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Administration and Finance Officer
POSITION NUMBER:
02102
SALARY:
Level 3 PSCSAA $76,026 - $81,847 per annum
OTHER CONDITIONS:
About VenuesWest
At VenuesWest our vision is to deliver world class sport and entertainment experiences. We take pride in owning and/or operating 13 of Western Australia’s major sporting and entertainment venues, including not only state-of-the-art Optus Stadium and the iconic RAC Arena, but also the newly redeveloped HBF Park, HBF Stadium, HBF Arena, Bendat Basketball Centre and Gold Netball Centre.
We play an extremely important role in the lives of Western Australians by offering opportunities for those pursuing elite sport, a range of options for individuals or families choosing to live healthy, active lifestyles and a variety of entertainment experiences for everyone.
If you have a passion for working in an exciting and dynamic environment to provide exceptional experiences to millions of Western Australians utilising our venues every day, then this Agency is for you.
About the Role
Do you have the rare mix of excellent skills in office administration and a background in managing budgets and financial reporting?
Reporting to the General Manager, this position coordinates meetings, manages correspondence, and coordinates the office and administrative duties associated with events to support to the HBF Park team. With advanced MS Excel skills the role undertakes budget analysis and reporting, accounts payable, and event settlements.
HBF Park has an exciting upcoming event calendar including the Australia & New Zealand FIFA WWC, Perth Glory and Western Force fixtures and a number of world class concerts, the role also has the opportunity to form part of the event delivery team.
This is a full time, permanent opportunity offering 37.5 hours per week. Due to the nature of the activities undertaken at HBF Park, flexibility to work outside normal office hours may be required on occasion. Whilst the position will be based at HBF Park in Perth, mobility may be required between the portfolio of facilities.
What We Offer
Working with VenuesWest comes with a number of :
- A free membership to our gym and aquatic centres
- Access to staff fitness classes
- Access to free counselling for employees and their immediate families through our Employment Assistance Provider
- Payment for re-qualification for essential qualifications and certifications
- 10.5% superannuation on top of salary, increasing to 12% by 1 July 2025
- Access to salary packaging arrangements
- A fantastic social club and culture program with lots of activities
- Optical reimbursements for office-based staff (after 12 months employment)
- Free use of the creche for up to 3 hours per visit (up to 12 hours per week)
- 50% discount on kid’s programs
- Corporate health insurance discounts
- A comprehensive learning and development program
- Free on-site parking
- Sponsorship for participation in community, sporting and charity events
- Employee Wellbeing Program
For information on VenuesWest and its venues please visit our website
Application Instructions
To apply for this position, you must submit a:
- copy of your current resume and
- cover letter detailing your skills and experience which demonstrate how you meet the following essential capability in the context of this position:
- Previous experience providing administrative and financial support including creating and monitoring budgets to Senior Managers or Executives.
Please submit your application by clicking on the ‘Apply for Job’ button below. A step-by-step guide to applying online is available in pdf format below to assist you in this process.
For application assistance please contact People and Culture on (08) 9441 8362.
Employment Screening
To be eligible for employment with VenuesWest you must have the following at the time of commencement:
- Right to Work in Australia for the duration of the employment contract
- National Police Clearance
Workplace Diversity
VenuesWest maintains a working environment that is free from discrimination in accordance with Equal Opportunity legislation. We are seeking to increase the diversity of our workforce to better meet the differing needs of our customers and to improve equal opportunity outcomes for our employees. Our goal is to increase the representation of Aboriginal and Torres Strait Islander people, people with disabilities and people from culturally and linguistically diverse backgrounds in our workforce.
People with disabilities, Aboriginal and Torres Strait Islanders and people from culturally and linguistically diverse backgrounds are strongly encouraged to apply for this vacancy and to identify themselves through the application questions.
This advertisement may be requested in other formats including Word, PDF, and large format by contacting People and Culture on (08) 9441 8362.
Future Appointments
Applicants who are found suitable, but not recommended for the vacancy, may be considered for subsequent vacancies for 12 months in accordance with Part 5 (General Appointment) of the Commissioner’s Instructions No.2: Filling a Public Sector Vacancy.
JOB DESCRIPTION:
Financial
- Creates, analyses, and manipulates in MS Excel, the HBF Park Management and Event budgets including mid-year reviews for approval by the General Manager and manages upload into the financial system
- Processes all deferred income and accruals for end of month.
- Undertakes calculations of event finances.
- Prepares the monthly financial reporting for the General Manager and provides guidance to team members on analysis, and support in relation to management accounting issues.
- Prepares information required for the annual audit and FBT reporting.
- Manages the accounts payable function at HBF Park, including raising requisitions, receipting payments, acquitting credit card and reconciling accounts.
- Coordinates the event settlement process for approval by the General Manager, ensuring that all on-costs have been charged and processed in Ungerboeck and that urgent payments related to event settlements are processed.
- Ensures that contractor commissions are invoiced and received in accordance with the requirements of the contractor agreements.
- Ensures that sponsorship income is invoiced and received in accordance with the requirements of the sponsorship contracts.
- Receives, distributes, and prepares correspondence from internal and external customers and stakeholders on behalf of the General Manager and HBF Park Managers as required including:
o drafting responses to internal and external stakeholders,
o collecting and preparing information as requested by Chief Operating Officer, Chief Executive Officer, Committees, and the Board,
o assisting with Ministerial and Parliamentary questions.
- Manages the incoming calls, emails, schedule, and calendar of the General Manager as required including arranging and coordinating meetings and attending to enquiries.
- Coordinates and prepares and distributes briefings, action plans, agendas, and minutes for committees such as the Public Safety and Security Working Group (PSWG) and attends meetings as required.
- Liaises with key internal and external customers and stakeholders including contractors, sporting organisations, and other government organisations as directed.
- Audits all fulltime employee timesheets and rosters and endorses the fortnightly payroll reports for approval of the General Manager as required.
- Processes all casual employee timesheets through the HRIS system ensuring all are coded accurately and approved ready for payroll processing.
- Coordinates the ordering and allocation of uniforms and badges
- Provides administrative support for HBF Park contracts and agreements including:
o populating and drafting contract and agreement templates as advised by the General Manager,
o editing to final draft for the General Manager’s consideration.
- Organises travel arrangements
- Develops, implements, and maintains effective administration and records management systems and processes, including reviewing policies, procedures, and manuals for continuous business improvement.
- Performs research and data collection and undertakes administrative projects such as Green Star accreditation as required.
- Performs administration duties associated with events including:
o maintaining the booking schedule for HBF Park and liaising with hirers / promoters on venue availability, and advising stakeholders of confirmed events,
o preparing pre and post event documentation,
o coordinating meetings, procedures, and the status of event related items from internal and external stakeholders,
o arranging internal and external event review meetings and participates in the auditing of services and suppliers where required.
- Sells corporate hospitality for large sporting and concert events including package development for approval, promoting, invoicing, and financial reporting.
- Reads and understands all emergency plans and safety and health procedures, follows safe work instructions, undertakes emergency management and safety related training, and assumes responsibilities as required or directed.
- Performs duties of Area Warden or Chief Warden in emergency or crisis situations.
- Undertakes other relevant duties as required.
1. Previous experience providing administrative and financial support including creating and monitoring budgets to Senior Managers or Executives.
2. Supports shared purpose by understanding organisational objectives, how they relate to the role and makes recommendations for improvements.
3. Organises work to reflect changes in priority; Maintains accurate records and files; Sees tasks through to successful completion.
4. Builds and maintains relationships by keeping clients and colleagues informed, managing and responding to changes in client needs; Responds to diverse experiences and takes responsibility for delivering customer service.
5. Exemplifies personal integrity and self-awareness by adhering to the VenuesWest Way and Code of Conduct; Provides accurate information; Stays calm under pressure and ensures work is finalised.
6. Communicates clearly both orally and in writing; Listens to, understands and adapts communication styles to the audience.
