Leased Property Manager

Transcription

1 Date: October 2018 Job Title : Leased Property Manager Department : Finance and Corporate Services Location : Waitemata District Health Board Reporting To : Deputy CFO Direct Reports : Assistant Property Manager Functional Relationships with : Internal Chief Financial Officer Deputy Chief Financial Officer Finance Team General Managers Project Managers Other relevant teams in support functions (Human Resources, Property & Facility Management, Information Services ) Eternal Commercial Real Estate Agents Contractors and Suppliers Landlords and tenants Auditors Solicitors and Registered Valuers Project Quantity Surveyors Purpose To establish structure and management of the Waitemata DHB leased property portfolio. To identify and drive cost optimisation opportunities in the portfolio and support services with an advisory role on property matters as they relate to Waitemata DHB providing health care for the community Property Management Establish and undertake effective communication with all service users in relation to the effective and efficient management of the leased property portfolio. Administer the Waitemata DHB property portfolio in a cost-effective and professional manner. Advise the Deputy CFO and General Manager Facilities and Development on propertyrelated matters and strategic planning issues related to property management and accommodation space planning. Maintain and manage a computer based property management system for Waitemata DHB to hold accurate and timely information and provide detailed reports on request for all matters in relation to the management of the property portfolio. Ensure timely and accurate records of legal documentation relating to the property portfolio including the safety of original contract documentation. Waitemata District Health Board -JOB DESCRIPTION - Page 1

2 Financial & Administration Other Duties Manage the team Manage all the leased premises, ensuring that valuations, lease negotiations, renewals and rent reviews are carried out within the time frames provided in lease documentation and in the best interests of Waitemata DHB. Consult with the appointed legal advisors from time to time on a range of property issues. Avoid any action that would commit Waitemata DHB to significant financial or legal obligation. Build and maintain ecellent professional relationships with landlords and tenants. Act in a responsive and consultative manner with all client groups. Provide advice and support to Waitemata DHB managers for all leased premises. Be fiscally aware of Total Occupancy Costs across the Region for Health Care Facilities and relate this information to the Total Occupancy Costs associated with Waitemata DHB. Be aware of market trends in the Property Industry as they relate to this Health District and Health Region. Ensure that premises leased or licensed by Waitemata DHB achieve maimum returns. Undertake facility related space planning and display an understanding of planning processes to ensure space planning meets the organizational strategy along with meeting the needs of the service user. Demonstrate ability to process, manage and co-ordinate approved change requests in the accommodation planning process. Consider urban planning issues affecting the Waitemata DHB Property Portfolio, and consult with planning consultants where necessary. Ensure relevant teams, including Facilities and Development teams are consulted with during all phases of accommodation planning. When requested, supervise and manage contractors and contracts to provide services that are cost effective. Manage contracting personnel in accordance with Waitemata DHB policies and procedures. Ensure relevant service users along with Facilities and Development teams and consulted adequately on contractor impact issues. Prepare written reports, business cases and property reports as required. Provide relevant financial information to assist with budget planning and forecasts. Approve contractor & consultant invoices related to leased property portfolio Conduct monthly site inspections and tours (as required). Attend project and site meetings as required. Provide technical information to consultants and contractors. Perform all requested tasks as agreed with the Deputy CFO WDHB that impact on the performance of this role. Manage staff performance and complete regular performance reviews as required. Waitemata District Health Board -JOB DESCRIPTION - Page 2

3 Statutory & Treaty of Waitangi obligations Individual responsibility for workplace Health & Safety under the Health and Safety at Work Act 2015 Ensures the professional and political integrity of WDHB by carrying out all functions in compliance of the Treaty of Waitangi and by demonstrating a serious commitment to keeping the treaty alive. Shows sensitivity to cultural compleity in the workforce and patient population. Contribute to a safe and healthy workplace at WDHB: Follow, implement, monitor & ensure compliance with all H&S policies & processes. Timely escalation of issues to Risk Register as required. Plan, organise & manage H&S activities directed at preventing harm & promoting wellbeing in the workplace. Ensure a safe working environment & safe working practices through the Safe Way of Working H&S system. Early and accurate reporting of incidents at work and raising issues of concern when identified. PERSON SPECIFICATION Qualification Eperience Tertiary qualification, Bachelor s Degree, or equivalent, in property management or similar business degree. Post graduate qualification is an advantage Demonstrate sound negotiating skills including the concept of fair and reasonable. Prepare and control of annual budgets for the management of properties or space planning requirements. Maintain accurate records and all forms of documentation. Ability to understand and interpret plans and drawings. Project eperience in a large organisation. Government or other Public Service eperience. Technical Skills Basic Middle Epert Eperience in Oracle Project Accounting. Ability to understand and interpret plans and drawings. Performance management (analysis & optimisation). Risk management Data analysis tools (Ecel) Property tool Vision Process improvement Waitemata District Health Board -JOB DESCRIPTION - Page 3

4 Project management Soft Skills Basic Middle Epert Customer focus Looking into and eeeding customer needs. Innovative The ability to transform current models, concepts and technologies to innovative applications that creates value. Strategic Commercially aware The ability to understand and deliver the vision and continuously adjusts to take the most efficient path to achieve the vision. The ability to understand the current commercial property market and how this impacts WDHB leased property portfolio. Analytical Ability to turn data into intelligence, identify the hidden opportunities, risks and issues and find alternative solutions to a problem and substantiate. Influence & Negotiate Ability to persuade or convince others to support an idea, agenda or direction. Interpersonal savvy Drive results Having a range of interpersonal skills and approaches and knowing when to use what with whom Enthusiasms and desire to deliver results and eceed objectives. Resourceful & resilient Continues to perform effectively when faced with time pressures, adversity, disappointment, or opposition. Leadership Self knowledge & developement Creates an inspiring vision of the future. Motivates people to engage with that vision. Takes responsibility and create the environment for people to thrive and deliver the vision. Knowledge and understanding of one's own capabilities, character and motivations, and the desire to continuously develop. Integrity, ethic & values The personal commitment an individual makes to eecuting a specific task. Waitemata District Health Board -JOB DESCRIPTION - Page 4

5 Our Purpose, Values and Standards At the heart of Waitemata DHB is our promise of best care for everyone. This promise statement is the articulation of our three-fold purpose to: 1. promote wellness, 2. prevent, cure and ameliorate ill health and 3. relieve the suffering of those entrusted to our care. At the heart of our values is the need for all of us to reflect on the intrinsic dignity of every single person that enters our care. It is a privilege to be able to care for patients, whānau and our community, a privilege that is sometimes overlooked in our day to day work. Our standards and behaviours serve as a reminder to us all about how we are with our patients and with each other. Waitemata District Health Board -JOB DESCRIPTION - Page 5