POSITION DESCRIPTION:

Transcription

1 POSITION DESCRIPTION: SECTION A: Position Context Position Title Position Grade Category Campus / Unit Division Term of Appointment Manager, Building Facilities M Managerial Sarawak Campus / Building Facilities Student and Corporate Services Full-Time Appointment Effective Date May 2018 Position Purpose: The position is an administrative position at the Branch Campus University in Sarawak. The person will be responsible for managing the Building Facilities unit. The position is responsible for ensuring that the building maintenance, security services, cleaning service, occupational safety and health, renovation works and space planning, occupational, health and safety, emergency management, and other facilities services are carried out and enforced in accordance with the current needs of the organisation. This involves : Providing leadership and direction for business development by maximising space resources; Being responsible for managing, implementing, maintaining and monitoring all building facilities and maintenance; Developing the building facilities policies and procedures, ensuring that they are oriented towards achieving the company s objectives and that they are understood and complied with by all levels of personnel; and Providing advice and expert opinion to the management team in the building facilities areas. University Information: Swinburne University of Technology has a long, proud history of educating and training students for over 100 years. Swinburne focuses on providing high-quality, career-orientated education with strong links to industry and the community. Swinburne has an international reputation for quality research that connects science and technology with business and the community. The University standing in prestigious world academic ranking lists reflects our commitment to high-quality teaching and research and graduate outcomes. Swinburne s emphasis is on high quality, engaged teaching and research in science, technology, business, design and innovation teaching and research that makes a difference in the lives of individuals and contributes to national economic and social objectives. Swinburne works to advance quality research through partnerships with industry, our communities and other universities within Australia and internationally, to achieve outcomes that are directly relevant to industry and society. Swinburne University of Technology Sarawak Campus Page 1 of 7

2 Swinburne offers both Higher Education and Vocational Education courses and programs, along with online education through both Swinburne Online and Open Universities Australia. The University has multiple campuses in Melbourne, Australia, and also an international campus in Sarawak, Malaysia. The Campus in Sarawak is a licensed branch campus university in Malaysia which offers selected undergraduate, postgraduate and research degree courses identical to those offered at other Swinburne campuses in Australia. It also offers pre-university foundation programs. The Campus was established in 2000 as Swinburne Sarawak Institute of Technology and on gaining university status in Malaysia changed its name to Swinburne University of Technology (Sarawak Campus) in June The Campus occupies a 16.5-acre site in central Kuching, the state capital of Sarawak. The Sarawak Campus has students from Malaysia and other countries, and plans to expand rapidly as its staff and facilities are developed continuously to allow a greater number and diversity courses to be offered. The Campus in Sarawak is a joint venture between Swinburne University of Technology in Australia and the State Government of Sarawak through two of its shareholders Yayasan Sarawak and the Sarawak Higher Education Foundation. The campus is part of a long-term strategy by Swinburne Australia, established in 1908, to globalise its operations and provide its students with international living, working and learning opportunities. Building Facilities As a Unit under the Student and Corporate Services Division, Building Facilities provides support and advice to the University, which include the following areas: Space Management - relocation, renovation, signage, project management, space use and needs analysis, maintaining a space inventory and utilization database, helping to find space solutions, masterplan, campus tour; Maintenance (M&E) fan, lighting, power trips, firefighting equipment, plumbing, PA system, split unit air-cond, managing utilities (electricity, water), trouble shoot of M&E issues; Maintenance (architectural) furniture, projector screens, whiteboard, blinds, refresh of furniture, painting works; Tenancy agreement ensuring compliance with agreement and effective communication with building owner; Sub-tenancies managing of sub-tenants (cafeterias, gym, stationery/book shop), and its related agreements, timely collection of rentals etc; Landscaping ensuring landscaping befits a branch campus, and the general upkeep of the landscape; Service level agreement (SLA) with building owner - establish a SLA to provide transparent service between both parties in relation to maintenance of: BOMBA firefighting equipment, roof leaks, lifts, building structural, central air-cond, central power/water supplies, building M&E, fire/lift certifications, etc; Occupational, health and safety implement the OHS management system, ensuring statutory compliance, and continuous improvement to processes; and Emergency management implement the emergency operation plan, ensuring statutory compliance, and continuous improvement to processes. The Unit plays an important role in ensuring that the University has sufficient resources, infrastructure and services in place in supporting the University operations. URL to web pages: Participation on Committees: The appointee may be required to participate on relevant committees as and when needed and as directed by the Director Administration, and/or the Deputy Vice Chancellor and Chief Executive Officer (DVC/CEO). Supervision Reporting Relationships: This position s supervisor/manager Other positions reporting to this position Director Administration Assistant Manager, Executive, Officer, Technician Swinburne University of Technology Sarawak Campus Page 2 of 7

3 Location: This position is located at the Swinburne University of Technology Sarawak Campus. Swinburne University of Technology Sarawak Campus Page 3 of 7

4 SECTION B: Key Responsibility Areas The key responsibility areas (KRAs) are the major outputs for which the position is responsible and are not a comprehensive statement of the position activities. KEY RESPONSIBILITY AREAS 1. LEADERSHIP Provide clear purpose and direction to your team - communicate clearly and succinctly. Understand and communicate measurable performance objectives - plan and set performance goals for the staff within the department and monitor performance of the staff within the department. Supervise and allocate work to team members - provide strong leadership, supervise, and create a supportive, inclusive environment within the department. Set professional standards for the staff. Support team members through on-the-job training - ensure that staff within the department are properly trained, mentored, coached and provide guidance for them to carry out their duties effectively and efficiently. This include providing motivation, guidance and support in difficult situations both with customers and other members of staff, and keep spirits high to help a team or department consistently perform well. Help your team create and maintain shared team values. Monitor individual and team performance and take action when required - evaluate performance and effectiveness of the areas directly under the control of the Manager, Building Facilities and ensure improvements are implemented whenever possible. Contribute to strategy documents/departmental plans. Identify key risks, contributing factors, and develop mitigating controls for the department, with periodic review and follow-ups. Lead the Emergency Response Team during emergency, fire drills etc. 2. SET DIRECTION Develop annual plans for building facilities, to drive excellence in meeting university s objectives. Provide advice on the development of the department functions to the Director Administration and DVC/CEO. Contribute to position Swinburne Sarawak strategically as a major university in Malaysia through the development of adequate infrastructure and services. 3. MANAGEMENT & PLANNING OF FACILITIES SERVICES AND ACTIVITIES Preserving the integrity of the campus by maintaining and administering the university's Masterplan. Guiding future development to ensure sufficient capacity exists for future growth. Reviewing all proposals that affect the appearance of the campus to determine proper approval processes and consistency with the Masterplan. Ensuring compliance with laws, regulations, administrative rules, codes, and standards governing campus development. Space management - relocation, renovation, space use and needs analysis, maintaining a space inventory and utilization database, space solutions. Project management is administered efficiently, with appropriate documentation, monitoring, and controls in place, with continuous improvements made to the processes. Develop and implement a building service level agreement to ensure building facilities are available to stakeholders. Manage services and activities of the building maintenance in relation to its mechanical, electrical, and architectural, including trouble shooting of issues and making recommendations. Develop and implement policies and procedures for building facilities, OHS, and emergency management to ensure the department meets the needs of management and staff of SUTS. Swinburne University of Technology Sarawak Campus Page 4 of 7

5 Plan, organise, lead, and monitor the implementation and effective operation of the department s activities and services. Ensure that the services and activities planned are in accordance with the government rules and regulations. Develop staff development plan, focussing on upskilling of staff in relation to current and future needs of the department, in delivering the objectives of the university. 4. CUSTOMER SERVICE Develop effective relationships with internal and external stakeholders - collaborate with internal and external customers to better understand, anticipate and meet the current and future needs of the branch campus university and its students and staff in accordance with organisational expectations. Develop sound communication, whether it is over the phone, face-to-face or communicated via or letter, to ensure services are delivered as efficiently and effectively as possible. 5. RESOURCE MANAGEMENT 6. COMMUNICATION AND REPORTING 7. LIAISON AND INTERACTION Develop annual department financial and human capital budget, and control costs, in line with departmental plan, and university s vision and mission. Optimise use of financial and other resources. Ensure sufficient resources/staff are available to deliver team objectives and responsibilities. Identify ways of increasing operational efficiency and effectiveness. Plan and prioritise projects and activities. Ensure delivery on time, to budget and to the standard required. Proactive in finding solutions for any problems relating to building facilities matters and improve on work processes. Establish team-level management information and communications systems. Establish cross-departmental communication system/process to ensure delivery of effective results for initiatives on building facilities. Provide and use appropriate information to support decision-making. Ensure that accurate information is available for use by the Executive Group, Board and Council. Prepare and provide periodic accurate and timely analysis and reports on the performance of building facilities, issues and resolutions, and escalation of key issues impacting user experiences. Liaise with building owner, establishing effective communication channels, in continuously driving deliverable outcomes to achieve department and university s objectives. Liaise with the relevant government authorities and statutory bodies in complying with the rules and regulations. Liaise and interact with other external parties such as suppliers, contractors, and vendors on relevant matters. Liaise and interact with internal parties on relevant matters. 8. AUTHORITY Plan, manage, and approve department expenses in accordance with the budget. Approve annual leave, overtime claims, travelling claims, and other claims of the staff within the department. Recommend travelling, training and development, and promotion of the staff within the department as appropriate. 9. OTHER DUTIES Any other duties as required by the Director Administration and/or Deputy Vice Chancellor & Chief Executive Officer (DVC/CEO). Swinburne University of Technology Sarawak Campus Page 5 of 7

6 SECTION C: Key Selection Criteria Qualifications: Include all educational and training qualifications, licences, and professional registration or accreditation, criminal record checks etc. required for the position. 1. Bachelor s degree in Engineering (Mechanical and Electrical) or other relevant discipline from a recognised university. 2. Master s degree in business management, construction management or other relevant discipline from a recognised university. / Highly Desirable / Preferable Highly Desirable Experience / Knowledge / Attributes: Required by the appointee to successfully perform the positions key responsibilities. 1. Minimum of five (5) years relevant working experience including two (2) years of experience in a leadership role or management experience. 2. Have working experience in managing building facilities, and be proactive to manage issues and resolutions. 3. Able to mentor, coach, train, and support subordinates in carrying out their roles and responsibilities effectively and efficiently. 4. Have the ability to communicate in English, orally and in writing, to convey and elicit information effectively, and to develop cooperative working relationships with internal and external customers. / Highly Desirable / Preferable 5. Have excellent interpersonal skill, pleasant personality, and good team player. 6. Have experience in developing, managing and motivating staff and managing vendors and contractor. 7. Have excellent planning and organisational skills to continuously drive improvements. 8. Have experience in managing and implementing improvements and projects, providing creative and practical solutions. 9. Have good report writing skills, with the ability to do analysis, and make recommendations. 10. Familiar in formulating and implementing policies and procedures in delivering services. Highly Desirable 11. Able to multi-task, and work in a fast pace environment. Highly Desirable 12. Some experience with occupational, health and safety, and emergency management. Preferable Swinburne University of Technology Sarawak Campus Page 6 of 7

7 Further Information: Further information is available from Human Resources at fax , Applications: Applications should include with their application a detailed CV summarising qualifications, experience and other matters considered relevant to the application. The application should also include a separate document addressing each applicable element of the Key Selection Criteria (as listed in Section C above). The University has a policy requiring successful applicants to produce evidence of all formal qualifications at the time of commencing employment. I accept the Position Description as stated above and that the Position Description may need amending and updating periodically due to changes in responsibilities and organisational requirements. Changes to position descriptions will be in accordance with the position grade and category, and consistent with the purpose for which the position was established. Name : Date : Signature : Swinburne University of Technology Sarawak Campus Page 7 of 7