including the DEEWR, DIISR and the State Government.

     6.3      The University of Melbourne

     The University of Melbourne is a leading international university with a tradition of
     excellence in teaching and research. Melbourne’s outstanding performance in
     international rankings puts it at the forefront of higher education in the Asia-
     Pacific region and the world. The University of Melbourne is consistently ranked
     by the THES among the world’s top 50 universities.

     Established in 1853, shortly after the founding of Melbourne, the University is
     located just a few minutes from the centre of this global city. The main Parkville
     campus is recognised as the hub of Australia’s premier knowledge precinct
     comprising eight hospitals, many leading research institutes and a wide range of
     knowledge-based industries.

     The University employs people of outstanding calibre and offers a unique
     environment where staff are valued and rewarded. Further information about
     working   at    The     University  of    Melbourne   is    available   at

     6.4      Growing Esteem and the Melbourne Model

     The Growing Esteem strategy, adopted by the University in December 2005, lays
     out a ten-year plan to fulfil Melbourne's aspiration to be a public-spirited and
     internationally-engaged institution, highly regarded for making distinctive
     contributions to society in research and research training, learning and teaching,
     and knowledge transfer. See http://growingesteem.unimelb.edu.au/

     In 2008, as the cornerstone of Growing Esteem, the University introduced
       landmark educational reforms known collectively as the Melbourne Model. These
       reforms were designed to create an outstanding and distinctive Melbourne
       Experience for all students. The Model is based on six broad undergraduate
       programs followed by a graduate professional degree, research higher degree or
       entry directly into employment. The emphasis on academic breadth as well as
       disciplinary depth in the new degrees ensures that graduates will have the
       capacity to succeed in a world where knowledge boundaries are shifting and
       reforming to create new frontiers and challenges. In moving to the new model,
       the University is also aligning itself with the best of emerging European and Asian
       practice and well-established North American traditions.

       6.5         Equity and Diversity

       Another key priority for the University is access and equity. The University of
       Melbourne is strongly committed to an admissions policy that takes the best
       students, regardless of financial and other disadvantage. An Access, Equity and
       Diversity Policy Statement, included in the University Plan, reflects this priority.

       The University is committed to equal opportunity in education, employment and
       welfare for staff and students. Students are selected on merit and staff are
       selected and promoted on merit.

       6.6         Governance

       The Vice Chancellor is the Chief Executive Officer of the University and
       responsible to Council for the good management of the University.

       Comprehensive information about the University of Melbourne and its
       governance structure is available at www.unimelb.edu.au

This position description is approved by:

Occupant: ................................................................................... Date: ...............

Supervisor: .................................................................................. Date: ...............

Head of Organisation Unit: ......................................................... Date: ...............

Shared By: