Asset Management System Administrator. Titles of Positions which report to the Asset Management System Administrator are:

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1 POSITION DESCRIPTION 1. POSITION DETAILS Position Title: Division: Unit: Management Level: Asset Management System Administrator City Operations City Greening and Leisure Team Leader 2. ORGANISATIONAL RELATIONSHIPS Position Title of Supervisor: Parks Assets and Services Manager Titles of Positions which report to the Asset Management System Administrator are: 1 x Parks Asset Inspector 1 x Asset Officer Contractors for which this position is responsible: Contractors may report to this position as required 3. PRIMARY PURPOSE OF POSITION To lead asset management and the administration, configuration and development of the City s Corporate Asset Management System (CAMS) within the City Greening and Leisure unit to achieve sustainable asset management and optimise service delivery. 4. POSITION OBJECTIVES The major objectives to be achieved by the Asset Management System Administrator are to; Lead the preparation and administration of the City Greening and Leisure Asset Management Plan and reporting as part of the corporate asset management plan in collaboration with managers to inform ongoing service delivery, upgrade and asset management requirements and decisions. Ensure that the components and outputs of CAMS reflect the directions set in Sustainable Sydney 2030 and contribute to other strategic asset management documents. Title: Date: Page 1

2 Develop, implement and maintain technical standards, procedures and guidelines to enable a consistent approach to City Greening and Leisure asset management, accurate asset data capture and reporting, accessible to all stakeholders and integrated with corporate procedures. Champion, administer, configure and manage CAMS and GIS; ensuring system and data integrity and currency both in the system structure and the data within it in relation to City Greening and Leisure Assets. Provide management and oversight of a small team to deliver parks based auditing programs and asset data capture within the City Greening and Leisure unit. Manage parks and public open space based auditing programs, generate work and inspection routes, and ensure accuracy of asset data within the City Greening and Leisure unit. Be held accountable for working conditions under the control of the position and for detecting any unsafe or unhealthy conditions or behaviour and to take immediate steps to investigate and rectify any risks to health, safety and welfare arising from any activity. 5. POSITION ACCOUNTABILITIES Embed asset management practices, implement lifecycle methodology and facilitate the provision of long term maintenance, renewal and replacement models for assets to ensure sustainable management. Ensure accurate and valid asset data is available to inform decision making processes leading to improvements in service delivery and environmental outcomes. Review business units operations and business process in relation to CAMS and asset management, analysing needs and implementing improvements to embed an asset management culture with sustainable, asset management outcomes. Develop the City s asset systems and assist the needs of operational areas in works record keeping and managing cyclical and programmed maintenance and renewal of parks and open space assets. Provide technical reports for data analysis related to asset management activities for the City Greening and Leisure management team to quantify change applicable to corporate business targets. Provide regular and ad hoc reports to users detailing asset lifecycle information to set directions for the creation, acquisition, maintenance, operation, replacement or disposal of assets. Assist the Finance Unit to update, analyse and report on financial asset information and the completion of annual financial reports to meet the requirements of the Department of Local Government. Oversee the successful implementation of CAMS in the City Greening and Leisure unit. Improve the quality of data and information contained in CAMS to enable better asset based decisions. Undertake CAMS and GIS administration including data validation and integrity, trouble shooting, user and security settings, system configuration, customisation and enhancements. Title: Date: Page 2

3 Effectively maintain system modules and data to ensure that accurate, current, consistent and effective system is available throughout the organisation. Ensure the interfaces between CAMS and the core corporate applications are maintained and active. Embed the relationship between CAMS and the corporate GIS. Ensure that the spatial component of the asset data within the GIS is accurate and current. Perform data collection/manipulation tasks to update data within the system including revaluations. Create and maintain dashboards, reports, and system routes, allowing for batch operations and inspection programs for work groups. Develop enhancements relating to web and handheld technology for data collection, display and linkage to CAMS. Liaise with the business units on a regular basis to determine asset management and system needs, analyse those needs and develop work flows and implement changes to meet the needs. In conjunction with the Corporate Asset System Administrator, scope and implement new system configurations for emerging areas Ensure, in conjunction with the Corporate Asset System Administrator, the integration of CAMS with the corporate databases and that the system is accessible, available and reliable. Ensure effective mentoring and training of system users to obtain the maximum benefit to the organisation. Provide detailed technical support for CAMS users in relation to the operation of the system. Assist in the identification and resolution of change management issues resulting from the ongoing corporate asset system implementation and support. Demonstrate high level written and verbal communication skills to effectively deliver business requirements and to meet reporting requirements. Ensure asset management is integrated in operations, through the development of collaborative relationships with all stakeholders. Provide quality customer service to internal staff, the asset system vendor and other stakeholders to ensure customer needs are met in a timely manner. Undertake other tasks, responsibilities or duties as required by unit or team managers. Keep abreast of trends in Asset Management techniques and technology. Comply with and keep abreast of any relevant legislation applicable to the performance of the duties of this position. Adhere to all relevant Council policies and procedures. The City is committed to building a high performing culture built on the values of: Innovation, Integrity, Courage, Collaboration, Quality and Respect. This will require the position holder to: Provide quality leadership of a small team on a day to day basis in accordance with the organisation s policies and procedures under the management and capability framework. Title: Date: Page 3

4 Empower employees to take responsibility for their jobs and goals, encouraging innovation. Delegate responsibility and expect accountability and regular feedback. Promote a spirit of collaboration, quality and integrity among team members that allows for productive debating of ideas. Coordinate workflow of staff and report project progress to the Parks Assets and Services Manager in relation to agreed milestones and Key Performance Indicators (KPIs). Monitor and manage staff performance to ensure that all are performing in accordance with established and agreed responsibilities. Expeditiously manage any conflict using the City s systems and approaches. 6. LEADERSHIP AND MANAGEMENT CAPABILITIES Operates Strategically Ensures the team understands the strategy and in collaboration with team members sets performance objectives that show how each staff member contributes to the strategy. Develops People and Culture Provides each staff member with guidance, development opportunities and feedback that drives high performance and reinforces our values. Drives Results Establishes SMART goals for the team and individuals. Clarifies responsibilities and builds ownership by regularly monitoring team and individual progress. Sets high standards for operating ethically and efficiently and takes early corrective action when required. Displays Awareness of Self and Others Keeps control of own emotions and seeks to understand others before responding. Demonstrates genuine empathy. Adapts well to change and stays calm under pressure. Cultivates Productive Relationships Earns trust by being authentic. Demonstrates respect for each colleague, partner and or stakeholder by recognising the benefits of diverse ideas and approaches. Manages Effectively Finance and resource management; Procurement and Contract Management; Risk Management and Compliance; Technology and Information Management; Project Management. 7. WORK, HEALTH & SAFETY RESPONSIBILITIES Supervisors/Team Leaders are responsible for the health and safety of all persons under their direction. As such they are responsible for assisting their managers in implementing the WHS Policy and Safety Management System (SMS) by: Title: Date: Page 4

5 Inducting all new and transferred workers Implementing risk management activities Stopping work in circumstances that are deemed an immediate risk to health and safety until a satisfactory solution is agreed/implemented Actively promoting consultation, WHS training and access to information to ensure safe work procedures are understood and followed Managing, implementing and advising workers when changes have been made in the workplace (i.e. systems of work, risk assessments) Reporting hazards and any work-related injuries/illness as soon as practicable; taking reasonable care; and taking immediate steps to investigate and rectify any risk to health, safety and welfare. A full list of WHS responsibilities and accountabilities are available within the City s SMS document; Responsibility, Authority and Accountability (RAA) Matrix. 8. AUTHORITY TO ACT A significant degree of autonomy, initiative and decision making will be required in undertaking work tasks, advising and liaising with business units and external bodies and in day to day operations, particularly in system development, system maintenance, data management and analysis and user training. The incumbent has the authority to take any reasonable steps to ensure that the smooth flow of operations is maintained providing the actions are consistent with the responsibilities of the position and subject to any limitations, corporate policies, procedures or safe work method statements. All personnel have the power to stop work in circumstances that are deemed an immediate risk to health and safety until a satisfactory resolution is agreed / implemented. Such circumstances may include life threatening situations or those that could result in loss of limb or other significant lost time injury. 9. SELECTION CRITERIA Essential Criteria Tertiary qualifications in a relevant discipline or equivalent industry experience A strong understanding of the principles of effective asset management and the systems to enable it Demonstrated experience in Relational Database Management Systems (RMDS) and Geographic Information Systems High level analytical and problem solving skills Title: Date: Page 5

6 Demonstrated ability to take the initiative in assigned tasks and meet deadlines without supervision Highly developed oral and written communication skills, interpersonal and negotiation skills High level customer service skills High level technical skills in database management and data analysis and Microsoft Applications (Windows, Excel, Access and other programs used by Council). Demonstrate a commitment to Equal Employment Opportunity, Work, Health and Safety and Cultural Diversity principles. Desirable Criteria Experience in Open Space, horticultural, or facility/utility based Asset Management and Local Government processes that apply to these assets. Training in GIS/IT systems administration, with knowledge and/or experience with Pitney Bowes Confirm asset management system. Ability to write and apply Structured Query Language (SQL) within databases Completed or willing to complete Certificate IV in Training and Assessment Experience in IT related project management Experience with Council databases and systems Holder of NSW Drivers Licence Completed or willing to complete Certificate IV in Frontline Management or equivalent (only for team leaders/supervisors) Title: Date: Page 6

7 RECEIPT OF POSITION DESCRIPTION I acknowledge that I have received a copy of my position description. Please return the signed copy to Employee Relations, Level 5, Town Hall House and retain a copy for your records. Once returned this signed position description shall be placed on your personnel file.. Position Holder (please print) Title: Date: Page 7