Warning: Parameter 1 to Language::getMagic() expected to be a reference, value given in /var/www/vhosts/turangafarm.org/httpdocs/wiki/includes/StubObject.php on line 32 Notice: Undefined variable: messages in /var/www/vhosts/turangafarm.org/httpdocs/wiki/includes/MessageCache.php on line 700 Warning: Invalid argument supplied for foreach() in /var/www/vhosts/turangafarm.org/httpdocs/wiki/includes/MessageCache.php on line 636 Office Holder Job Descriptions - Turanga Farm Wiki

Office Holder Job Descriptions

From Turanga Farm Wiki

(Redirected from Job Descriptions)
Jump to: navigation, search

Contents

Society Coordinator

Purpose of Position To keep a thorough 'birds eye view' on the various facets of the Societies activities. To aid in the smooth running of the Society, tracking and ensuring synergy between different activities.

Desired skills and attributes

  • Leadership skills.
  • Understanding of and commitment to the Society’s mission and core principles.
  • A high level of organisation and time management skills.
  • Ability to anticipate and plan for future Society needs.
  • Ability to gift approximately 2-5 hours a week to the performance of the role.
  • Effective communication skills.

Responsibilities

  • Ensure that the aims, obligations and processes of Society are upheld.
  • Foster emergent leadership through the use of delegation, encouragement and support.
  • Act as a liaison (where appropriate) between the various activities/focus groups in the Society.
  • Ensure that focus groups have clearly mandated tasks and report their progress back to the Society at regular intervals.
  • Work closely with the Secretary and other Society Members to ensure that agenda items are ready for group discussion and prioritised in reflection of the Society's needs.
  • Be the point of contact, and uphold the Society Conflict Resolution protocol.
  • Work closely with the Secretary to prepare for the Society AGM.
  • Act as one of three financial signatories.
  • Make suggestions and recommendations to the Society, but may not make decisions on behalf of the group unless clearly mandated.

Term of Office

  • The term of office for the Society Coordinator is a period of one year (or as otherwise stipulated in the Agreements of the Society).
  • The outgoing Society Coordinator is to give an appropriate hand-over to a new Society Coordinator upon completion of appointment.

Treasurer

Purpose of the Position To have overall financial management for the Turanga Farm Owners and Residents Society (“the Society”) and provide information to enable the Society to make sound financial decisions. To provide leadership, strategic direction and oversight of the financial aspects of the Society.

Desired skills and attributes

  • Leadership skills
  • Understanding of and commitment to the society’s mission and core principles
  • Financial qualifications and / or experience in the management of a not-for-profit organisation
  • Ability to gift approximately 2-5 hours a week to the performance of the role
  • Effective communication skills

Responsibilities

  • Ensure that adequate accounts and records exist regarding the Society's financial transactions, income and expenditure. Use the approved accounting package to ensure that adequate accounts and records exist regarding the Society's financial transactions, income and expenditure. Use the standard account definitions as a minimum. Back up all electronic files regularly and store copies off-site.
  • Prepare an annual income and expenditure budget prior to the end of the financial year for approval of the Society. Enter the approved budget into the accounting package for reporting purposes.
  • Provide a monthly financial report to the Society that shows the expenditure for the previous month and year to date against the budget.
  • Issue receipts for levies and other income and promptly deposit all monies received into the Society's bank account.
  • Make all approved payments by cheque or internet banking and invoice creditors promptly. When signatories authorise or sign a cheque they must also view appropriate invoices/documentation for such payments. Ensure approvals for expenditure are not more than 5% deviation from the budget.
  • Be prepared to act as one of the signatories to the Society's bank accounts, cheque accounts and investments.
  • Manage the Society's cash flow and investments and be accountable for the Society's petty cash, if any is held.
  • Regularly file business activity statements (including GST) with the relevant authorities, where applicable. If the Society’s gross annual income exceeds $60,000 then the Treasurer must file GST returns with IRD.
  • Maintain an asset register.
  • Prepare financial accounts for an annual audit and provide the Auditor with full and frank disclosure of all relevant and requested information, if one is required. Ensure these are completed in time, to be presented and approved at the Annual General Meeting.
  • Prepare an annual financial report for the Annual General Meeting.
  • Make suggestions and recommendations to the Society, but may not make decisions on behalf of the group unless clearly mandated.

Term of Office

  • The term of office for the Treasurer of the Society is a period of one year (or as otherwise stipulated in the Agreements of the Society).
  • The outgoing treasurer is to give an appropriate hand-over to a new Treasurer upon completion of appointment.

Knowledge and Skills Ideally the Treasurer should be someone who is:

  • Well organised and methodical,
  • Able to allocate regular time to maintain the financial record – at least two hours per week,
  • Have access to a PC or Laptop with broadband internet.

Supporting Information for the Treasurer

Financial Management

  • The Treasurer is responsible for the safety of the money received by the Society and for banking receipts promptly so the Society gets maximum benefit from any deposit or investment.
  • It is recommended that the Society should have a minimum of three signatories to all bank and investment accounts. At least two people should be required to sign all cheques or authorise all electronic transactions to provide security for the Society and for the individuals. Where a family relationship occurs between the Treasurer and other officers of the Society, it is recommended that both not be signatories on any bank account for the protection of the individuals and the Society.
  • It is recommended to use tracking codes which will enable the tracking of expenditure in the relevant activity areas such as workshops, catering, fencing, planting, fertilisers, operations and administration and provide an excellent financial management tool.

Assets and Liabilities

  • Note only items valued at $500 or more should be included in the capital asset register.
  • Assets can be described as “items which will be of benefit in the future”. The Treasurer should retain a record of assets and depreciation of those assets. This does not include disposable or useable items such as hay and diesel. An equipment list may be maintained by other Society Officers as part of their role.
  • A liability register may also be required so that the Society knows quickly what its future commitments are. This will include any lease agreements for property or vehicles etc. Any commitments made for the purchase of capital items should be noted in the Notes to the Accounts in the annual financial statement.

Secretary

Purpose of the position To provide overall administrative and communication support to the Society and be a custodian of records and other Society information.

Desired skills and attributes

  • Understanding of and commitment to the society’s mission and core principles.
  • A high level of organisational skills, including the ability to anticipate future administrative needs.
  • Good at time management and able to provide work in a consistent and timely manner.
  • Ability to gift approximately 2-5 hours a week.
  • Effective communication skills.
  • Proficiency in information technology.

Key Responsibilities

  • Receive, collate and forward information to the Society. To regularly check and process the Society's correspondence, including email, forwarding to the relevant person(s) (if needed).
  • Prepare and circulate the community meeting agenda at least 7 days prior to the meeting. The secretary will also manage the meeting rosters.
  • Write, update and circulate the Society's yearly calender. The calender needs to include community meetings, process meetings, special meetings, socials, working bees and focus group activities. The calender is ratified at the yearly AGM. The Secretary will consult the Society and Community Coordinators prior to submitting the calender for the AGM.
  • Various individuals may take the minutes during meetings. The secretary is responsible for ensuring the minutes are correctly completed, stored and circulated to the Society within 48 hours of the meeting. The Secretary must also ensure that minutes are approved by the group.
  • Work closely with the Society Coordinator to organise the yearly AGM.
  • Make suggestions and recommendations to the Society, but may not make decisions on behalf of the group unless clearly mandated.

Term of Office

  • The term of office for the Secretary of the Society is a period of one year (or as otherwise stipulated in the Agreements of the Society).
  • The outgoing Secretary is to give an appropriate hand-over to a new Secretary upon completion of appointment.

Community Coordinator

Purpose of Position To support and encourage the social and cultural fabric of the Society. To Uphold the Society's Entry Process and provide administrative support for facilities and day-to-day activities.

Desired Skills & Attributes

  • Leadership skills.
  • Understanding of and commitment to the Society’s mission and core principles.
  • Effective communication skills.
  • A high level of organisation and time management skills.
  • Ability to gift approximately 2-5 hours a week to the performance of the role.
  • Exuberance a plus.

Responsibilities

  • Coordinate social events including share meals.
  • Coordinate the good functioning of the community house (e.g. organizing, upgrades, cleaning, stocking, selecting & purchasing furniture and equipment, kitchen and other community house facilities).
  • Coordinate Community Hours and rosters (except meeting rosters). Support Society Members in finding appropriate work to suit their skills and circumstances.
  • Be the primary contact, welcome and make appropriate arrangements for visitors, prospective members and friends of the Society. Ensure visitors facilities are kept to a good standard.
  • Oversee the Society Entry Process and provide support to allocated Buddies.
  • Oversee non-member residents and their residential agreements.

Term of Office

  • The term of office for the Community Coordinator of the Society is a period of one year (or as otherwise stipulated in the Agreements of the Society).
  • The outgoing Community Coordinator is to give an appropriate hand-over to a new Community Coordinator upon completion of appointment.

Media co-ordinator

Purpose of the Position To coordinate the promotion of the Society and its Core Principles to the wider world, whether in person, in written materials or other media. To undertake promotional activities personally, coordinating others to do so, or supporting other Society members undertaking such tasks.

Desired skills and attributes

  • Leadership skills.
  • Understanding of and commitment to the society’s mission and core principles.
  • Effective skills in communication, english language and information technology.
  • Ability to gift approximately 2-5 hours a week to the performance of the role.

Responsibilities

  • Prepare a media strategy to co-ordinate activities, as agreed by the Society.
  • Create posters, leaflets and brochures promoting the Society.
  • Maintain public facing websites and web-pages, including social media platforms such as Facebook and Twitter.
  • Organise media appearances by Society members on film, television, radio, newspapers, magazines and websites
  • Public face media activities are only undertaken with prior Society agreement.

Term of Office

  • The term of office for the Media Coordinator of the Society is a period of one year (or as otherwise stipulated in the Agreements of the Society).
  • The outgoing Media Coordinator is to give an appropriate hand-over to a new Media Coordinator upon completion of appointment.

Education

Purpose of Position To coordinate a variety of educational workshops for Society Members as well as for the wider community. To provide opportunities for the Society to deepen it's understanding of the Core Principles, and enable the Society to fulfill it's desire to become a 'seed-bank of knowledge' for the general public.

Desired skills and attributes

  • Leadership skills.
  • Understanding of and commitment to the Society’s mission and core principles.
  • A good level of organisation and time management skills - workshops and events need to be organised well in advance.
  • Ability to anticipate and plan for future Society needs.
  • Ability to gift approximately 2-5 hours a week to the performance of the role.
  • Effective communication skills.

Responsibilities

  • Organise the four annual Society Skill Building Days. In consultation with the Society select an appropriate date, topic and facilitator. Formulate a detailed proposal for each Skill Building Day for Society agreement and ensure that all Members are informed in advance of what the day will involve.
  • Support Society Members to seek specialist training elsewhere so that they can bring back their skills to the group.
  • Organise and/or coordinate a range of educational workshops that are open to the public.

Term of Office

  • The term of office for the Education Coordinator of the Society is a period of one year (or as otherwise stipulated in the Agreements of the Society).
  • The outgoing Education Coordinator is to give an appropriate hand-over to a new Education Officer upon completion of appointment.

IT Coordinator

Purpose of Position To coordinate the operation of information technologies for the use of the Society.

Desired skills and attributes

  • High proficiency in information technologies.
  • Understanding of and commitment to the Society’s mission and core principles.
  • Effective communication skills, and patience with Members who are not confident in IT.
  • Good organisation skills.
  • Ability to gift approximately 2-5 hours a week to the performance of the role.

Responsibilities

  • Maintain the Society wiki and forum, including manage user access, install updates when required and help with general questions about usage.
  • Ensure mobile access to wiki, forum and important information.
  • Help design, implement and maintain a Society intranet. This could provide a shared library for the Society as well provide other useful functions.
  • Keep current with the latest technologies and determine what new technology solutions could aid the Society.
  • Setup and maintain the Society network, computers and office equipment, i.e. voicemail, extensions, handsets, etc.
  • Ensure all computers for use by the Society office have adequate security measures in place, i.e. firewalls, anti-virus, etc.
  • Schedule upgrades and security backups of hardware and software systems.
  • Manage hardware and software acquisitions.
  • Promote the use of open source software/hardware wherever possible.
  • Provide Society Members with appropriate support, advice and training depending on time available (optional as could be quite time consuming).

Term of Office

  • The term of office for the IT Coordinator of the Society is a period of one year (or as otherwise stipulated in the Agreements of the Society).
  • The outgoing IT Coordinator is to give an appropriate hand-over to a new IT Coordinator upon completion of appointment.


Land Coordinator

There is no job description for this as yet. The coordination of land/farm related activities perhaps needs a group discussion prior to setting a job description out. So far some have suggested a farm manager, some a land coordinator, and others a coordination team. There are large areas within the land coordination that may also need sub-groups e.g. planting, animals, food forests etc.

Planting (drafted by David Rose)

  • hold an up to date  overview of the proposed planting plan
  • have some idea of the priorities and key dates (eg when TFS are coming)
  • ensure agreed trees/plants/fertilizers are ordered
  • ensure planting areas are prepared in advance (not necessarily do it themselves but ensure enough labour is allocated this way)
  • ensure a watering programme is maintained  as necessary 
  • bid for labour on farm days to counter blackberry/gorse regrowth
Personal tools