Position Description
POSITION TITLE:
Executive Officer, Caroline Chisholm Education Foundation
DATE PREPARED:
May 2016
CLASSIFICATION:
PSL 6
EMPLOYMENT TYPE: Part Time (0.8) 30.4 hours, Fixed Term Contract
1
Background
The Caroline Chisholm Education Foundation is an independent charitable trust,
initiated and supported by Chisholm Institute to encourage and support members of
the community experiencing hardship to participate in vocational and higher
education at Chisholm.
Chisholm Institute provided the seed funding for the Foundation and pledges a
percentage annual contribution of its investment income to the Foundation.
Chisholm Institute provides assistance to the operations of the Foundation. A Board
of Trustees comprised of Board Directors and staff members of Chisholm Institute
and representatives of the broader community is responsible for the governance of
the Foundation, presided over by an independent chair.
The Foundation takes into account individual or family adversity, excessive relocation
or changes of school, resettlement as a refugee and economic barriers to the
continuation of further education. It also proposes to extend opportunities to acquire
learning to the widening diversity of nationalities resident in Australia.
Funds raised by the Foundation are intended for scholarships, grants, bursaries and
projects. The grants currently offered by the Foundation include scholarships to
secondary school leavers, who without support would be unable to engage in further
education, targeted scholarships for students who wish to improve English language
skills and scholarships and bursaries to undertake vocational and degree courses
which will improve the chances of employment in a labour market where demand
continues to outgrow supply.
The Foundation seeks donations from individuals, corporations and organisations by
making regular donations, a single cash donation, or running fundraising events such
CCEF Executive Officer Position Description
May 2016
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as an auction, golf day, trivia night, raffle or sausage sizzle. Contributors may
identify a particular beneficiary and raise funds to provide a grant while others
choose a specific vocational area of their choice for grants and may have the grant
named for their organisation.
In order to ensure the appropriateness of the expenditure of its resources the
Foundation seeks feedback from stakeholders on the effectiveness of scholarships
and bursaries. It also conducts research, analysis and review at regular intervals to
guarantee currency and continued improvement and uses this information as a basis
for further expansion.
2
Position Summary
The Executive Officer (EO) reports directly to the Manager, Learning & Support
Services with a dotted line to the CEO and is responsible to the Foundation’s Board
of Trustees. The role has responsibility for coordinating and developing funding
relationships as well as maintaining effective interaction, processes and services
working with Trustees, grant recipients, existing and potential donors, both within
Chisholm Institute and the community.
This is a part-time position (0.8) with flexible hour’s equivalent to 30.4 hours per
week. Currently Trustee meetings are held four to five times a year on a Friday. It
involves some evening work in the form of attendance at fund-raising, promotional
and other functions and events.
The Foundation also employs a part-time Administrative Officer who reports to the
Executive Officer. Between them, their hours are allocated to cover the needs of the
operations of the Foundation.
3
Major Challenges
The major challenges for the Executive Officer are:
3.1
3.2
3.3
3.4
3.5
3.6
To develop and implement the Foundation’s Strategic Plan and associated business
and marketing plans
To publicise the life and achievements of Caroline Chisholm as the inspiration for the
Foundation
To attain annual targets for donations to achieve the Foundation’s five year
projections
To develop and maintain and extend excellent relationships with the Foundation’s
Trustees, Ambassadors, donors and Chisholm Institute staff
To identify potential donors and ensure they are provided with clear information on
funding opportunities and outcomes for them
To recommend initiatives that assist educationally disadvantaged people in the
community, including scholarship and bursary opportunities, taking into account the
fee regime that currently applies
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May 2016
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3.7
3.8
To ensure that grant recipients are effectively supported both financially and
personally during the progress of their studies
To ensure fairness and equity in the disbursement of grants.
4
Specific Accountabilities
4.1
Strategic and Business Planning
Under the direction of the Board of Trustees, the Executive Officer has responsibility
for strategic oversight of the Foundation’s operations, including all documentation
and record-keeping related to the formulation and monitoring of the strategic,
business and marketing plans.
4.2
Fundraising for the Foundation
The Executive Officer leads and coordinates the fund-raising activities, promoting the
Foundation in Chisholm Institute and the local community to generate funding for
scholarships, bursaries and projects to be offered. In order to accomplish this, the
Executive Officer will advocate for the Foundation by:
4.2.1
4.2.2
4.2.3
4.2.4
4.2.5
4.2.6
4.2.7
4.2.8
4.2.9
Publicising the Foundation with local government, councils and business
organisations, for example, through making presentations about the
Foundation and its activities and offering fund-raising opportunities
Promoting the Foundation with service clubs and societies, presenting them
with opportunities to support the Foundation in line with their aims and
objectives
Exploring creative fund-raising opportunities that will inspire Chisholm
Institute staff to contribute to the Foundation, for example through personal
contributions, Departmental/campus fund-raising, in-kind support or
volunteering, including as Ambassadors
Initiating and managing campaigns from conception through to campaign
design and implementation, leading major gift solicitation and public appeals
and conducting post-campaign evaluation
Attending philanthropic events to extend knowledge of the Foundation within
the industry
Liaising with other potential philanthropic organisations with objectives
relevant to the Foundation’s
Arranging meetings with potential donors, partners and Institute students
seeking information about grants
Identifying new donors and creating appropriate campaign material to attract
funding
Arranging to visit all potential donors to discuss details of externally funded
grants
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May 2016
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4.2.10 Organising the writing of submissions for funding in the not-for-profit sector as
appropriate
4.2.11 Liaising with trustees, Chisholm Institute CEO, Directors and managers to
maximise fundraising opportunities with suppliers, external partners and
business associates
4.3
Management of Foundation Operations
The Executive Officer is responsible for the sound and effective operations of the
Foundation’s activities. In this regard the position will:
4.3.1
4.3.2
4.3.3
4.3.4
4.3.5
4.3.6
4.3.7
4.3.8
4.4
Ensure the accurate and timely preparation of agendas and minutes of all
Trustee meetings
Ensure compliance with the Trust Deed at all times
Ensure the Chair of Trustees is kept informed of all current issues
Periodically review the Foundation’s Grant Dispersal principles to ensure they
continue to reflect the aims of the Foundation and the realities of the
applicable fees for students
Oversee the management of the Foundation budget, ensuring close liaison
with the Finance department at all times
Organise the annual audit of the Foundation and grant processes
Ensure effective and up-to-date management of the Foundation’s promotional
documents, website, database records and maintenance of confidentiality of
records where appropriate
Ensure that appropriate risk mitigation is in place.
Organisation of Foundation Events
Each year, at least one major event will take place with a number of smaller events to
further promote and raise the status of the Foundation:
In order to accomplish this, the Executive Officer will:
4.4.1
4.4.2
4.4.3
4.5
Recommend the calendar of events for each year
Oversee their implementation
Maximise opportunities for fund-raising associated with each event
Grant Allocation/Recipients
The Foundation makes many grants each year to a wide range of recipients under
conditions which are appropriate for their individual circumstances. The grants come
from donations, many of which have specific guidelines determined by the donor.
In order to effectively manage the operation of the grants the Executive Officer will:
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May 2016
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4.5.1
4.5.2
4.5.3
4.5.4
4.5.5
Present recommendations to Trustees for the annual grant program in
accordance with the funds available for distribution
Manage the process of advertising and selection of recipients
Exercise judgement on individual circumstances to determine the most
appropriate fund allocation to achieve the desired outcomes of scholarships
and other grants
Ensure the academic and personal progress of grant recipients is
appropriately monitored throughout the year and an annual report of
recipients’ progress is presented to Trustees
Provide external donors with information about the progress of recipients they
have sponsored and, where applicable, arrange for direct contact to occur.
5
Key Selection Criteria
5.1
A tertiary qualification in a relevant field and proven experience and achievement in a
philanthropic environment
Experience in the development and preparation of grant guidelines and in all aspects
of project management
Ability to liaise with funding body representatives and represent the Foundation in a
professional manner
Demonstrated ability to work responsively in a sensitive, high pressure environment
Demonstrated ability to work autonomously and flexibly in a fundraising and business
development role
Understanding of issues facing disadvantaged people across all age groups and
cultures
Demonstrated ability to work collaboratively with a range of stakeholders
Excellent interpersonal communication (verbal and written) skills and a positive
attitude
Demonstrated knowledge and awareness of government priorities, and
organisational structures and cultures in government and non-government entities,
as they relate to potential donors in support of philanthropic activities
Demonstrated ability to write reports and maintain clear and transparent database
records
A proven commitment to access and equity issues associated with TAFE and to the
maintenance of a safe working environment for all staff
5.2
5.3
5.4
5.5
5.6
5.7
5.8
5.9
5.10
5.11
Experience working in the TAFE sector, and knowledge of courses, relevant industry
areas and current fee structure will be highly regarded.
6
Caroline Chisholm Education Foundation Affirmations
Occupational Health and Safety
The Foundation provides as far as is practicable a working environment that is safe
and without risks to the health of employees, volunteers or members of the public. It
also strives to improve the health and welfare of its employees through active health
promotion activities, whilst requiring of them that they take all reasonable care for
their own health and safety and that of others who may be affected by their actions or
inactions.
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May 2016
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