HAWKE S BAY REGIONAL COUNCIL Job Description

Transcription

1 Position Title: Responsible to: Responsible for: Salary Range: Job Context: HAWKE S BAY REGIONAL COUNCIL Job Description Team Leader Data and Information Management N/A Progress above the Estimated Market Value (EMV - 100%) level is based on sustained individual officer performance: $43,186 (80%) $53,983 (EMV - 100%) $62,080 (115%) Corporate Services Group GROUP MANAGER EXECUTIVE CORPORATE SUPPORT INFORMATION & COMMUNICATION TECHNOLOGY CORPORATE FINANCIAL FACILITIES AND FLEET MANAGER INFORMATION & COMMUNICATIONS TECHNOLOGY MANAGER MANAGEMENT PAYROLL SENIOR RATES ADMINISTRATION OPERATIONS DIGITAL TRANSFORMATION DATA AND INFORMATION SENIOR APPLICATION SPECIALIST ACCOUNTS PAYABLE DEBTORS RATES RATES (Fixed Term September to February) CLERICAL RECEPTIONIST TECHNICAL SUPPORT SPECIALIST ICT SUPPORT DEVELOPER/DATA ANALYST BUSINESS ANALYST INFORMATION EDRMS GIS / GRAPHICS DESIGN (Part Time) PAGE 1

2 Section and Team Aims (Why does the section exist?) SECTION ICT The purpose of the ICT Team is to ensure that: All ICT and internally delivered technology-dependent public services are reliable, secure and easily accessible. HBRC Data and Information is well-managed, secure and easily accessible to the appropriate audience(s). The business is able to respond in an agile and flexible manner to changes in markets, industries or desired approaches as and when required. TEAM Data and Information The Data and Information Team s purpose is to ensure that HBRC Data and Information is well-managed, secure and easily accessible to the appropriate audience(s). The Data and Information Team provides the following functions as part of the ICT Team in the Corporate Services Group: Corporate Data and Information Management Governance. GIS Services. Records and Information Management. Archiving Services. Digital Asset Management. Business Intelligence, Reporting and Analytics. Role of (The specific role) The role of is to support the HBRC Data and Information Team achieve its functional requirements as outlined above ensuring HBRC s EDRMS is well managed, secure and is easily accessible. Your specific role of will require you to manage Council s information and records including the systems and processes that capture, manage and maintain them. Expectations will be regularly discussed and expectations will be fair and reasonable and within the broad requirements outlined above. Role Expectations (Indicative examples that show the work is being done effectively) Contribute to the effective and efficient use of Council s EDRMS through staff training and support, and the set up and maintenance of clear and available documented processes for its use. Facilitate, coordinate and deliver support to the EDRMS users (all Council staff). Ensure through promotion and training, that the EDRMS is operated to the highest quality standards, so that all records including , Word documents, etc are captured and available within set Council business rules. Implement procedures and standards for the management of physical records in coordination with the EDRMS. PAGE 2

3 Ensure information and records are retained, stored and disposed of in accordance with Council s retention and Disposal Schedule and the Public Records Act. Facilitate the timely and accurate response to customer requests for Information and Records. Provide SharePoint administration and support functions, including: - Resolution of user issues - User Training - Migration of legacy document repositories and file shares into the SharePoint system - Migration of other systems into the SharePoint system - Retention and Disposal management Ensure the EDRMS is fit for purpose and continues to meet user needs through ongoing system improvements and development. Ensure, through participation in the IT development processes and consultation with the ICT Manager, that all development of the EDRMS is compatible and consistent with the Council s objectives, practices and other information technology systems. A positive and active involvement in Shared Services initiative is evident. Continuous Improvement All Hawke s Bay Regional Council (HBRC) staff are expected to actively and enthusiastically promote the concept of continuous improvement in their work for HBRC. Maintaining a positive overall attitude in the workplace as assessed by your peers and Manager. Taking part in training opportunities provided by HBRC with an open mind, as assessed by pre and post training meetings with your Manager. Practicing the skills provided in training offered by HBRC, as assessed by regular feedback meetings with your Manager. Showing a strong team commitment, as indicated by peer feedback and your Manager s assessment. Practicing the concept of continuous improvement by showing initiative with new ideas and positively acknowledging others ideas. Giving honest and open feedback as and when required, aiming to constructively deal with all issues, as assessed by regular feedback meetings with your Manager. Active involvement in decision-making processes when the opportunity is made available. Health and Safety All staff are expected to follow established health and safety procedures while working for HBRC, and in accordance with policies developed by HBRC. Complying with and adhering to HBRC s accepted standards and procedures. Where appropriate, taking responsibility for workplace hazards/risks you identify and communicated to management. PAGE 3

4 Undertaking regular reviews of workplace risks/hazards that are present in your work. Where appropriate, advise other organisations you are working with of the known risks in the work being undertaken. When, and if, necessary, participate in the investigation of accidents/incidents according to HBRC procedures. Undertaking appropriate and effective staff training when required or necessary. Promoting a healthy and safe workplace. Actively supporting health and safety initiatives. Maintaining a clean and tidy workspace. Comply with any rehabilitation plan designed with you for a return to work after an accident. Emergency Management All HBRC staff are expected to undertake such Emergency Management functions as are determined appropriate to meet HBRC s role and function in this area. Undertaking such a role as is allocated for emergency management requirements. Participating in such exercises as are required to maintain a state of preparedness in HBRC. Responding to such requests to assume an emergency management role as are required by events. Understanding the contents of the relevant section of the Business Continuance Plan (BCP) and its implications for your role. Where the requirements of the role require it, review the relevance of the BCP for your team, section or Group on a regular basis. Key Skills Qualification A tertiary level qualification in an information/records management related field (desirable). Knowledge Knowledge of EDRMS systems. Understanding of SharePoint administration. Sound understating of Archive New Zealand s Record Keeping Standards. Sound working knowledge of PRA and LGOIMA. Experience with archiving and disposal of records. Understanding of New Zealand s Public Records Act PAGE 4

5 Proficient Recordkeeping and file classification practices and principles. High-level understanding of Microsoft Office suite. Skills Excellent time management and task prioritisation skills. Excellent communication skills. Strong documentation/writing skills Experience wth staff training Personal Attributes Self-motivated. Customer focused. Take pride in improving processes. Attention to detail. Demonstrates initiative. HBRC s Vision, Purpose and Values Our Vision: A connected and vibrant region with resilient communities, a prosperous economy, and a clean, healthy environment. Our Purpose: We enable the wise use of the region s natural resources. We achieve this via our leadership role in the following areas: Natural resource knowledge and management Natural hazard assessment and management Regional strategic planning Regional scale infrastructure and services Economic Development Our Values: Excellence We aim high and take pride in everything we do Leadership We anticipate and prepare for the future Innovation We are open to change and seek better ways of doing things Integrity We demonstrate openness, honesty and respect in our relationships Partnerships We seek strong collaborative partnerships to achieve common goals PAGE 5