NSW DEPARTMENT OF EDUCATION AND COMMUNITIES

NSW DEPARTMENT OF EDUCATION AND COMMUNITIES Position Description POSITION DETAILS Position Title: Reports to: Manager, Asset Management Unit (Various locations) Manager, Delivery Date: April 2010 PRIMARY OBJECTIVES Provide a comprehensive asset management service to schools and TAFE Colleges within the Region. Participate in the development of strategic asset, capital investment and maintenance plans for the region. Manage the day to day operations of the Asset Management Unit, including budget planning and review, program and project management and compliance to legislative and work health and safety guidelines. Lead the provision of properties maintenance, minor capital works and major capital works in construction programs to schools and TAFE Colleges. Provide high level leadership to the staff of the Asset Management Unit in the region to ensure the delivery of effective, efficient and customer focussed services to schools and TAFE colleges. Provide high level strategic and operational advice to the Manager Delivery, Asset Management Directorate, the Regional Director and the Institute Director on asset management issues in schools and TAFE Colleges within the region to enable the delivery of quality educational outcomes and the implementation of Government and the Department s priorities. Manager, Asset Management Unit - Generic Page 1

REPORTING RELATIONSHIPS Infrastructure Strategy Group DDG F&I Director Planning & Delivery Director Procurement & Services Manager Delivery Manager Planning Manager Advisory Services AMU Manager Manager Policy, Communications & Project Support Manager Facilities Management & Property Manager Procurement Strategy PPP Director Asset Management Unit Organisational Chart - Sample Regional Asset Planner CL9/10 Manager South Western Sydney SO1 Senior Group Leader CL11/12 Senior Group Leader CL11/12 Finance & Admin Leader CL9/10 Senior Asset Services CL7/8 Senior Asset Services CL7/8 Senior Asset Services CL7/8 Furniture Support Glenfield Base CL1/2 Senior Asset Services CL7/8 Finance and Admin Support Senior Asset Services Support CL7/8 CL1/2 Senior Asset Services CL7/8 Manager, Asset Management Unit - Generic Page 2

Sample of Regional Relationships Manager Delivery Line Management Institute Director Strategic Advice Regional Asset Management Unit Strategic Advice Regional Director Line Management Customer Service Line Management TAFE Colleges Schools The Manager, Asset Management Unit, reports to the Manager, Delivery. On matters relating to the delivery of asset and facilities services to schools and TAFE within the region, this position is responsive to the needs of the Regional Director and the Institute Director. ORGANISATIONAL ENVIRONMENT The Department of Education and Communities serves the community by leading the provision of world class education and training and supporting sustainable and vibrant communities. Senior staff in the Department lead the development of an organisational culture which is focused on the work of staff in early childhood education and care, public schools, TAFE institutes, and providing support to communities. The nature of the Department allows it to provide a whole-of-life focus; from funding and regulating preschool providers, to providing long day care and occasional care for young children, to providing education and training to school and TAFE students and providing vocational education and training. The Department works with local communities, industry partners and other government agencies to: support more than 1.5 million students (in schools, TAFE and community education); provide quality teachers in schools and TAFE Institutes; ensure that high quality learning and teaching are the centre of focus for everyone; provide students with the knowledge, understanding, skills and values for productive and rewarding lives; provide vocational education and training of the highest quality; and implement government initiatives in the provision of educational technology. The Department also supports the development of vibrant, sustainable and Manager, Asset Management Unit - Generic Page 3

inclusive communities across NSW. The Department works with local communities, industry partners and other government agencies to: strengthen opportunities for people across NSW to be involved in their communities and to develop community relations; promote the interests of specific population groups and communities including Aboriginal and Torres Strait Islander people, children and young people, veterans and people from culturally and linguistically diverse backgrounds; and increase opportunities for participation in recreation and sport at all levels and invest in community and sporting infrastructure and facilities. It is the role of senior staff in the Department to: lead the development of an organisational culture which is focused on delivering quality customer service through the work of staff in early childhood education and care, schools, colleges and other education and training facilities; work collaboratively with interest groups and the community; and promote the significant role of education and training in the social and economic future of NSW. In addition, senior staff work collaboratively with interest groups, serve and support students, staff and the community and value team work, problem solving and strategic issues management. The Department is one of the largest organisations, public or private, in Australia. With a recurrent budget of around $14.5 billion, the Department is responsible for around one-quarter of the State s total budget. Staff total around 98,000 and are located in all areas of the state, including rural and remote locations. The staffing environment of the Department of Education and Communities is diverse and complex. Staff are employed under a number of Acts of Parliament, with the majority being covered by the Teaching Service Act 1980, the Public Sector Employment and Management Act 2002 and the Technical and Further Education Commission Act 1990. Every member of the senior executive service will ensure that all staff, regardless of the awards governing their employment, is committed to the corporate priorities. In relation to the Asset Management Directorate this involves managing the property assets of the Department through the construction and maintenance of schools and TAFE campuses to a standard which supports learning and teaching. Regional are aligned to the corporate goals and focused on performance of quality outcomes to schools and TAFE. This will be achieved by working collaboratively with the Asset Management Directorate. Manager, Asset Management Unit - Generic Page 4

The Asset Management service model encompasses: centralised policy for total asset management planning, procurement and service strategy and policy, modelling changes to service demand growth and changes to demand, design innovation, standards development for safety and compliance, programming of major and strategic capital programs; regional interface with schools and TAFEs on project scope development, local delivery of services, interface with contractors and project managers on service delivery, development of local service options, program management of minor capital works, regional planning services and minor works and facilities management; and Management of outsourced project and services delivery. INTERPERSONAL RELATIONSHIPS The position provides authoritative operational policy advice directly to the Manager, Delivery, the Regional Director and Institute Director on strategy and policy issues relating to the Region and Institute. The position holder has contact with the following people and groups: Purpose Performance and Service Strategy Customer service Asset strategy, planning, policy, standards, funding Contact Manager, Delivery Institute Director and Regional Director College Directors, Institute Associate Directors and other senior staff, and school principals Asset Management Directorate, Manager, Delivery and Director, Planning and Delivery Service Support Regional Shared Corporate Services Manager Business Systems Asset Management Division Infrastructure Strategy Group Advice Management College Directors, Institute Associate Directors and other senior staff, school principals, school based interest groups and associations such as Parents and Citizens Associations and local chapters of Primary and Secondary Principals Associations Interface between DEC and: o suppliers and contractors o State Government organisations o Local Government Relating to specific inquiries regarding the properties programs. Manager, Asset Management Unit - Generic Page 5

Regional Manager Finance and Administration DEC relating to advice, support, policy and procedural issues, tendering and contracting. College Directors and School Principals relating to modification of facilities to accommodate new educational technology and industry training requirements. DECISION MAKING In consultation with the Manager, Delivery, the Regional Director and Institute Director and within the framework of the Department s corporate mission, central agency requirements and statutory obligations, the Manager sets the Asset Management Unit s objectives with regard to the Asset Management function, and develops strategic directions, policies and maintenance programs to support the achievement of these key objectives. The Manager provides leadership and direction in key aspects of the Asset Management Unit. The position has considerable autonomy in decision-making in relation to Regional and Institute issues such as the prioritisation and provision of asset and facilities services within delegation and agreed programs to schools and TAFE colleges. Other decisions that can be made by the position holder include: Compile submissions nominating levels of funding required for the Institute and Region s capital works projects and building maintenance. Compile capital works proposals for review by Institute Director, Regional Director. Controls and is accountable for expenditure against regionally controlled capital works, maintenance and leasing budgets. Manage the scope of works development for construction projects to guarantee a successful completion within available budgets, timeframes and to quality standards. Determine staff training requirements for the Unit to ensure high quality sustainable service. Prioritise and allocate workload within the Asset Management Unit. Input into development and implementation of policies and procedures supporting the Finance and Infrastructure Directorate. CHALLENGES AND CONSTRAINTS The position operates in an environment where there is a need to match the footprint of assets to population and increase the utilisation of specialist assets while effectively targeting maintenance expenditure to improve the utility of the portfolio. The position holder must: Manager, Asset Management Unit - Generic Page 6

Manage the considerable competing demands from schools and communities for new and improved accommodation facilities in a climate of finite resources and capital allocations. Forward plan, make strategic decisions and develop long term policies and maintain programs involving the identification, prioritisation and coordination of asset maintenance programs. Negotiate and manage the ongoing performance of Schools and Institute s Asset Maintenance contracts across the facilities under the Manager s responsibility. Maintain a smooth interface with the School Regional Office, Institute Office and State Office to develop regional asset management plans. Manage a complex infrastructure in a large geographically dispersed environment with a diverse range of internal and external stakeholders in capital development and maintenance. Manage and advise Schools on the engagement of commercial and notfor-profit organisations requesting access to Department Assets and the formalising of the relationship between the school and the external organisation. Operate in an environment of change arising from additional accountabilities and reporting requirements. Develop and implement simple, reliable systems and procedures for the effective operations of an Asset Management Unit. Manage the extensive building program of the Institute and region to ensure that educational requirements are achieved in tight timeframes and within the financial resources available. Manage capital and maintenance works to ensure that projects are satisfactorily completed according to specifications, on time, within budget and that quality assurance is maintained. Solve on-site problems by providing the most appropriate/efficient/cost effective solution. POSITION DIMENSIONS Staffing The position holder is responsible for the supervision of 10 full-time employees In addition, the position holder is responsible for the supervision of contractors. Budget Recurrent budget approximately $12 million to $20 million per annum Capital budget approximately $3 million to $4 million per annum. Manager, Asset Management Unit - Generic Page 7

See Organisational Chart The position has major financial delegations of $150,000. KEY ACCOUNTABILITIES Planning and Advice Provide ongoing leadership and advice in facilities planning, property and building maintenance matters to Regional and Institute Executive aligned to the achievement of their goals and objectives in the context of Total Asset Management. Ensure the Asset Management team are fully conversant with and focussed on meeting customers business needs and priorities. Provide the Institute Director and the Regional Director and relevant senior management with expert advice in the development of programs for future capital works and priorities for maintenance based on ongoing appraisals of enrolment demand, regional pedagogical requirements, industry support capabilities and training requirements, compliance and risk factors. Contribute to the development and achievement of the Department s Total Asset Management Plan. Manage and coordinate the Regional and Institute Capital works programs as required by the DEC Executive to ensure well developed timely plans which meet the Regional and Institutes priorities. Provide expert advice to the Manager, Delivery on the strategy, policy, and delivery progress of facilities services in a regional context. Liaise, advise and brief senior Departmental and Regional staff, Institute staff, school principals, and college/campus management on asset and facilities management issues to provide sound information and recommendations regarding asset and facilities management policies, standards, strategies and priorities. Identify target areas for master planning to better inform the Institute and Regional Director. Supporting the Regional Asset Planners who report indirectly to the Manager AMU, and report directly to the Manager Planning at the central level. Policy and Standards Actively contribute to the development of state wide asset policy and business systems and take accountability for implementing acknowledged best practice into the operations of the Region. Manager, Asset Management Unit - Generic Page 8

Coordinate output from regional asset and facilities management reference groups and represent the Region in policy and standards development forums and ensure compliance within the Region. Implement and monitor the application of Government policies and procedures relating to asset management, including Total Asset Management Principles, to ensure that DEC asset management is aligned with Government frameworks. Reduce the cost and risk of projects by driving innovative delivery of asset procurement and analysing the results and contributing to the development of organisational best practice. Operations Develop cashflow and implement and monitor annual capital development and maintenance programs as agreed with the Institute Director and the Regional Director. Manage the tendering, contracting and delivery of works within budgets and timelines consistent with the overall DEC budget and agreed with relevant senior executives in Regions and Institutes. Evaluate proposals for new capital works to specified funding levels, renovations and facilities replacements making recommendations to the Regional Director and Institute Director on the actions to be taken. Manage the allocation of funds within the Capital Works program, using computer based programs, to ensure the budgets and timeframes are achieved to meet the total program monitoring of individual project costs and cash flow projections. Support the Institute Director and Regional Director in the development of a master planning strategy to meet emerging educational needs and maximise utilisation of facilities. Liaise with Asset Management Directorate, Public Works, and specified consultants in future master planning of capital works. Undertake project consultation, design reviews and recommendations to ensure the educational requirements of customers are achieved during the feasibility design and documentation stages. Undertake the role of Project Director on Major Capital Works when required during construction period, recommending variations for contracted payment contingencies, and approving the client contingency for payments, conduct the final handover of Major Capital Works. Co-ordinate development applications with local councils, including the assessment, interpretation, and impacts of imposed conditions and ensure Manager, Asset Management Unit - Generic Page 9

that all approved building projects comply with relevant legislative requirements and standards. Oversee and coordinate regional reviews of demountable building entitlements, relocations and sitings in consultation with the Demountable Manager, schools and in accordance with masterplan intentions. Manage the scheduling and purchasing of furniture and equipment for TAFE and school capital works projects within the Region. Prepare timely, accurate and appropriate advice and endorse the accuracy and content of draft responses to Ministerial and departmental correspondence. Ensure regular contact is maintained with schools and TAFE Colleges. Organisation Staff and Resourcing Manage the operations of the Asset Management Unit, developing business plans and budgets, managing physical and human resources, prioritising, allocating and monitoring project work to ensure that DEC facilities satisfy all legislative requirements and community expectations. Lead and develop staff to enable them to build the specialist expertise, knowledge, and skills required for the delivery of professional and customer-focussed service, and to facilitate innovation and achievement of Government and asset management related policies and corporate goals and objectives. Lead and implement the delivery of performance management and development plans for individual staff. Foster a safe, productive and harmonious working environment; ensure that all work practices comply with anti-discrimination and work heath and safety (WH&S) legislation, and ethical practice. Promote the establishment of equal employment opportunities (EEO) and cultural diversity. Business Systems In conjunction with the Manager, Delivery develop and implement a common management reporting system to ensure decision making, goal setting, and planning are directed towards the effective and efficient utilisation of related property and financial management systems across the region for schools and TAFE. Play a major role in advising and participating in the regional asset planning process. Manager, Asset Management Unit - Generic Page 10

Ensure the continuous improvement of management systems, including project, financial, environmental, quality and customer relationship management frameworks. General Accountabilities Contribute to continuous improvement in records management and the achievement of full compliance with State records legislative requirements, by promoting corporate records management policies, plans, procedures and practices, and developing and delivering effective local strategies for their implementation. Contribute to the development of an organisational culture which is focused on the work of staff in schools, colleges and other education and training facilities; exists to deliver services to and support students, staff and the community; promotes the development of key relationships and values and works collaboratively with interest groups; values team work, problem solving and strategic issues management; and promotes the significant role of education and training in the social and economic future of NSW. Demonstrate commitment to core NSW public sector values of cultural diversity, equity and ethical practice, and a healthy, safe and fair workplace; and lead staff in implementing these values. KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED Extensive knowledge and experience in the effective management and delivery of services to building assets in a geographically dispersed environment for demanding clients. Demonstrated ability to strategically develop large programs of work for facilities and consistently deliver services which are based on knowledge of best practice to reflect client needs and priorities in a regulated environment guided by policy. Proven ability to lead project teams, and staff management experience including the ability to lead, supervise and guide a multi-skilled local workforce and as part of larger corporate body. Successful experience in maximising outcomes for an organisation using planning, performance management, business process improvement and stakeholder management. High-level analytical negotiation, oral and written communication skills, including ability to consult a wide range of stakeholders, both internally and externally at all levels. High-level program management skills and budget management ability to ensure the effective utilisation of resources to meet high volume Manager, Asset Management Unit - Generic Page 11

demand and high-level experience in asset and facility planning of technical and building specifications, tenders and estimates. Knowledge of building codes, regulations, practices and legislative requirements, relevant to the building industry for educational facilities and appropriate tertiary qualifications and/or experience equivalent to AFM3 accreditation (www.fma.com.au). Capacity to lead staff in implementing the Department s Aboriginal education and training policies and to ensure quality outcomes for Aboriginal people. Manager, Asset Management Unit - Generic Page 12