DONVALE PRESCHOOL – COMMITTEE OF MANAGEMENT POSITIONS DESCRIPTIONS
CONTENTS:
The role of the Committee of Management
Job Descriptions for Committee Members
President
Vice President
Secretary
Treasurer
Payroll Officer
Fundraising Officer
Assistant Treasurer / Fundraising Officer
Publicity Officer
Maintenance Officer
Non-committee members
Purchasing Officer
Social Representatives for each class
The Committee of Management (“the Committee”) is the legally constituted body that manages Donvale Preschool Kindergarten Incorporated.
The Committee is elected at the Annual General Meeting which occurs in November.
The Committee consists of a maximum of 12 members as follows:
Executive Committee (President, Vice-President, Secretary, Treasurer)
General Committee Members
The four positions of the Executive Committee are mandatory.
The Committee is the governing body of Donvale Preschool and is responsible for the effective functioning of the kindergarten, including finances, maintenance, enrolments, policies and social events.
The Committee operates under a Constitution (Rules for Incorporation Pursuant to the Provisions of the Associations Incorporations Act 1981 as signed by the standing Committee of Management–23/4/85) and is bound to a Funding Service Agreement with the State Funding Body (Department of Education).
The Kindergarten is operated under the Education and Care Services National Law Act (2010) and the Education and Care services Regulations 2011. The Act and Regulations are legally binding and form the basis of the registration of the Kindergarten as a Children’s Service.
DONVALE PRESCHOOL – COMMITTEE OF MANAGEMENT
1. The Role of the Committee of Management
Donvale Preschool’s Mission Statement
Donvale Preschool will provide high quality, early learning services that are responsive to the needs of the community.
Strategic Goals
To provide responsive and accessible early learning services.
To continuously improve the quality and effectiveness of the services provided.
To collaborate with other schools and learning services to meet the needs of the community.
To provide accountable and efficient services within the limits of the resources available.
To ensure financial viability.
Values
The values of Donvale Preschool reflect who we are as individuals and as an early learning service provider.
Excellence
We strive to attain the highest standards of early learning.
We recognise and promote innovation.
We achieve best practice by our continuous learning and professional development.
We regularly evaluate, reflect and act on feedback on our own practice.
Accountability
We all are open and accountable for our actions.
We will strive to operate within the resources available.
We are committed to providing a safe environment for our staff, children and members of the community.
Compassion
We are honest, fair and caring.
We are supportive and encouraging.
We treat others as we would expect to be treated.
Team Work
We inform and involve staff and committee members in decision-making.
We identify and manage conflict constructively.
Integrity
We adhere to professional, ethical and legislative requirements.
We use our resources efficiently and effectively and in an open manner.
Respect
We respect individual and group differences such as culture, gender and age.
We value our staff and the work they do.
Job Description – President (Executive)
1. Position Summary
“Key person” on the committee, provides leadership. Responsibilities include chairing and setting the agenda for the monthly committee meetings; coordinating the work of the committee and sub committees; ensuring effective communication with families and staff and act as the liaison point for staff; committee members; parents and external parties involved in the ongoing management of the preschool. Present the Annual Report at the AGM. This role involves approximately 2 hours per week.
· Position on Executive Committee is mandatory
· Requires a current “Working with Children”
· Requires police check
· Required to be a Licensee
· Requires Covid vaccination Certificate
2. Major Duties and/or Responsibilities
Coordinating the work of Committee by ensuring:
Committee Members understand their roles and meet with them as required to ensure they are fulfilling their duties Address any concerns committee members may have and act as an escalation point for all committee members should they need a problematic situation resolved
The committee has clear and agreed goals
Instigate the setting of Committee Meeting and AGM dates, and ensure other key dates such as working bees and fundraising events are determined in conjunction with the Director
Effective control and impartial chairing of committee meetings
Subcommittees are set up and function with clear understanding of their extent of their authority
Correct meeting procedures are followed
Decision making occurs in a democratic manner and is properly recorded
That the work is shared as far as possible among those on the committee and follow up activities to ensure they are being completed within time frames
Chair all Committee Meetings and the Annual General Meeting (AGM)
Prepare and distribute agenda, (with a reminder of the meeting), for monthly meetings
Prepare and present the annual report at the AGM
Participate in the performance appraisal session for the Director with the Vice President
Act as a signatory on bank accounts.
Reviewed & updated by: Kylie Marriott, October 2021
Job Description – Vice President (Executive Role)
1. Position Summary
The Vice President supports the President in the day-to-day management of Donvale Preschool, manages special projects and assists other Committee Members with major events as required. Part of this role involves being a Human Resources Officer, to guide and oversees the management of some services, including the recruitment, safety, performance management of staff.
This role involves approximately 1.5 hours of work per week, though may be substantially more during staffing recruitment/appraisal periods.
· Position on Executive Committee is mandatory
· Requires a current “Working with Children”
· Requires a police check
· Requires Covid vaccination Certificate
2. Major Duties and/or Responsibilities
Attend Committee Meetings
Chair Committee Meetings in the President's absence
Take minutes at Committee Meetings in the Secretary’s absence
Work in conjunction with the center Director to maintain awareness of the Early Years Learning Framework and other legislative material relevant to the kindergarten
Work in conjunction with the center Director to maintain awareness of policies, legislation and procedures relevant to the running of Donvale Preschool
Assist with recruitment and staffing issues that arise within Donvale Preschool
Recruit new staff members as required, including preparing notices and advertisements, screening applications with the President and Director, scheduling interviews, participating in applicant interviews, completing reference checks and probation reviews
Ensure up-to-date position descriptions are in place for Donvale Preschool roles, including staff and Committee Members. To be updated in conjunction with the President and Director
Ensure a performance review process is in place and completed by all Donvale Preschool staff annually
Participate in the performance appraisal session for the Director with the Vice President
Prepare, distribute and collate responses for the Parent Satisfaction Survey, and provide feedback and recommendations for improvement to the Committee. (Done in collaboration with Secretary and President)
Participate in the Grievance Sub-Committee working within the guidelines of the Donvale Preschool Grievance policy.
Reviewed & updated by: Kylie Marriott, October 2021
Job Description – Secretary (Executive Role)
1. Position Summary
The Secretary is one of the central communicators of the committee. This role involves approximately 3 hours of work per month.
This role includes attending committee meetings to take minutes (2hrs). Typing and editing minutes and attaching reports and distributing to committee members (1 hour per month). Along with the above duties, there are 2 other requirements throughout the year for the Secretary including - policy reviews (1.5 hours twice a year meeting with the Centre Director) and the Users Survey (once a year maximum 5hrs – including organising emailing, collating and providing answers to the committee and Centre Director for reporting to the Department of Education.)
· Position on Executive Committee is mandatory
· Requires a current “Working with Children”
· Requires Covid vaccination Certificate
· Requires a police check
2. Major Duties and/or Responsibilities
Attend Committee Meetings
Record accurate Committee Meeting minutes, including Committee member's responsibilities and action, noting passed or rejected motions as required
Prepare minutes for distribution to all Committee members
Ensure that soft copy of the Committee Meeting minutes is maintained
Attend meetings with external parties as the need arises
Attend and document minutes for the AGM
Manage any relevant official communication coming into Kinder and distribute accordingly
Organise committee contact list and distribute after the AGM, ensuring it is maintained and updated when necessary
Prepare, distribute and collate responses for the Parent Satisfaction Survey, and provide feedback and recommendations for improvement to the Committee (working with President and Vice-President)
Collate Data from the Parent Satisfaction Survey and pass onto the Director for DET Data Collection (working with President and Vice-President)
Meet with the Director twice a year to update and review centre policies as required.
Reviewed & updated by: Kylie Marriott, October 2021
Job Description – Treasurer (Executive Role)
1. Position Summary
The primary role of the Treasurer is to make sure that the financial affairs of Donvale Preschool are conducted in an appropriate manner. The Treasurer’s responsibilities include: preparing the budget in consultation with the Committee and Director, managing income and expenses, maintain accurate financial accounts, provision of appropriate financial reports, compliance with regulatory and funding requirements. The role also assists the Fees Officer as invoicing kinder fees is managed through QuickBooks.
You do not need to be an accountant to take on this role, but do need a background with finances and comfortable working with numbers. The software used to manage transactions is QuickBooks, knowledge of the product would be useful but not necessary.
· Position on Executive Committee is mandatory
· Requires a current “Working with Children”
· Requires a police check
· Required to be a signatory on Preschool Bank Accounts
· Requires Covid vaccination Certificate
2. Major Duties and/or Responsibilities
Maintaining the cash flow needs – including the recording of transactions, banking, servicing expenses and ensuring the pre-school has sufficient funds to meet its daily activities
Prepare and present financial statements to monthly Committee meetings, Annual General Meeting, and at other times as requested by the Committee
Arrange for the auditing of the annual financial report
Presenting a Monthly and Year to Date Profit and Loss Statement to the committee on monthly basis with the purpose of communicating the cash flow and any monetary issues
Ensure bank accounts are reconciled with bank statements
Ensure Business Activity Statements (BAS) are completed on behalf of Donvale Preschool
Ensure Monthly Instalment Activity Statements are completed on behalf of Donvale Preschool
Offer financial advice where necessary
Complete Maintenance Levy refunds to families after final working bee
Ensure all Statutory Reporting requirements are met
Contributing to an annual budget – which is annualised from 1st January – 31st December
Producing an annual Profit & Loss – which is annualised from 1st November – 31st October
Producing an annual Balance Sheet – which is annualised from 1st November – 31st October.
Reviewed & updated by: Kylie Marriott, October 2021
Job Description –Payroll Officer
1. Position Summary
To support and assist the Treasurer. Responsible for ensuring accurate and timely processing of payroll functions, specifically the processing of Donvale Preschool staff salaries/wages. This role will require approximately 1 - 2 hours per fortnight with the incumbent ideally having some knowledge of payroll functions.
· Requires a current “Working with Children”
· Requires a police check
· Requires Covid vaccination Certificate
· Required to be a signatory on Preschool Bank Accounts
2. Major Duties and/or Responsibilities
Fortnightly processing of salaries/wages
Transfer of data from staff Google drive to ADP Pay Process
Liaison with ADP
Single Touch Processing for ATO with each ADP pay process
Setup of new employee with ADP system
Termination of staff record within ADP system
Maintain and update employee hours and rates within ADP
Setup new super funds within ADP as required
Provide the treasurer with monthly PAYG reports
Reconcile end of financial year accounts – Liaise with treasure to reconcile
Ensure that employment conditions are compliant to Victorian Early Childhood Teachers & Assistants Agreement (VECTAA) 2020, the Fair Work Act 2009 (or as updated/replaced) and relevant legislation
Ensure newly hired staff are issued with an employment contract prior to commencement of employment, and are provided with an induction completed by the Director at the commencement of employment
Assist the treasurer to pay bills as required
Contribute to the annual budget of Donvale Preschool one year in advance, in consultation with the Treasurer and Director
Provide review and oversight to treasury functions as required.
Reviewed & updated by: Kylie Marriott, October 2021
Job Description – Enrolments Officer
1. Position Summary
The Enrolments Officer manages and maintains the enrolment process for Donvale Preschool. This position involves approximately 3 hours per week, with the exception of April / May and Aug – Nov. During these periods, the workload increases to 8 hours per week to facilitate increased enquiries and enrolment activity.
Requires a current “Working with Children Check”
Requires Covid vaccination Certificate
2. Major Duties and/or Responsibilities
Returning all enrolment enquiry calls received via email and from the website.
Operate and manage the ‘Enrol Now’ platform
Maintaining a waiting list
Producing letters of offer and providing relevant paperwork to families in accordance with the Donvale Preschool Enrolment and Orientation Policy through the ‘Enrol Now’ platform.
Follow up with families in regard to outstanding kindergarten fee deposits in consultation with Fees Officer.
Correspondence with unsuccessful applicants
Issuing the timetable for the following year
Issuing group preference forms
Collating preferences and meeting with current educators to finalise group allocations.
Communication of group placements with parents.
Passing on to staff the processed expression of interest forms for secure storage Providing a written monthly report to the committee regarding the status of enrolments and any difficulties encountered
Providing monthly reports to the fee officer and Treasurer in regards to Strip payments
Providing relevant information from enrolment data for use by teachers and committee as required
Providing monthly reports to the treasurer and fee officer in relation to invoicing and stripe
Website management, upload policy changes, tour dates and open day notices and links to the Enrol Now’ platform
Facilitate individual preschool tours for proposed families.
Produce and send invitation to attend 3 year old orientation session
Complying with the Privacy policy of the centre.
Running regular kinder tours for new / prospective families
Reviewed & updated by: Kylie Marriott, October 2021
Job Description – Fees Officer
1. Position Summary
This role involves approximately 2 hours of work per week, this can vary based on workload particularly around quarterly incoming fees.
Requires a current “Working with Children Check
Requires Covid vaccination Certificate
Police Check
2. Major Duties and/or Responsibilities
Producing quarterly Preschool Fee invoices for all families, collecting and receipting all fees for all families. These invoices & receipts are generated online and emailed to families.
Ensuring Invoice payments are made by due date for all families. Considering any issues regarding fees that may be a barrier to families enrolling and removing those barriers wherever possible. This includes creating payment plans alongside the family to ensure they are comfortable to make the payments in a timely manner.
Recording all Preschool enrolment registration payments and receipting for all new 3 & 4-yearold New Year registration.
Providing all parents/guardians with a Fee Payment Agreement
Preparing and presenting the monthly banking statement to the Treasurer for all fees received. · Collecting all relevant information and maintaining relevant documentation regarding those with entitlement to concessions, where applicable.
Complying with the service’s Privacy and Confidentiality Policy regarding financial and other information received, including in relation to the payment/non-payment of fees
Notifying parents/guardians within 14 days of any proposed changes to the fees charged or the way in which the fees are collected (Regulation 172(2))
Assist the Committee of Management in developing the Fees policy, and ensuring that this policy is based on the principles of the Kindergarten Fee Subsidy – Fees Policy
Communicating this policy and payment options to families in a culturally-sensitive way and in the family’s first language where possible
Liaise with the publicity officer for Fees notices in the monthly newsletter.
Reviewed & updated by: Kylie Marriott, October 2021
Job Description – Publicity Officer
1. Position Summary
Newsletter, promotional material, preschool website design and any ongoing updates to the content.
· Requires a current “Working with Children Check”
· Requires Covid vaccination Certificate
2. Major Duties and/or Responsibilities
Collates and designs the Donvale Preschool newsletter each month, and distributes to kinder families via email (Newsletter content is supplied by teachers and committee members, with some writing and editing required by the Publicity Officer).
Producing promotional material for kinder, including designing and organising printing of posters, flyers, and advertising for kinder fundraising, social and special events (i.e. Open days, movie nights, trivia night, kinder bbq's etc).
Responsible for the preschool website design and any ongoing updates to the content
This position requires someone with a computer and skills in desktop publishing or design software.
Reviewed & updated by: Kylie Marriott, October 2021
Job Descriptions for Fundraising Officer and Social Coordinator
1. Position Summary
The Fundraising Coordinator has the specific responsibility of organising social and fundraising events with the overall aim of creating a sense of community and involvement. The position is best shared between 2 people, either from the same group or one from each group. The Fundraising Coordinator will organise and may be responsible for a subcommittee to help complete these duties.
Requires a current “Working with Children Check”
Requires Covid vaccination Certificate
2. Major Duties and/or Responsibilities
Prepare a calendar of events for the year and present it to Committee. This social/ fundraising calendar will only be a guide, which is subject to change and negotiation. Try to space out events and have no more than 2 per term. If having a Trivia Night only one for that term, unless it’s something really small. Try not to clash with teacher fundraisers i.e. Plates or Walk-a-thon.
Prepare and present a monthly report to the Committee outlining the social/fundraising events with the costs involved (and/or funds raised) in these events to be approved by the Committee.
Coordinate and manage the events scheduled for the year with the assistance from the general kindergarten community and other committee members. This includes preparing lists calling for volunteers for each event
Work with and support the Social Coordinator in the start of year BBQ and end of year celebration.
Book and organise Bunning’s Sausage Sizzle (if we are lucky to get one.)
Record details of fundraising event for the reference of future committees
Review any fundraising correspondence sent to the Kindergarten
Prepare a written report on the social and fundraising events for the year to be included in the Annual Report.
All members are responsible for ensuring that all relevant data is stored in folders on Kindergarten Committee Office Computers.
The role requires close liaison and support from the General Committee. In financial aspects of this role the fundraising coordinator should liaise with the President and Treasurer on a regular basis.
Reviewed & updated by: Kylie Marriott, October 2021
Job Description – Maintenance Officer
1. Position Summary
Responsible ensuring our building and grounds are kept in good repair and coordinate any improvements for scheduling. Managing 4 working bees throughout the year, small repairs, changing light globes etc. Most building maintenance is carried out by Manningham Council, whom own the premises – the Maintenance Officer may need to contact the council to inform them of building maintenance issues.
· Requires a current “Working with Children Check”
· Requires Covid vaccination Certificate
2. Major Duties and/or Responsibilities
Responsible for the coordination of maintenance activity relating to the Preschool’s grounds and assets.
Coordinate one working bee each term ensuring that parents are reminded of their need to attend, equipment is ready for the day and the supervision of those attending on the day.
Ensure our building and grounds are kept in good repair and coordinate any improvements.
Attend monthly committee meetings and provide a brief report on maintenance activities and any issues.
Be familiar with the Manningham Council Lease Agreement and manage maintenance requests with the council as per our agreement.
Liaise with cleaner, plumber, electrician, etc on any updates or issues that may arise at the Preschool.
Ensure a minor tidy of yard is conducted on the last weekend of each school holiday period so that preschool is presentable upon children’s return.
Liaise directly with the staff regarding any maintenance requests/issues.
Ensure the nature strip of the preschool is regularly mowed/maintained
Reviewed & updated by: Kylie Marriott, October 2021
Other positions
Job Description – Purchasing
The Purchasing Officer is responsible for purchasing small, everyday items for the Preschool, such as perishables, general supplies etc. This role involves approximately 1/2 - 1 hour of work per week.
Purchasing incidental items for the staff and Prescchool
Staff requests are to be sourced and paid for by the Purchasing Officer and then reimbursed.
Major items require Committee approval.
Liaises with the Treasurer for the reimbursement of monies.
Reviewed & updated October 2021