POSITION DESCRIPTION

Transcription

1 POSITION DETAILS: POSITION DESCRIPTION TITLE: Transport Manager REPORTS TO: Business Improvement & Development Manager LOCATION: All Auckland DHB sites AUTHORISED BY: GM Commercial Services DATE: April 2018 PRIMARY FUNCTION: Responsible for overall delivery of Transport and Fleet operations, planning and administrative management of the Transport and Fleet Service. This is achieved by establishing and maintaining standards and also focusing on effective translation of service strategy into operational objectives. The Transport Manager will provide leadership and management of Transport and Fleet services developing and maintaining excellent working relationships across the organization. To actively manage all Transport & Fleet requirements throughout the Auckland DHB portfolio to ensure legal and safe practices are undertaken. Ensure efficient, high quality customer focused service is provided in a cost effective and safe manner to Auckland DHB service users. Provide a high level of financial management, budget and capital planning. KEY ACCOUNTABILITIES Key Result Area Expected Outcomes/Performance Indicators Leadership and Management Provide effective leadership and operational direction for Transport and Fleet services across the organisation. Responsible for organising, developing, implementing and overseeing all Transport and Fleet operations, including; personnel, systems, policy, procedure and process. Lead by example; living and demonstrating the Auckland DHB values. Ability to have an open, honest and respectful discussion. Provides Transport and Fleet advice and support to the DHB including operational and policy requirements for the service Maintain regular, effective liaison and communication with internal customers and members of the public requiring Transport and Fleet vehicle services at owned and leased Auckland DHB properties. Maintain regular and effective communication with external parties or agencies as required. Build and maintain excellent professional relationships with suppliers and contractors Auckland DHB staff. Financial and Resource Management Preparation and participation of the budget process working alongside the Business Improvement &

2 Development Manager Prepare annual Capital plan Ensure there is an asset management plan in place and submit bids for capital funding Complete all relevant post implementation audits Actively monitor and manage the Transport & Fleet services budget within delegated financial limits and in accordance to DHB procurement and expenditure policies Understand variance reporting and address issues relating to budgets on a monthly basis to maintain a favourable budget Ensure service contracts are valid and monitored against service delivery. Contracts are renewed and negotiated within DHB policy Reconcile incoming invoices to ensure compliance and accuracy Quality and Risk Management Within a framework of effective and prudent controls ensure the service risk register is maintained, risks are reported, assessed and managed; implementing and updating mitigation strategies as appropriate Lead and advocate quality improvement through the development of a quality plan ensuring transport and fleet management is aligned to the DHB s overarching plan(s) Develop, implement and enforce various policies including protocol, processes and strategic plans pertaining to transport and fleet services Ensure complaints are dealt with in a quality, systematic and timely way Quality improvement initiatives are implemented and reviewed Provide effective management of the Auckland DHB motor vehicle fleet Develop, maintain and manage a computer based vehicle management system Coordinate the changeover of new or replacement vehicles as required Provide regular updates to finance sections on any vehicles that have been sold, written off or moved between responsibility centres Oversee provisioning of BP fuel cards, roadside assistance, running book and instructions on maintenance and accidents Oversee motor vehicle infringement process for all infringements, fines and breaches. Operational management of the Auckland DHB owned/leased vehicles in relation to all matters to ensure the vehicles are utilized and costs scrutinized to their maximum efficiencies Maintain relationships with service managers Implement and maintain regular meetings of fleet service group across Auckland DHB Coordinate vehicle damage repairs Update vehicle insurance information Authorise vehicle payments Coordinate 12 monthly vehicle condition audits Assist managers with short term vehicle leases or rentals Provide information to Finance section with regards to

3 any lease vehicles Monitor leases to ensure approved kilometres are not exceeded Staff communication with respect to fleet issues Conduct vehicle utilisation studies as appropriate Motor Vehicle accident claims Oversee process for vehicle claims through insurance broker and Accident management company and maintain a file record of all documents Arrange third party recoveries through insurance broker and process payments when applicable Liaise with panel beaters regarding approval to repair damaged vehicles Assist services with sourcing a temporary vehicle if required Transportation and Logistics Day to day management of the ADHB Taxi contract Monitor and resolve taxi complaints Operational management and registration of new & existing Taxi users Represent Auckland DHB in regional taxi meetings and forums Ensure best practice for Auckland DHB transportation functions Development of operational plans Ongoing management of the shuttle bus services contract, including re-tendering and review and analysis of tender documents Assist with development and implementation of sustainable transport initiatives within Auckland DHB Administration and Reporting Produce monthly Transport and Fleet services reports Identify trends on fleet usage that can be reported on e.g. utilization rates and fuel usage trends Maintain administration for the Transport & Fleet services unit including all filing and record keeping Health and Safety Recognise individual responsibility under the Health & Safety at Work Act 2015: Company Health and Safety policies are read understood and relevant procedures applied to own work and to that of others, workplace hazards are identified and reported including selfmanagement of hazards where appropriate Other duties required by the manager to meet the overall purpose of the role Perform all requested tasks as agreed with the Business Improvement & Development Manager ADHB that impact on the performance of this role MATTERS WHICH MUST BE REFERRED TO: BUSINESS IMPROVEMENT & DEVELOPMENT MANAGER As per delegations Authorities: FTE Direct Reports: NIL Budget Accountability (if applicable): $TBA

4 Relationships External Internal Committees/Groups Vehicle service Commercial Services team Project steering groups providers/repairers Business Improvement & Fleet Management & LTNZ Development Logistics groups CO-OP taxis Manager(reporting line) Regional Taxi group Taxi charge Facilities & Development MBIE team ha/hpl Vehicle supervisors other DHB s ADHB Legal services Contractors ADHB Communications Service providers services Project Managers ADHB Finance Managers Quality and risk management team Heads of Divisions Nursing, Allied and Medical Auckland DHB Staff Person Specification Education Qualifications Essential Desired Professional Management qualification or comparative relevant management experience. Experience/Knowledge Extensive experience in Transport and Fleet Management Preparation and tendering of contracted services Experience in financial analysis/budgeting skills within a medium/large organisation. Demonstrated management experience. An established understanding of health services and service delivery objectives. A record of achievement in delivering services in accordance with the stated performance objectives Demonstrated experience and ability in operational planning. Demonstrated ability to plan, secure and manage projects within budget and timeframe Risk Management Tertiary qualification in management Previous experience in the health sector

5 Personal Characteristics Highly motivated energetic and enthusiastic Shows initiative is willing to take responsibility for own actions and decisions Is willing to learn from others and accept constructive feedback and reflect on own actions Presents professionally and acts as a positive role model for others Displays respect and consideration for others CRITICAL COMPETENCIES COMPETENCY 1. Planning and Monitoring DESCRIPTION Develops action plans to accomplish goals establishes timeframes and allocates resources. Identifies and removes barriers. Monitors progress and addresses problems to achieve outcomes. Able to drive projects. 2. Organising Establishes a plan of action and achieves priority goals. Manages workload/flow, recognises and addresses barriers and takes account of changing priorities 3. Analytical ability Breaks complex information down logically to identify key aspects, casual factors and links between information from different sources. Excellent report writing and analytical skills 4. Communication / interpersonal skills 5. Judgement / Decisiveness Actively listens, drawing out information and checking understanding. Expresses information effectively, both orally and in writing, adjusts language and style to the recipients and considers their frame of reference. Well-developed relationship management and negotiation skills Considers options, develops options, identifies pros and cons and makes effective decisions within appropriate timeframes and the levels of responsibility. Recognise critical factors and weighs up risk appropriately. Knows when to ask for help. 6. Quality Orientation Pays attention to detail and initiates self-checking procedures; ensures high levels of accuracy and constant quality. Monitors quality and devises systems to support continuous improvement. 7. Computing Able to use standard software applications to undertake complex tasks in one or more areas (e.g. creation of detailed Excel spreadsheet models with formulae)

6 WORKING FOR ADHB EXPECTATIONS OF EMPLOYEES CITIZENSHIP All employees are expected to contribute to the innovation and improvement of Auckland District Health Board as an organisation. This means: Using resources responsibly Models ADHB values in all interactions Maintaining standards of ethical behaviour and practice Meeting ADHB s performance standards Participating in organisation development and performance improvement initiatives Helping to develop and maintain Maori capability in ADHB, including developing our understanding of the Treaty of Waitangi and ways in which it applies in our work Raising and addressing issues of concern promptly THE EMPLOYER AND EMPLOYEE RELATIONSHIP We have a shared responsibility for maintaining good employer/employee relationships. This means: Acting to ensure a safe and healthy working environment at all times Focusing our best efforts on achieving ADHB s objectives A performance agreement will be reached between the employee and their direct manager and/or professional leader containing specific expectations. CONSUMER/CUSTOMER/STAKEHOLDER COMMITMENT All employees are responsible for striving to continuously improve service quality and performance. This means: Taking the initiative to meet the needs of the consumer/customer/stakeholder Addressing our obligations under the Treaty of Waitangi Involving the consumer/customer/stakeholder in defining expectations around the nature of the services to be delivered and the timeframe Keeping the consumer/stakeholder informed of progress Following through on actions and queries Following up with the consumer/customer/stakeholder on their satisfaction with the services PROFESSIONAL DEVELOPMENT As the business of ADHB develops, the responsibilities and functions of positions may change. All staff are expected to contribute and adapt to change by: Undertaking professional development Applying skills to a number of long and short term projects across different parts of the organisation Undertaking such development opportunities as ADHB may reasonably require