Building Services Team Leader

Transcription

1 Building Services Team Leader Your position description Your: Location Christchurch Group Organisation Capability & Services Business unit / team Finance Corporate Services Pay Group 1 Band TBC Occupational Stream People Leader Manager Manager Corporate Services Number of direct reports 2 Number of indirect reports 0 Financial delegations Nil HR delegations Nil PD created/reviewed 09/2015 Level Team Leader PDID0324 Your organisation Statistics New Zealand: Unleashing the power of data to change lives Statistics New Zealand (Statistics NZ) provides some of New Zealand s most important data and statistics to inform government, businesses and New Zealanders in the critical decisions they make. Our goal is to increase the value that decision makers, and New Zealand as a whole, obtain from the work that we do. Our initial target is to double the value of the data we provide for decision makers by adopting and promoting more efficient and effective data practices, developing data capability across the government sector, and continuing to meet the needs of our key customer groups, suppliers and stakeholders. We play four key roles, which build on our reputation as a world class national statistics office, and underpin the achievement of our new strategic direction: Provider continuing to provide trusted and independent data, and developing new products and services for existing and new customers based on customers needs Enabler enabling New Zealand s decision makers by better understanding what customers use data for, empowering customers in data understanding and use, and providing targeted bespoke analysis for decision makers Steward working with others to ensure that the data ecosystem is robust, and that data is managed as a strategic asset that has its integrity, privacy and security preserved Innovator driving value for customers through the use of innovative tools and techniques for the management, analysis and communication of data and information. Statistics NZ works to ensure that the statistical needs of Māori are identified and progressively met and in line with the principles for government action on the Treaty of 1

2 Waitangi. We also operate an Equal Employment Opportunities (EEO) work place. Your group Organisation Capability & Services provides the core support functions to the organisation including: Human Resources Finance & workplace services Information, Communication & Technology (ICT) Services and Security Organisation Strategy & Performance Legal Counsel 2

3 Your role The Building Services Team Leader role is accountable for the day to day running of the Christchurch Site for the eight government agencies, including Statistics New Zealand, located there. This position is key to developing and managing the relationships between the eight agencies to ensure that all needs are identified, challenges are met through negotiation and collaboration and to achieve the desired outcomes. A large portion of this role is to participate in and action the needs of the Tenancy Advice Group (TAG). This group is a collaboration of the eight agencies to oversee any issues or concerns that are raised within the building, including such things as; inter agency relationship management, health and safety concerns, addressing amenities concerns, technology challenges, HR issues and security. The Building Services Team Leader is also be the face of the services that are being provided by Statistics New Zealand to all agencies. This ranges from liaising with the IT helpdesk for the communal equipment within the site (which includes meeting rooms, Multi- Function devices etc.), to managing all the facilities management requirements that come with running the building maintenance contracts for a site of this size. Incorporated in this is the requirement to establish a positive working relationship with the landlord s building manager. Reporting to the Building Services Team Leader, are two Building Services Administrators. 3

4 You will be expected to: Lead the Building Services Team (Christchurch) To achieve this you will need to: Set and communicate the direction for the team, in the context of the Group and organisational vision. Shape the culture of the team in accordance with Statistics NZ s vision and values. Foster responsiveness to changing tenant needs, prioritising between competing demands so that tenants get the right services and the right quality to meet their needs. Provide regular and constructive feedback on performance your direct reports. Develop and maintain an understanding of the implications of the Treaty of Waitangi for your position, and facilitate understanding for others. As a result, we will see: You personify Statistics NZ s values, behaviours and culture in all that you say and do. Our people understand our strategic direction and vision, and their role in achieving it. You effectively and proactively manage performance and development to support the capability requirements of the organisation and its environment. You and your reports use kawa and tikanga Māori appropriately when engaging with Maōri staff, tenants and visitors. 4

5 Provide facilities management services to Statistics NZ and the agencies that share the site Provide building services management as the key point of contact for the Christchurch site. Be on-call 24-hours, 365-days for emergencies and security breaches. Build effective, responsive relationships with the Tenancy Advice Group and the landlord to ensure the building and facilities are maintained to a high standard at all times. Maintain effective relationships with suppliers and service providers, ensuring contracts are managed effectively and services are procured in line with Statistics NZ s foregoing policies and guidelines. Identify issues or risks, and develop and implement mitigation strategies; or escalate where appropriate. Ensure compliance with relevant legislation and Statistics NZ s policies and guidelines to promote building safety and staff security. Work with the Senior Administrator Health & Safety to implement and maintain the site health and safety programme including staff inductions and education, monitoring of performance, site hazard and accident registers, workstation assessments and eye testing, maintenance of first aiders and floor wardens, and regular evacuation drills. Responsive approach to facilities management and health and safety. Facilities are clean, safe and functioning at a high level, issues are dealt with swiftly with minimal disruption to tenants. Compliance with relevant legislation, policies and guidelines is evident. Health and safety and security audits are conducted regularly and issues are resolved or escalated effectively. Staff and contractors/service providers are knowledgeable of their health and safety obligations. The facilities are managed in accordance with the government s integrated accommodation principles. 5

6 Provide shared administrative support to Statistics NZ and the agencies that share the site Communicate effectively Demonstrate a proactive awareness of Health and Safety (H&S) in the workplace Lead the team to provide administrative and front of house support to Statistics NZ and the seven agencies on site. Provide HR/H&S inductions for new starters and contractors/service providers. Point of contact for employee assistance programme and workstation assessment providers. Manage meeting rooms and equipment, assist with event and workshop bookings, organise catering on behalf of Statistics NZ and tenants. Purchase and manage office stationary and furniture supplies, process invoices for Manager s approval in accordance with Statistics NZ s policies and guidelines Update site policies and procedures documentation. Provide reception cover as required. Communicate ideas and information to different audiences in plain English. Communicate clearly and concisely in all written and oral communications. Share information and knowledge with others in a proactive, timely way that fits the purpose. Lead and take responsibility of Health, Safety and Wellbeing within Statistics NZ. Manage the knowledge and understanding of Health, Safety and Wellbeing is kept relevant and up to date. Raise awareness of and ensure team comply with the (H&S) policy and procedures. Understand relevant H&S legislation and amendments. Understand and ensure compliance with Statistics NZ Health, Safety and Wellbeing policy, procedures for reporting accidents and hazards and keep up to date with the H&S homepage. High quality administrative and reception support for Statistics NZ and tenants. Staff and contractors are knowledgeable of site procedures and use of equipment (especially meeting room equipment). Invoices are prepared in a timely manner for payment and in accordance with Statistics NZ s policies and guidelines. Site policies and procedures documents are relevant and up to date. You are understood by all internal and external customers in both written and oral communication. You write clearly and concisely, and follow the Statistics NZ plain English standard. Provision and maintenance of a safe and secure working environment and your staff are inducted and follow H&S protocols. Evidence of a clear understanding and compliance with H&S legislation and internal procedures. Proactive support of the business units H&S representatives. 6

7 How you do it i Leadership Behavioural Cluster Professional Leader Core Behaviours Customer focused Drive for results Dealing with ambiguity Learning on the fly Interpersonal savvy Responsiveness to Māori Role Specific Behaviours Approachability Composure Developing direct reports & others Perseverance Problem-solving Knowledge Qualifications Knowledge and experience You will need to: Be focused on understanding the needs of customers and on delivering value to them Consistently delivers results beyond expectations Be flexible and deal confidently and positively with change and uncertainty Be open to the unfamiliar, ready to experiment and quick to learn Relate well to all kinds of people and build effective relationships Understand the Treaty s relevance to your own role as a public servant; Actively apply knowledge of te reo Māori and tikanga, and build knowledge of te ao Māori. You will need to: Warm, pleasant and gracious when working with staff, tenants and visitors. Does not become defensive or irritated in tough times, a settling influence in a crisis. Holds frequent development discussions with reports, is aware of and supportive of reports career goals. Pursues everything with energy, drive and a need to finish. Looks beyond the obvious and doesn t stop at the first answers. You will need to: Have completed secondary schooling required. A certificate-level qualification in administration, office management, procurement or other related discipline desirable. Experience managing building facilities, preferably on behalf of multiple tenants. Knowledge of health and safety legislation, including new changes. i Copyright 1992, 1996, by Lominger Limited, Inc. a Korn Ferry Company. ALL RIGHTS RESERVED. These qualities are derived from the LEADERSHIP ARCHITECT Competency Sort Cards developed and copyrighted by Robert W. Eichinger and Michael M. Lombardo for Lominger Limited, Inc. Without the prior written permission of Lominger Limited, Inc., no part of this work may be used, reproduced or transmitted in any form or by any means, by or to any party outside of Statistics New Zealand. 7