Date: July 2011
Job Title : Traffic and Fleet Manager
Department : Facilities and Development
Location : North Shore Hospital Campus including other locations as
determined from time to time
Reporting To : Group Manager Facilities and Development
Direct Reports : Traffic Services team
Functional Relationships with : Internal
All Waitemata DHB teams
Facilities and Development managers and teams Hospital Operations team
External
Patients and Visitors Local Authorities
Contractors and suppliers
Purpose : To actively manage traffic, parking and our Vehicle Fleet
throughout the Waitemata DHB property portfolio to ensure legal and safe practices are undertaken.
Ensure efficient, high quality customer focused service is provided in a cost effective and safe manner to Waitemata DHB service users and the public.
Planning, budgeting, implementation and continual
improvement of all aspects of traffic, parking and vehicle fleet services for the benefit of Waitemata DHB and the community district.
As a member of the F&D management team, the Parking and Fleet Manager will contribute toward strategic planning, business proposals and capital project developments as required by the Group Manager F&D
KEY TASKS AND ACCOUNTABILITIES RESPONSIBILITIES
Customer Service • Maintain regular, effective liaison and
communication with internal customers and members of the public requiring traffic, parking and fleet vehicle services at owned and leased
Waitemata DHB properties
• Maintain regular and effective communication with external parties or agencies as required
• Maintain effective communication with all members of the Facilities and Development team as required • Develop and manage a high performing team,
addressing HR issues promptly with the team or individual
• Build and maintain excellent professional relationships with suppliers and contractors
Parking and Fleet Management • Develop, maintain and manage a computer based traffic management system for owned vehicles, a
system for car park allocation, payment recovery (if any) and other parking requirements as advised from time to time.
• Management of the Waitemata DHB owned vehicles in relation to all matters to ensure the vehicles are utilised and costs scrutinised to their maximum efficiencies
• Manage and co-ordinate team utilisation for rostered duties at designated Waitemata DHB properties from time to time
• Maintain and operate a yearly leave roster to ensure appropriate levels of leave are taken in a timely manner and not accumulated more than the allowance provided by Waitemata DBH
• Development, implementation and enforcement of various policies from time to time including
protocols, processes and strategic plans pertaining to Waitemata DHB traffic and parking services • Maintain an appropriate computer based system for
recording incidents and complaints received including the appropriate responses
Training and Development • Training scheme for parking attendants is developed to an acceptable NZQA standard including induction, ongoing skill development and evaluation of performance
• Co-ordinate regular team training and audit of teams in relation to disaster response requirements such as fire, earthquake or a significant emergency event
• Parking attendants are instructed and must kept up to date with new procedures as required to meet standards
• Orientation to Waitemata DHB sites is required by all of the team
Financial Management and Administration Duties
• Time cards are checked for accuracy and authorised
• Understand variance reporting and address issues relating to budgets on a monthly basis to maintain zero variance
• Budget annually to ensure efficient and cost effective goods and services are being delivered in a timely manner
• Daily operations of the team are managed and well co-coordinated and if required communicated to the organisation
• Communications to Waitemata DHB teams are professional and self-explanatory to elevate confusion
• To develop and implement in agreement with the GM Facilities and Development an annual business plan consistent with Waitemata DHB strategic plans, ensure that is in the course of planning all key teams are engaged and operational
expectations and objectives are communicated • Assist or deputise as required by Group Manager
senior managers
• Ensure the professional and political integrity of Waitemata DHB by carrying out functions in compliance with the Treaty of Waitangi
Additional Duties • Any other additional duties that relate to the position are completed as instructed by GM Facilities and Development
To recognise Individual Responsibility for Workplace Health and Safety under the Health and Safety in Employment Act 1992
• That you have read and understood the WDHB H&S policies & relevant procedures and apply these to work activities.
• Identify, report and self manage hazards where appropriate
• Identify Health & Safety reps in your work area
Key Outputs &
Performance Indicators
Customer Satisfaction Manage customer expectation and satisfaction through
clear policy, process and communication
Key Performance Indicators % score from Facilities and Development customer
satisfaction survey
Budget Management
Demonstrate via financial measures the effective utilisation of Parking and Fleet Management operating budget.
Key Performance Indicators Managing delegated budget and phased forecast within
delegated procurement limits
Parking and Fleet Management Demonstrate via performance measures the effective
operational management of the service
Key Performance Indicators Operational performance KPIs
People Management Manage the Parking and Fleet team to ensure a safe
and productive working environment Key Performance Indicators
Formal Performance Development Reviews conducted on schedule (target zero overdue)
Personal Grievance (target zero)
Personal Attributes / Competency Profile
Leadership Self motivated individual with people management skills having the ability to oversee, negotiate, be assertive, coach, instruct and facilitate.
Customer Focus
Ability to critically analyse the customer’s needs and recommend a solution that is economically fit for purpose.
Communications Ability to present (verbal & written) opportunities and gain agreement from all levels of the organisation. Parking and Fleet Management Experienced in managing delivered services to time,
quality and cost.
Financial Mangement Interpret, set and manage cost codes for parking and fleet management and special requirements
VERIFICATION:
Employee: _________________________________
Date: _________________________________
PERSON SPECIFICATION
POSITION TITLE: Traffic and Fleet Manager
Minimum Preferred
Qualification
Tertiary qualification in business, commerce
Significant experience with parking and/or vehicle fleet management
Experience
Previous experience in parking
management and vehicle fleet utilisation Preparation and control of annual budgets
Management of shift work teams
Personal
Dynamic and creative approach to leadership
Relates well to people across the organisation
Builds professional relationships and engenders trust
Actively participates within a team environment
Able to lead a diverse group of people Demonstrates a confident collaborative approach
Able to lead and manage change, handle stress effectively in self and others
Positive manner, able to influence without conflict, good facilitator
Attributes
Computer literate in office IT applications Excellent communication skills and interpersonal skills
Senior experience in
development, leadership and management of teams, including employment relation issues Ability to compile objective written reports as required from time to time
Date: July 2011
Job Title : Traffic and Fleet Manager
Department : Facilities and Development
Location : North Shore Hospital Campus including other locations as
determined from time to time
Reporting To : Group Manager Facilities and Development
Direct Reports : Traffic Services team
Functional Relationships with : Internal
All Waitemata DHB teams
Facilities and Development managers and teams Hospital Operations team
External
Patients and Visitors Local Authorities
Contractors and suppliers
Purpose : To actively manage traffic, parking and our Vehicle Fleet
throughout the Waitemata DHB property portfolio to ensure legal and safe practices are undertaken.
Ensure efficient, high quality customer focused service is provided in a cost effective and safe manner to Waitemata DHB service users and the public.
Planning, budgeting, implementation and continual
improvement of all aspects of traffic, parking and vehicle fleet services for the benefit of Waitemata DHB and the community district.
As a member of the F&D management team, the Parking and Fleet Manager will contribute toward strategic planning, business proposals and capital project developments as required by the Group Manager F&D
KEY TASKS AND ACCOUNTABILITIES RESPONSIBILITIES
Customer Service • Maintain regular, effective liaison and
communication with internal customers and members of the public requiring traffic, parking and fleet vehicle services at owned and leased
Waitemata DHB properties
• Maintain regular and effective communication with external parties or agencies as required
• Maintain effective communication with all members of the Facilities and Development team as required • Develop and manage a high performing team,
addressing HR issues promptly with the team or individual
• Build and maintain excellent professional relationships with suppliers and contractors
Parking and Fleet Management • Develop, maintain and manage a computer based traffic management system for owned vehicles, a
system for car park allocation, payment recovery (if any) and other parking requirements as advised from time to time.
• Management of the Waitemata DHB owned vehicles in relation to all matters to ensure the vehicles are utilised and costs scrutinised to their maximum efficiencies
• Manage and co-ordinate team utilisation for rostered duties at designated Waitemata DHB properties from time to time
• Maintain and operate a yearly leave roster to ensure appropriate levels of leave are taken in a timely manner and not accumulated more than the allowance provided by Waitemata DBH
• Development, implementation and enforcement of various policies from time to time including
protocols, processes and strategic plans pertaining to Waitemata DHB traffic and parking services • Maintain an appropriate computer based system for
recording incidents and complaints received including the appropriate responses
Training and Development • Training scheme for parking attendants is developed to an acceptable NZQA standard including induction, ongoing skill development and evaluation of performance
• Co-ordinate regular team training and audit of teams in relation to disaster response requirements such as fire, earthquake or a significant emergency event
• Parking attendants are instructed and must kept up to date with new procedures as required to meet standards
• Orientation to Waitemata DHB sites is required by all of the team
Financial Management and Administration Duties
• Time cards are checked for accuracy and authorised
• Understand variance reporting and address issues relating to budgets on a monthly basis to maintain zero variance
• Budget annually to ensure efficient and cost effective goods and services are being delivered in a timely manner
• Daily operations of the team are managed and well co-coordinated and if required communicated to the organisation
• Communications to Waitemata DHB teams are professional and self-explanatory to elevate confusion
• To develop and implement in agreement with the GM Facilities and Development an annual business plan consistent with Waitemata DHB strategic plans, ensure that is in the course of planning all key teams are engaged and operational
expectations and objectives are communicated • Assist or deputise as required by Group Manager
senior managers
• Ensure the professional and political integrity of Waitemata DHB by carrying out functions in compliance with the Treaty of Waitangi
Additional Duties • Any other additional duties that relate to the position are completed as instructed by GM Facilities and Development
To recognise Individual Responsibility for Workplace Health and Safety under the Health and Safety in Employment Act 1992
• That you have read and understood the WDHB H&S policies & relevant procedures and apply these to work activities.
• Identify, report and self manage hazards where appropriate
• Identify Health & Safety reps in your work area
Key Outputs &
Performance Indicators
Customer Satisfaction Manage customer expectation and satisfaction through
clear policy, process and communication
Key Performance Indicators % score from Facilities and Development customer
satisfaction survey
Budget Management
Demonstrate via financial measures the effective utilisation of Parking and Fleet Management operating budget.
Key Performance Indicators Managing delegated budget and phased forecast within
delegated procurement limits
Parking and Fleet Management Demonstrate via performance measures the effective
operational management of the service
Key Performance Indicators Operational performance KPIs
People Management Manage the Parking and Fleet team to ensure a safe
and productive working environment Key Performance Indicators
Formal Performance Development Reviews conducted on schedule (target zero overdue)
Personal Grievance (target zero)
Personal Attributes / Competency Profile
Leadership Self motivated individual with people management skills having the ability to oversee, negotiate, be assertive, coach, instruct and facilitate.
Customer Focus
Ability to critically analyse the customer’s needs and recommend a solution that is economically fit for purpose.
Communications Ability to present (verbal & written) opportunities and gain agreement from all levels of the organisation. Parking and Fleet Management Experienced in managing delivered services to time,
quality and cost.
Financial Mangement Interpret, set and manage cost codes for parking and fleet management and special requirements
VERIFICATION:
Employee: _________________________________
Date: _________________________________
PERSON SPECIFICATION
POSITION TITLE: Traffic and Fleet Manager
Minimum Preferred
Qualification
Tertiary qualification in business, commerce
Significant experience with parking and/or vehicle fleet management
Experience
Previous experience in parking
management and vehicle fleet utilisation Preparation and control of annual budgets
Management of shift work teams
Personal
Dynamic and creative approach to leadership
Relates well to people across the organisation
Builds professional relationships and engenders trust
Actively participates within a team environment
Able to lead a diverse group of people Demonstrates a confident collaborative approach
Able to lead and manage change, handle stress effectively in self and others
Positive manner, able to influence without conflict, good facilitator
Attributes
Computer literate in office IT applications Excellent communication skills and interpersonal skills
Senior experience in
development, leadership and management of teams, including employment relation issues Ability to compile objective written reports as required from time to time
