Facility Manager. Role Description. Detailed description of Facility Manager. Bring It To Colombo Trustees

Transcription

1 Facility Manager Role Description Role Title Reports to Facility Manager Bring It To Colombo Trustees Detailed description of Facility Manager Purpose of the Role: The Facility Manager will be responsible for managing recreational facilities and providing a service delivery function for the Bring It To Colombo Trust. The Facility Manager will ensure efficient, effective and proactive operational, business and financial management of recreational facilities and the delivery of a range of high quality recreation and leisure services. To design and develop solutions utilising the Colombo Road facilities. The solutions are about meeting customer and community needs, driving utilisation of recreation facilities and increasing participation in formal and informal recreation. Position Expectations: The Facility Manager is responsible for overseeing the day-to-day management of the business and giving direction and leadership towards the achievement of the commercial, strategic and operational objectives set by the Board. This is a hands-on position encompassing finance management (including securing funding through applications and attracting sponsorship), business operations and creating a platform for the future of the business (including the refinement of policies and the development and implementation of the strategic plan, business plan, financial plan and risk management plan). To be considered for this role you will need to be a dynamic and inspiring leader with the ability to engage and develop positive relationships with Board members, staff, volunteers, the netball community, funders and other key stakeholders. A strong ability to think strategically and innovatively will be required, as well as a strong financial and commercial acumen. The Association is looking forward to engaging with a skilled Manager who can: Understand financial management & planning Can budget independently and report accurately Can build sponsorship and funding opportunities Can manage staff contracts & employment areas and Manage the relationships with all stakeholders in a positive and constructive manner. Key Relationships: Internal Netball Wairarapa Netball Central Netball New Zealand External Sponsors Media The public

2 Masterton District Council Bring it To Colombo Trust All volunteers Associations, interest groups, trusts, funding agencies, strategic partners and community organisations Commercial service providers, consultants and suppliers Local and central government agencies and bodies Iwi OFFICE LOCATION Colombo Road, Masterton, Wairarapa HOURS This is a full time position but due to the nature of the sport, a normal working week during the season will be Tuesday to Saturday with out of season hours being Monday to Friday. Additional hours will be required at various times to attend Board meetings, Operational meetings, representing the Facility at Netball Wairarapa meetings, Netball New Zealand meetings, and visiting stakeholders, other clubs and codes, and attending events. It is acknowledged this is a new position and flexibility will be required until facility operation and utilisation is understood. REMUNERATION Starting $55,000, this will be in discussion with the successful candidate depending on skill and experience. WEBSITE TIMELINES The successful candidate would be expected to commence duties as soon as possible following appointment, mindful of notice periods required. This is a fixed term, 2 year appointment. Key Responsibilities To achieve this you will need to: As a result we will see: Facility operational planning Ongoing planning, development and improvement of facilities, including customer service, programme and service delivery, health and safety. Develop annual work plans which include health & safety and equipment maintenance plans with clear accountabilities described. Development of business plans for facilities Development of work plans for specific teams Facility management Optimise the potential for the facilities to meet the Trust goals, with a focus on participation, revenue generation, cost effectiveness, customer satisfaction, and quality of service and programme development. Operate facilities and programmes to ensure success, and in accordance with agreed levels of service and business plans. Quality programmes running on time, to specifications, within budget Well maintained facility and equipment April Draft Facility Manager 2

3 Recreation programme innovation and development Services delivery Asset management Training and development and Health and Safety Management of the asset and deliver efficient, environmentally considerate facility asset operations. Work with community and stakeholders such as Sport Wellington Wairarapa to develop and implement new recreation programmes, activities and practices Meet specified service levels for the delivery of facility services. Ensure that all legal, corporate and industry standards for facility operation are adhered to. Ensure contracts or other agreements with respect to the delivery of facility outputs are managed effectively. Provide and develop quality systems for operational activities. Ensure operational protocols, procedures, quality systems and standards are developed and monitored and that a climate of continuous improvement is embedded in the way the facility is managed. Work with Masterton District Council to develop an asset management planning of the facility. Implement the recreation facilities asset management plans Ensure facilities assets are maintained and developed. This includes the utilisation, management and development of replacement programs for equipment in line with industry practices. Deliver objectives associated with asset management plans Working with Bring it To Colombo, to implement the health and safety and training frameworks. Identify training needs and co-ordinate the delivery of in-house training requirements. Maintain personal levels of competence sufficient to lead and carry out emergency response to customers as required. Development of programmes, activities and practices that meet customer and community needs, build on the facility identity and raise community awareness. Service delivery of programmes, activities and practices that increase utilisation and participation. Accountable for meeting agreed levels of service targets and enhancing service standards and targets where possible. Providing quality customer service; adopting a welcoming, helpful, caring, considerate and courteous manner at all times to all customers Regulations and standards are met Contracts or other agreements with respect to the management of the facility and any other delegated outputs are managed effectively. Asset management plans are developed and objectives met for facilities assets. Assets managed in accordance with industry and Council standards. Implementation and delivery of effective training and health and safety that meets the needs of facilities and keeps customers and staff safe. April Draft Facility Manager 3

4 Relationship management Financial management Risk management and compliance Develop and manage a highly effective team (could be volunteers). Establish, manage and maintain effective and co-operative relationships with all internal and external stakeholders in conjunction with the customer function. Provide expert advice and support to stakeholders and accurate and timely policy advice to BITC Trust, MDC or Sport Wellington Wairarapa. Ensure customer service systems respond quickly and effectively to customer requests and queries. Develop, set and manage facility income streams and budget, facility OPEX and CAPEX budgets Ensure that the facility and staff meet the provisions of relevant legislation and industry standards are complied with. identify, assess and monitor existing, new and emerging risks appropriately communicate and escalate risks, treatment plans, issues and events ensure all risks associated with all activities and projects are managed in accordance with the level of risk description, and that appropriate controls and mitigations are in place. Show leadership in supporting the team to achieve the organisation s vision and objectives. Build and enhance the capability of the team. Create and maintain a culture of high performance where personal development is valued. Maintain high levels of staff motivation and teamwork with a focus on service standards, value for money, and continuous improvement. Key relationships maintained both internally and externally with stakeholders and users. Ensure budget targets and dates, approvals, expenditures, reports, and variances are set and met. Adherence to policy on costing and rate parameters, business operating principles and financial management, purchasing, and accounts policies, procedures and reporting. Continually review ways of lowering the cost of services. Implementation of the risk management framework for Bring It To Colombo Trust Meet all legislative and industry standards and requirements. Staff who feel valued and have a good understanding of how their role is aligned with the organisation s strategic objectives. Targeted personal accountability and development plans in place for all staff that are supported with regular reviews. Satisfied internal and external customers who view the team as professional, customer focussed and high performing. April Draft Facility Manager 4

5 Leadership - you will be expected to demonstrate leadership in line with the preferred culture for the Bring It To Colombo Trust. Health and safety you will provide visible leadership in health and safety systems and practices to assist in the achieving of the value of aspire to zero harm. Demonstrate leadership behaviours in all that you do, including inspiration; vision; courage and integrity. Operate from a shared values base and positively role model and demonstrate behaviours and management practices consistent with those values. Identify issues or risks to achieving business objectives and develop and implement mitigation strategies. Be accountable for ensuring health and safety systems and practices are adhered to consistently and with the mandate and function of your role ensure compliance with legal requirements and the empowering of all individuals to consistently work safely. Ensure you have current knowledge of health and safety matters. Understand the hazards and risks associated with the operations of the facility. Take responsibility for a work environment where hazards and risks can be openly raised, discussed and addressed. Celebrate and reward health and safety successes; challenge attitudes and behaviours that don t support workplace safety. A high performing motivated team that has a sense of purpose and direction and works collaboratively across the organisation. A team culture, supported by processes and practice, that views health and safety as a critical element of business as usual. A motivated and engaged team that continually aspire to excellence in health and safety systems and practices. April Draft Facility Manager 5

6 JOB REQUIREMENTS Facility Manager Qualifications: A relevant tertiary qualification in recreation sports management, preferably also with a business / management background First aid qualification Driver s Licence Competent use of MS Office and other computers systems Experience: Strong demonstrable knowledge of and experience in: Commercial business management and/or Not for Profit and/or Sports Management Sector Management of operational recreation and leisure services Experienced in delivering business and asset management planning Experience in financial management, budget, business analysis, planning and implementation with appropriate reporting skills and knowledge. General Knowledge/Experience Staff / people management knowledge & experience Strategic planning & operational delivery excellence Marketing, promotion and brand value delivery Sponsorship development and funding proposals exposure Facilitation and negotiation skills Awareness of Local Government & key Community Funders systems and processes. Job related competencies: Role specific competencies required for the job Predicting Analysing available information to assess the most likely long term result of a range of options. Supplements available information with experience and judgment to ensure predictions are as accurate as possible. Negotiating Reaching a consensus view without damaging relationships and with minimal noise. Pushing as hard as possible so both parties agree they have achieved a win-win outcome. Prioritising Making decisions in the context of the contribution to Trust outcomes given the level of investment required. Prudent Taking a cautious and considered approach towards investment and expenditure. Articulate Coherently and succinctly communicate the essence of the story adapted for our community, key organisations critical to the success of the area, and the general public. Persuasive Understanding the audience so we can relate to their perspective and tell a reasoned and compelling story to align others to our point of view. Diplomatic Sensitive to the political environment, knowing when to keep pushing and when to tactfully retract to achieve an optimal outcome. Solution focussed Thinking beyond constraints and focusing on what is possible to ensure proposals are results oriented and practical. Foresight Intuitively processing facts about the environment into the most likely scenarios, so we can proactively make decisions about how to respond and anticipate the impact of our actions. Challenging Leading the conversation to constantly question the status quo and think of innovative new ways to deliver on customer expectations. Collaborative Bringing like-minded stakeholders who are responsible for a similar range of functions to ensure that the facility and community benefits from a cross-organisational approach to problem solving. Trusting Delegating the responsibility and authority for functions to team members which could be volunteers, then giving them the freedom and autonomy required to achieve the desired outcomes. Encourages a steady flow of two-way communication vertically and horizontally within the organisation so informed decisions can be made at the right level. April Draft Facility Manager 6

7 Leadership competencies: Core competencies define the level of ability required to be a leader Operational Ability With a focus on value for our community you will get things done and eliminate roadblocks. You will create strong teams of empowered people who understand organisational processes and always look for opportunities for improvement. You will be motivated to demonstrate energy and drive for yourself and others to achieve results. Energy & Drive - You will be motivated to demonstrate energy and drive for yourself and others to achieve results. Professionalism You will promote and behaving in ways that support the culture and values of the Trust. You learn from mistakes and strive for personal development. Politically Astute To be effective you will understand the political context in which the Trust operates and be sensitive to political processes. Customer Service You will provide customer services accepting the customers problem is our problem Biculturalism and Diversity Acts in ways that promote an environment of biculturalism, diversity and inclusion in the workplace. Delegated authorities: Disclaimer The responsibilities above are intended to describe the general nature and level of work required by the incumbent to achieve the expected outcomes for the job. From time to time, the incumbent may be required to perform duties outside of these responsibilities as required. April Draft Facility Manager 7