SCHEDULE A JOB DESCRIPTION

SCHEDULE A

JOB DESCRIPTION

Job Title:

Assets & Business Efficiency Coordinator

Work Unit:

Corporate and Governance

Responsible To:

Corporate Information Manager

Responsible For:

One direct staff report and frequent supervision of contractors.

Position Purpose:

This job exists to:

 Develop, co-ordinate and maintain appropriate systems for the purchasing, administration and maintenance of corporate assets, plant and property.

 Ensure Council has the assets, plant and property required to undertake functions in an effective and safe manner, and that these are purchased and used in the most efficient manner possible.

 Manage and/or support strategic asset management initiatives and corporate efficiency projects, including shared service initiatives.

 Supervise direct reports and contractors.

Financial Delegated

Authority:

$20,000 maximum operating expenditure in accordance with financial delegations register.

Pay Range:

$62,980 (85% minimum) - $74,094 (100% midpoint)

Date:

April 2016

Organisation Context

Group Manager Corporate & Governance

Chief Financial Officer

Assets & Business Efficiency Coordinator

Information Management

Team Corporate Information

Manager People & Capability

Manager

Governance Co-ordinator

Infrastructure Technology

Team Customer Services

Team

Group Secretary

Group Secretary

Facilities and Catering Officer

Key Functional Relationships

External

General Public Ratepayers

Suppliers of goods and services to Council Contractors

Retail and trade outlets Engineering companies Vehicle dealers

Local Authorities

Internal

Corporate Information Manager

Group Manager Corporate & Governance Councillors

Executive Team Management Group

Corporate & Governance Group Staff Facilities and Catering Officer

Key Result Areas

Jobholder is accountable for

Jobholder is successful when

1. Property Management

 Support the management and administration of Council property including:

- Building maintenance and security. - Office accommodation.

- Purchase and management of furniture and fittings.

 Develop, implement and maintain corporate property registers.

 Co-ordinate and administer Council Scheme Land Leases.

 Initiate and maintain internal and external relationships with key stakeholders in Council Scheme Leases.

 Administer Councils membership of Local Authority Protection Programme.

 All Corporate property and Lease land is managed in an efficient and cost effective manner.

 Accurate reporting and data base development and management.

 Property and lease land management meet the agreed requirements and standards of the Corporate Information Manager and Group Manager Corporate & Governance.  Lease lands are maintained to scheme

standards provide satisfactory returns.  Relationships are maintained with key stakeholders and their expectations are managed.

2. Corporate Asset Management (including plant and fleet)

 Vehicle fleet purchasing and management.  Corporate plant management.

 Develop, coordinate and maintain relevant elements of Council’s risk management programme, and business continuity plans.  Develop, maintain and monitor Councils

risk policy and risk register.

 Develop and maintain Councils asset management plans and registers.  Administer Council’s insurance policies

and claims.

 Assess and evaluate existing asset management practices to identify opportunities for improvement.  Support Council’s asset management

strategies and strategic initiatives.

 Council vehicles are managed in an effective and efficient manner.

 All administrative and operational activities are managed accurate and timely.

 Council’s risks are known, appropriately recorded and minimised.

 Council’s asset management plans and register is up-to-date.

 Asset management practices are regularly reviewed and improvements made where required.

 Strategic asset management opportunities and initiatives are initiated, pursued and supported.

Jobholder is accountable for

Jobholder is successful when

3. Procurement

 Develop, maintain and enhance Council’s procurement policy and purchasing guidelines.

 Provide training and support to Leaders Forum and relevant staff on procurement procedures.

 Monitor and report on the organisations compliance with procurement policy and purchasing guidelines.

 Council maintains a robust procurement policy which complies with audit

requirements.

 All procurement decisions comply with Council policy and procedure.

4. Contract Management and Supervision  Support the negotiation and management

of relevant Contracts for Service.

 Monitor and evaluate Contracts for Service.  Supervise contractors as required ensuring

all contract requirements are fulfilled.  Ensure all contractors operate in

accordance with Horizons Health and Safety Policy requirements.

 Coordinate one off repair and maintenance work for staff as required.

 Contracts for service are negotiated and monitored to ensure that all requirements and expectations are delivered within agreed timeframes and budgets.

 Contractors are engaged in accordance with Horizons purchasing guidelines and tender processes.

 Contractors operate in accordance with Horizons Health and Safety Procedures.

5. Relationship Management

 Initiate and maintain strategic relationships with internal customers and key external suppliers

 Proactively engage with key stake holders to understand their needs and recommend solutions

 Identify underlying / unresolved issues and provide recommendations to resolve these.

 Key relationships are maintained. The needs of internal customers are addressed in a manner which both meets the needs of the customer and is consistent with the organisations asset management / purchasing requirements.

 Where required, internal customers receive support to adopt particular asset

management procedures or decisions, balanced against their own individual needs.

6. Project Management and Support  Management and implementation of

corporate asset and efficiency projects and initiatives as directed by the Group

Manager Corporate and Governance or Corporate Information Manager.

 Management and implementation of shared service (MW LASS) initiatives.

 Regular reporting of progress with relevant projects to key stakeholders (Horizons Executive, Council and MW LASS Directors).

 Development and coordination of the organisation’s overall approach to business

 Project management skills and processes are applied to achieve the required outcomes.

 MW LASS initiatives are implemented as required according to project management plan.

 Key stakeholders are kept informed of project progress.

 An effective programme exists that delivers usable improvements, without the development and delivery unduly adding to the organisational workload.

Jobholder is accountable for

Jobholder is successful when

excellence, resource efficiency and quality

systems.

 Conduct regular quality reviews and provide recommendations and advice on opportunities for improvement in relation to corporate asset management and organisational efficiency.

reviewed. Opportunities for improvement are identified and implemented.

8. Staff Management and Capability Development

 Foster an atmosphere for open and productive communications within the Assets & Business Efficiency Team, and with internal and external clients.

 Actively assist and support direct reports when needed.

 Supervise direct reports, including work planning, training and development and performance management.

 Team morale is high and interactions with clients and service providers are

constructive and result in beneficial outcomes for the Council.

 Direct reports are managed effectively and appropriately, in a manner conducive to the tasks they are engaged to undertake.

9. Corporate Contribution

 Maintain own professional development.  Undertake Performance Development

tasks/responsibilities.

 Undertake Health and Safety tasks/responsibilities.

 Participate in emergency management activities as required.

 Participate and contribute to corporate projects and inter-departmental initiatives as agreed.

 Maintain Council plant and equipment.  Fulfil administration-reporting requirements

(e.g. timesheets, vouchers, reporting).  Ensure the Business Continuity Plan

(BCP) for the team / work group is maintained, and regularly reviewed and updated to ensure its currency.

 Appropriate training and development undertaken as agreed.

 Corporate responsibilities are undertaken and completed accurately, meeting specified standards and within agreed timeframes.

 Contribution to projects and corporate initiatives is effective and valued.

 Administration requirements are completed timely and accurately.

 BCP is maintained and updated as

required, to reflect changes and ensure its currency within current and future team / group activities.

Person Specification

Essential

 At least 5 years practical experience in an asset management role.  Experience in writing technical reports, policy and procedures.

 Knowledge and experience in business planning and project management.  Excellent inter-personal skills and ability to manage/supervise others.  Experience managing contracts and supervising contractors and staff.

Desirable

 Knowledge and experience in Local Government

 Knowledge and experience in business continuance systems and quality systems

Key Job Competencies

Expert Knowledge Asset and project management Contract management

Advanced Knowledge Time management skills

Thinking skills at both conceptual and practical levels

Knowledge and experience in business continuance systems Working Knowledge Safe work practices

Financial management

Political awareness in a council environment Policy development and technical report writing

Knowledge and experience in business excellence and quality systems

Competent in relevant computer programs Awareness Sensitivity to differing cultural perspectives

Key Competencies for Performance Development

Customer Focus: commitment to meeting the needs of anyone they work for and with, including colleagues.

Job Knowledge: have the knowledge and skills to perform the requirements of the position.

Communication: use written and verbal language and style appropriate to the audience and context.

Teamwork: work constructively with people as a team member to achieve a common goal.

Dependability and Commitment:

reliable and dedicated to achieving results.

Continuous Improvement: adjusts to change and different perspectives, thinks proactively, pursues opportunities and take appropriate action.

Organising for Results: ensures work is completed effectively and within agreed deadlines.

Leadership: creates a clear direction, inspires a shared commitment and leads by example.

Developing and Managing Performance

Builds an environment that is focused on enhancing the skills and performance of individuals and teams.

Personal Attributes:

 Adaptability and flexibility in work practices and schedules.

 Ability to deal with several tasks being “on the go” at the same time.  Excellent Communication skills (verbal and written).

Other Requirements Be prepared to:

 Occasionally work outside of normal business hours.  Occasional overnight stays away from home.

 Undertake activities, as directed, as part of Horizons Regional Council’s response to flood events, environmental incidents and emergency response.

 Maintain a proactive approach to Health and Safety in relationship to your responsibilities and ensure legislative responsibilities and codes of practice are complied with.

Declaration:

This position description is prepared on the basis of existing and foreseen duties and responsibilities. As such it will not prejudice further specification and/or rearrangement at a later date. Also it will not prejudice a particular incumbent’s ability to achieve personal development through a change (or partial change) in duties and/or position.

Horizons Regional Council Core Values

Values are the essence of this organisation’s philosophy for achieving success. They are the bedrock of our culture and our view of how Horizons Regional Council

staff should behave.

They also provide us with a common direction and guidelines for day-to-day behaviour.

Professionalism

Professionalism at Horizons Regional Councilis

delivering what is promised in a skilled, timely and appropriate manner.

Teamwork

Teamwork at Horizons Regional Council is successfully achieving shared goals through dialogue, co-operation, and respect for others.

Integrity

Integrity at Horizons Regional Council is being honest with others; respectful of their race,

gender, age, beliefs or values.

Self-Responsibility

Self-responsibility at Horizons is highly valued. All individuals are responsible for actively

managing their own behaviour, learning, developing, and performing, including accepting

responsibility for actions.

Approved: _______________________________________ (Manager) Date: ___/___/___