• The Physics Room
• 301 Montreal Street
• The Arts Centre Registry Additions Building
• Ōtautahi Christchurch
• -
• 22 hours per week
• Applications close 5pm, Sunday 30 January 2022
• Interviews will be held in the first week of February 2022

The Physics Room are looking for someone to join the team as Business Manager. This is a part-time role, with the responsibility for looking after all our financial systems. Get in touch with the gallery with a one page cover letter outlining your relevant experience, interest in the role, and CV if these skills are yours and you would like to apply!

Full position description below, and your application can be sent to Abby Cunnane at abby@physicsroom.org.nz

Position Description

The Business Manager is a crucial role within the small Physics Room team, responsible for ensuring that best practice financial systems are maintained and up to date, invoices are paid in a timely manner and accurate information is provided for funding applications and reports. This role expands on the role of the Office Manager by including elements of financial planning, managing annual compliance reporting with the Charities Commission, fundraising, the TPR Annual Report, stakeholder relations, and health and safety reporting.

Key relationships:

The Physics Room Director, Assistant Curator, Publications Coordinator and Access Coordinator

The Physics Room Board of Trustees, particularly Board Treasurer

Creative New Zealand

Current auditor

Creditors / debtors

Service providers

Contemporary artists and arts professionals

Funders, organisational and business partners, and donors

Key responsibilities:

Financial management and planning

Manage and be accountable for all The Physics Room’s financial systems and processes

Propose and deliver financial systems improvements in conversation with the Director

Co-design and co-manage annual organisational budgets for exhibitions, publications and public programmes

Develop organisational forecasting budgets for major funders

Manage financial information for annual audit in conversation with the Director and Treasurer

Report on financial status of organisation when required including bi-monthly financial reports for the Board highlighting any variances from the budget

Manage financial transactions in Xero, including reconciliations with the bank statements

Manage payroll system, ensuring that all staff are paid on time and the leave register is up to date

Manage creditors, ensuring they are paid on time and that all payments have been correctly approved and allocated to the appropriate cost centre before payment

Manage debtors, following up outstanding invoices and ensuring resolution in conversation with Director

Prepare and process PAYE and GST returns as required ensuring that all payments are remitted to the IRD by their due dates

Manage standard quarterly journals in conversation with the Director and Treasurer

Manage grants acquittals at the end of the grant period

Compile the Annual Report with the Assistant Curator and Director

Manage annual compliance reporting with the Charities Commission

Fundraising

Research, propose, write and/or contribute to funding applications in tandem with the Director

Scope and plan annual fundraising calendar with Director

Work with Assistant Curator on delivery of Annual Fundraising exhibition

Manage points of sale for the annual fundraiser, providing full reconciliation and receipting, and updating inventory

Work with Director to maintain existing partnerships and identify and develop new partnership relationships

General administration

Manage all physical correspondence; mail delivery and pick-up

Purchase / acquisition of office and gallery supplies and consumables

Maintain The Physics Room hardcopy / digital archive

Work with Publications Coordinator to administer and track publication sales

Work with Publications Coordinator to promote new and existing publications

Manage Office health and safety reporting

Support Board meeting administration, including systems management of board files, archiving, and scheduling for bi-monthly meetings with the Director

Desired skills and competencies:

Awareness of the responsibilities and obligations of Te Tiriti o Waitangi

Attention to detail, ability to methodically follow systems and implement change

Knowledge of Xero accounting software including payroll systems

Knowledge of PAYE and GST processes

Knowledge of non-profit and Charitable Trust requirements

Knowledge of stakeholder management and fundraising processes including private philanthropy, philanthropic trusts, and sponsorship

Interest in and knowledge of contemporary art

The Physics Room is an equal opportunities employer; please let us know if you have accessibility requirements that we can support within the application process. If you have any questions about the role, please feel free to get in touch with Abby Cunnane at abby@physicsroom.org.nz

The Physics Room — A contemporary art project space