Facilities and Fleet Coordinator. Support Services N/A. 6 months from date of appointment. Full Time. Executive Manager People and Quality

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1 Position Description Facilities and Fleet Coordinator Branch/Program Award Reports to Supervisory responsibilities Probationary period Support Services Social, Community, Home Care and Disability Services Award (SCHADS) Level depending on qualifications, skills and experience. Chief Financial Officer N/A Duration Fixed Term until 30/6/19 Hours Based at 6 months from date of appointment Full Time Position description created June 2018 Approved by Review date June 2019 Lismore with travel to various locations across NSW required Executive Manager People and Quality About Social Futures Social Futures works to achieve social justice for regional Australians by supporting individuals, families and communities to take control and live well. We work to create positive change in people s lives and connected, resilient communities. We envisage inclusive communities that support social and economic participation, in which everyone reaches their potential and has access to affordable housing. Our programs and services provide support on housing and homelessness, youth and family services, inclusion and participation for people living with disability and the development of the community sector. Including our work with partners, Social Futures currently serves more than 80% of regional New South Wales. We welcome applicants from all walks of life to our diverse and inclusive workplace. Social Futures is proud to be a White Ribbon accredited workplace and is committed to ensuring we have a safe and respectful workplace for all. We acknowledge that all people can be victims of violence and that all violence is unacceptable. The White Ribbon Committee is focused on addressing men s violence towards women because of the underlying power inequality and sexism that sustains genderbased violence and the disproportionately high prevalence of this type of violence in the community. Purpose of the Position The Facilities and Fleet Coordinator is responsible for Social Futures fleet, office equipment and physical space. It provides high level support to management and staff ensuring safe, adequate, efficient physical office space and supportive infrastructure for Social Futures. This will also include related policies, procedures, systems and issues. The Facilities and Fleet Coordinator will ensure excellent working conditions for staff and plan for growth and change. Page 1 of 5

2 Mandatory Requirements Current National Police Check Current NSW Working with Children Check Current NSW Drivers Licence Essential Selection Criteria Essential Selection Criteria 1. Business degree or similar 2. Experience in managing office accommodation or staff work environments 3. Excellent communication, interpersonal and negotiation skills, with the ability to communicate sensitively and effectively with all people 4. Strong computer literacy skills with the capacity to work with asset management systems, project management tools / software and the Microsoft Office Suite 5. Proven ability to work autonomously and as part of team and to enhance positive workplace culture 6. Ability to organise, multitask, prioritize and work under pressure 7. Experience in maintaining and tracking usage of resources including fleet assets Desirable Selection Criteria 1. Experience in preparing leasing documentation 2. Experience in managing leased equipment and related contracts Key Responsibilities and Duties Key Responsibilities Establish new office accommodation Maintain Existing Office Space and Facilities Anticipate organisational requirements in line with growth or changes Source appropriate space that effectively responds to accessibility and other service or program requirements Work within budgets Develop and design working spaces with an atmosphere conducive to the work of Social futures Ensure adequate geographical coverage /access to sites for program participants Identify opportunities for sub leasing arrangements Develop and implement fit-out project plans Ensure compliance with Health and Safety Regulations Facilitate excellent communication and change management techniques in relation to new offices Negotiate lease terms Liaise with the internal ICT Team for all ICT infrastructure requirements Plan, prioritise and schedule project workloads to ensure deadlines are met Ensure all offices are utilised to their full potential Develop innovate working strategies that ensure best use of Social Futures physical space and financial resources Respond to staff and managers requests for repairs, maintenance and equipment Facilitate building works and modifications Page 2 of 5

3 Key Responsibilities Support Quality Management Systems Fleet Maintenance & Management Test building, security, and continuity plans routinely Ensure excellent working relationships and ongoing liaison with Office Coordinators Assist staff to transition between offices Facilitate agile working arrangements Ensure adequate equipment for staff to fulfil the requirements of their position Keep up to date and accurate records in relation to office accommodation, maintenance and equipment including all leases Build and maintain excellent working relationships with landlords and other contractors Undertaking intermittent travel within NSW to meet role requirements Undertake site audits and follow up on any corrective actions or improvements required Demonstrate commitment to and promotion of a culture of service excellence and continual improvement Engage with quality improvement initiatives including policy and procedure review and development Actively engage in workplace safety and incident and hazard reporting requirements including management and follow up Take primary responsibility for the coordination of maintenance of the Social Futures owned and leased fleet vehicles Monitor usage and provide reports to demonstrate economic use and compliance with Social Futures policies relating to fleet usage Provide details relating to private usage for FBT purposes Negotiate purchase, repair, trade-in and lease return for all vehicles Work with CFO to review and revise procedures and practices to ensure Social Futures operates a safe and efficient fleet Maintain internal and external relationships and contribute positively to the organisation s culture Maintain good working relationship with program managers, external parties, delivery partners and subcontractors. Deal courteously and respectfully with participants, representatives from other organisations and members of the public Work proactively to resolve any complaints, concerns or conflict in a positive manner. Be an active and contributing team member modelling the values of the role and organisation Implement the Social Futures Reconciliation Action Plan actions especially as it relates to physical spaces Attend relevant meetings including: team meetings, supervision and performance reviews Regularly seek, respond to, and be open to learn from feedback and suggestions for improvement, including participating in training and development opportunities Work proactively to resolve complaints, grievances, concerns or conflict in a positive manner Foster a culture of child safety and actively contribute to child safe workplaces Be flexible and able to work in various areas of the organisation, using knowledge and skills across the organisation where needed and required Participate in promoting the organisation based on the values, principles and ethics of the organisation Comply with organisational policy and procedure Participate in internal and external training relevant to the role. Page 3 of 5

4 Key Responsibilities Foster an environment of quality and continuous improvement Regularly seek and respond to feedback and suggestions for improvement from the Management Team, Board, staff and external stakeholders on operational systems and processes Report on quality activities Competencies, Skills and Attributes Technical 1. Tertiary qualifications in relevant discipline 2. Experience in data and information management, analysis, reporting and presentation 3. Highly proficient in the use of Excel and data analysis systems 4. High level of computer literacy required 5. Ability to develop reporting tools and systems Experience and Knowledge 6. Deep understanding of Workplace Health and Safety legislation in relation to the office environment 7. Previous experience working in a Facilities role or similar 8. Demonstrated strong level IT skills including familiarity with Microsoft Office products and task or job tracking system 9. Excellent listening and oral communication skills, including the ability to converse effectively with a diverse range of people 10. Excellent written communication skills 11. Previous experience working within a high volume, fast paced environment 12. Demonstrated capacity to negotiate effectively to identify and resolve issues, conflicts and disputes Attributes and Values 13. Enthusiastic, dynamic, self-motivated, proactive and responsive 14. Highly professional and articulate with excellent interpersonal skills 15. High level attention to detail, committed to quality outcomes 16. Capacity to manage multiple priorities and projects 17. Engages in reflective practice with a view to improve performance 18. Demonstrates behaviours that treat others with respect, care and compassion 19. Team oriented attitude to achieving results 20. Solution focused approach to problems and ability to think outside the box 21. Self-motivated and action oriented Exercises initiative and the ability to learn from others in the organisation and share knowledge and learnings Proven history of following up commitments with action, ability to shift priorities, and work to deadlines Positive, contemporary attitude towards diversity, including Aboriginal and CALD communities and people living with disability. Page 4 of 5

5 Compliance 25. Understands and complies with company Code of Conduct, policies and procedures Willingness and desire to comply with workplace health and safety policy and procedure to ensure safety of self and others. Follows guidelines, policies and procedures when committing financial resources or processing financial transactions. 28. Understanding of legislation, regulations and best practice standards relevant to sector and service delivery requirements. 29. Maintains appropriate boundaries in all interactions with children, young people, families and staff according to Social Futures policies and procedures. Inherent Requirements of the Work Activities/Environment The following table identifies the physical and psychological work environment characteristics that are inherent requirements of the role. Where possible NRSDC will make reasonable adjustments to enable individuals with disabilities to perform the essential functions of their roles. Element Key Activity Frequency Manage demanding and changing workloads and competing priorities Work in a team environment Work in different geographic locations Regularly Work Environment Be exposed to all outdoor weather conditions Rare Work office hours with the possibility of extended hours Regularly Work in an open plan office Work in buildings which may have multiple stories Reasonably high levels of mobile phone use Sit at a computer or in meetings for extended periods Liaise with our staff People Contact Liaise with government, non-government, businesses, and other community organisations Regularly Liaise with clients/customers Undertake intensive administrative tasks, which include computer work, report writing, participating in meetings Administrative Tasks and concentrating for long periods of time Use technology including photocopier, telephones including mobiles, fax, overhead projectors, televisions, videos, electronic whiteboards Transport Drive vehicles possibly over long distances and in all traffic and weather conditions Occasional Use public transport including trains, buses, trams and taxis Occasional Page 5 of 5