Role Description Building & Facilities Coordinator

Transcription

1 Role Description Building & Facilities Coordinator Cluster Agency Division/Branch/Unit Location Department of Planning & Environment Sydney Living Museums Classification/Grade/Band Clerk Grade 7/8 Kind of Employment Curatorial & Public Engagement Division/House Museums Portfolio Various locations within the House Museums Portfolio/Based at Vaucluse House and Rouse Hill House & Farm Ongoing ANZSCO Code Role Number HMP004 PCAT Code Date of Approval 26 February 2015 Agency Website Agency overview Historic Houses Trust of NSW (HHT), incorporating Sydney Living Museums (SLM), is a statutory authority of, and principally funded by, the NSW Government. The Historic Houses Trust is one of a number of agencies administered through the Office of Environment and Heritage (OEH), reporting to the Minister for Heritage. OEH regulates industry, protects and conserves the NSW environment, manages over 850 national parks and reserves and protects the natural, cultural and built heritage in NSW. SLM provides custodial care for significant historic places, buildings, collections and landscapes with integrity, and enables people to enjoy and learn about them. SLM was established under the Historic Houses Act 1980 to manage, conserve and interpret the properties vested in it for the education and enjoyment of the public. SLM s portfolio includes houses, museums, landscapes, a library and collections of paintings, furniture and objects. SLM is managed through four Divisions Heritage & Collections, Curatorial & Public Engagement, Commercial & Marketing Services and Operations & Governance. SLM cares for 11 of the State's most important historic houses, museums and their collections: Elizabeth Bay House, Elizabeth Farm, Hyde Park Barracks Museum, Justice & Police Museum, Meroogal, Museum of Sydney, Rose Seidler House, Rouse Hill House & Farm, Susannah Place Museum, The Mint and Vaucluse House. All are listed in the NSW State Heritage Register. The Museum of Sydney and the Hyde Park Barracks are on the National Heritage list, with Hyde Park Barracks also on the UNESCO World Heritage List. SLM s portfolio assets are valued at more than $244 million including buildings, land and museum collections. It also maintains 38 hectares of land including public spaces, farmland and gardens, as well as infrastructure such as roads, farm dams, 8 kilometres of fences and gates. The agency collects, catalogues and conserves material relating to core themes of domestic material culture, the history of art, architecture and design, and aspects of Sydney s social history related to its sites. The collections held at museums are valued at more than $29 million and comprise 250,000 archaeological artefacts, more than 47,500 objects, more than 130,000 glass-plate negatives, a library collection and a growing digital collection all of cultural significance to the history of NSW. 1

2 The Curatorial & Public Engagement Division includes the Curatorial & Exhibitions, Programs, Education, Volunteering, Web and Screen Media Teams. The Division produces exhibitions at SLM's museums, interprets the properties, presents stories from the collections, runs educational and public programs, and manages publications, web and social media platforms to engage over 1 million visitors annually onsite and online. The Division also includes the City Portfolio (comprised of the Justice & Police Museum, Museum of Sydney and Susannah Place Museum), and the House Museums Portfolio (comprising Elizabeth Bay House, Elizabeth Farm, Meroogal, Rose Seidler House, Rouse House & Farm and Vaucluse House). Primary purpose of the role The Building & Facilities Coordinator manages the planning, prioritisation and implementation of building and general maintenance across the House Museums Portfolio, ensuring that building standards, specifications, heritage requirements and workplace health and safety standards are met at each site. The role involves significant liaison with the Heritage & Collections Division regarding construction techniques, materials and conservation methods, and with Portfolio staff to plan and schedule maintenance or capital works with minimal impact on normal ongoing operations. Key accountabilities Plan, prioritise and schedule both programmed maintenance and reactive requirements, while ensuring heritage values are protected in accordance with SLM s policies and procedures. Provide expert advice and recommendations to the Head of House Museums Portfolio, Curators and Building & Facilities Officers to contribute to the TAMS, Capital Works bids and the SLM action planning process in relation to all building maintenance and servicing issues. Participate in the ongoing development of strategic asset management and maintenance plans for SLM to enable the development of capital and recurrent funding bids. Ensure that site maintenance and buildings works are managed professionally and that all works are in keeping with the Conversation Management plans, including supervision of the work of contractors. Manage and maintain key registers, access systems, corresponding authorisation documentation and provide and remove access to restricted areas to ensure the security of Portfolio sites and safety of staff and visitors. Provide leadership and technical guidance, as a member of the Portfolio management team, to the overall leadership of the team, and setting performance expectations for staff to ensure alignment with Portfolio, Curatorial & Public Engagement Division's and SLM's overall objectives and targets. Provide high quality analysis, reports and interpretations to inform strategic and operational decision making around planned and reactive maintenance and the operation of facilities and systems at the House Museums Portfolio sites. Record data and information relating to registers, records of breaches and other incidents in the agency s record keeping system to maintain accurate documentation that is easily accessible for reporting and review. Key challenges Determining the appropriate building techniques and maintenance solutions in accordance with SLM conservation policies, for a wide variety of 19 th and 20 th century structures and ensuring solutions are in accordance with building standards, specifications, heritage requirements and workplace health and safety requirements. Developing an understanding of the technical issues associated with maintenance of historic buildings, their materials and construction, identifying emerging concerns and risks, and knowing when to seek specialist technical advice from other key staff or external providers. Role Description Building & Facilities Coordinator 2

3 Key relationships Who Why Internal Head of House Museums Portfolio Heritage & Collections Division Building & Facilities Team Building & Facilities Officers, City and Macquarie Street Portfolios Seek endorsement of annual plans and budgets for the maintenance and capital works within House Museums Portfolio. Communicate information related to performance against budget and potential variations which may have impact on budgeting or budget performance. Provide support with a high standard of preparation and presentation of the Portfolio sites for activities including museum operations, venue hire, internal and external events, public programs, education and maintenance work. Contribute to SLM-wide issues and share specialised knowledge. Collaborate to ensure safe, efficient and compliant building operations. Develop effective cross-departmental working relationships. Provide leadership, guidance and support to Building and Facilities staff. Set performance requirements and manage performance and development. Conduct periodic reviews of access registers to ensure access is appropriately restricted to current staff and consultants/contractors. Collaborate to ensure safe, efficient and compliant building operations. Share knowledge and learnings across Portfolios. External Industry peers External Service Providers (contractors, trades and services) Security monitoring firms Role dimensions Decision making Establish effective networks with other public sector and broader industry peers accountable for heritage and historic site conservation to enable sharing of insights, monitor industry trends, maintain currency, and collaborate on common responses to emerging and future issues. Manage maintenance of the facilities at House Museum sites. Supervise and ensure that programmed works are appropriately completed. Communicate with on relevant matters and update details of after-hours worker access. This role: Develops strategic plans, priorities and targets for endorsement by the Agency Makes independent day to day operational management decisions relating to work priorities, work techniques and workload management for Building and Facilities staff. Provides regular analysis, reports, information and briefings for Head of House Museums Portfolio and Director Curatorial & Public Engagement Division, on specific capital projects, new initiatives, emerging issues and other matters as requested. Provides high quality business management analysis and advice to the SLM Executive and senior managers across the organisation, which is relied upon in decision making processes. Reporting line This role reports to the Head of House Museums Portfolio. Role Description Building & Facilities Coordinator 3

4 Direct reports The following roles report directly to the Building & Facilities Coordinator: Building & Facilities Officer Museums Assistant Farm Manager The role is responsible for a total staff of 3. Budget/Expenditure Recurrent Expenditure: $150k Capital Program: Project Based Total Budget: $150k + projects Financial delegations (per transaction): General Expenditure $50k; Capital Expenditure $25k. Essential requirements Tertiary qualifications in building trades/building maintenance or commensurate experience. Extensive knowledge of mechanical and electrical building services. Extensive knowledge and training in building codes, electrical, water, hydraulic and security systems. Experience working in heritage or museum organisations with an understanding of heritage buildings and museum environments. Experience working with a range of software applications used to maintain and update information, eg word processing, spreadsheets, web and building management. Current driver s licence. Ability to manage lifting, carrying, standing, kneeling and moving around heritage sites, both internal and external environments is a genuine workplace requirement. Capabilities for the role The NSW Public Sector Capability Framework applies to all NSW public sector employees. The Capability Framework is available at Capability summary Below is the full list of capabilities and the level required for this role. The capabilities in bold are the focus capabilities for this role. Refer to the next section for further information about the focus capabilities. NSW Public Sector Capability Framework Capability Group Capability Name Level Display Resilience and Courage Act with Integrity Manage Self Value Diversity Communicate Effectively Commit to Customer Service Work Collaboratively Influence and Negotiate Role Description Building & Facilities Coordinator 4

5 NSW Public Sector Capability Framework Capability Group Capability Name Level Deliver Results Plan and Prioritise Think and Solve Problems Demonstrate Accountability Finance Technology Procurement and Contract Management Project Management Manage and Develop People Inspire Direction and Purpose Optimise Business Outcomes Manage Reform and Change Foundational Foundational Foundational Focus capabilities The focus capabilities for the role are the capabilities in which occupants must demonstrate immediate competence. The behavioural indicators provide examples of the types of behaviours that would be expected at that level and should be reviewed in conjunction with the role s key accountabilities. NSW Public Sector Capability Framework Group and Capability Level Behavioural Indicators Personal Attributes Manage Self Relationships Work Collaboratively Results Deliver Results Adapt existing skills to new situations Show commitment to achieving work goals Show awareness of own strengths and areas for growth and develop and apply new skills Seek feedback from colleagues and stakeholders Maintain own motivation when tasks become difficult Encourage a culture of recognising the value of collaboration Build co-operation and overcome barriers to information sharing and communication across teams/units Share lessons learned across teams/units Identify opportunities to work collaboratively with other teams/units to solve issues and develop better processes and approaches to work Take responsibility for delivering on intended outcomes Make sure team/unit staff understand expected goals and acknowledge success Identify resource needs and ensure goals are achieved within budget and deadlines Role Description Building & Facilities Coordinator 5

6 NSW Public Sector Capability Framework Group and Capability Level Behavioural Indicators Results Plan and Prioritise Results Think and Solve Problems Business Enablers Project Management People Management Optimise Business Outcomes Identify changed priorities and ensure allocation of resources meets new business needs Ensure financial implications of changed priorities are explicit and budgeted for Use own expertise and seek others' expertise to achieve work outcomes Understand the team/unit objectives and align operational activities accordingly Initiate, and develop team goals and plans and use feedback to inform future planning Respond proactively to changing circumstances and adjust plans and schedules when necessary Consider the implications of immediate and longer term organisational issues and how these might impact on the achievement of team/unit goals Accommodate and respond with initiative to changing priorities and operating environments Research and analyse information, identify interrelationships and make recommendations based on relevant evidence Anticipate, identify and address issues and potential problems and select the most effective solutions from a range of options Participate in and contribute to team/unit initiatives to resolve common issues or barriers to effectiveness Identify and share business process improvements to enhance effectiveness Prepare clear project proposals and define scope and goals in measurable terms Establish performance outcomes and measures for key project goals, and define monitoring, reporting and communication requirements Prepare accurate estimates of costs and resources required for more complex projects Communicate the project strategy and its expected benefits to others Monitor the completion of project milestones against goals and initiate amendments where necessary Evaluate progress and identify improvements to inform future projects Develop team/unit plans that take into account team capability and strengths Plan and monitor resource allocation effectively to achieve team/unit objectives Ensure team members work with a good understanding of business principles as they apply to the public sector context Participate in wider organisational workforce planning to ensure the Role Description Building & Facilities Coordinator 6

7 NSW Public Sector Capability Framework Group and Capability Level Behavioural Indicators availability of capable resources Role Description Building & Facilities Coordinator 7