Why is this Job Description being written? New Position Replacement Position Position re-designed Position not previously described

Transcription

1 Why is this Job Description being written? New Position Replacement Position Position re-designed Position not previously described P O SITION DET AI L S: Position Title: I N F OR M ATION MANAGEMENT OFFICER Division: New Building Project Department: ACS Position reports to: (role) Director of Strategic Projects Location: include all possible locations 100 Roberts Road Subiaco P O SITION PURPOSE: In one or two sentences briefly summarise the overall purpose of this role, i.e. broadly, what this role does and why The Telethon Kids Institute will be relocating to the new Perth Children s Hospital in This position will work with the New Building Project team to assist with the transition and relocation to the new premises. As part of facilitating the relocation, this position will work on a major information management initiative, which includes taking the organisation paper-lite and supporting the implementation of related systems and processes for document management and laboratory sample freezer management. We are therefore seeking an organised and experienced Information Management Officer to work with the Director of Strategic Projects and the New Building Project Manager in implementing these major initiatives and achieve a successful transition to our new premises. K E Y R E SP ON S IBILIT Y A REAS (Please list in order of importance)

2 Key Position Accountabilities What are the main areas for which the position is accountable % of Total Role Inputs: What are the key activities or tasks to be carried out? Outputs: What are the expected end results? Measures: How it is measured Information Management 20% Assist with, and project-manage as required, the implementation of the broader information management initiative. Assist with the preparation of funding applications and business planning to secure financial resources for the information management initiative. Undertake secretariat role for the Information Management governance committee Assist in the development and management of appropriate information management policies. Research, understand and ensure compliance with regulations governing information management protocols in the medical research sector Effectively organised and managed Information Management Governance committee Development of information management policies to ensure compliance with regulations Funding application and business plan for appropriate funding agencies An effective and integrated information management system across the organisation Committees well organised and managed Feedback from stakeholders Compliance with information management regulations Paper Reduction 35% As part of the information management initiative and the relocation to the new facility, manage the implementation of a paper-lite strategy across the Institute. Working with the New Building Project Manager, set paper reduction targets based on storage capacity at the new facility. Reduction of physical paper storage to a level required to achieve transition to new facility Reduced paper targets achieved Successful transition to new facility Work with Institute employees across all disciplines to coordinate cataloguing, disposal, archiving and digitising of paper records.

3 Document and Sample Management 20% Implement systems and processes to digitise and manage documentation electronically in conjunction with the paper-lite project and the information management initiative more broadly. Support the implementation of a sample management and tracking system for laboratory samples. Implementation of effective document and sample management systems Improved and more efficient ways of working Stakeholder feedback New Building Transition 20% Work with the Director of Strategic Projects and the New Building Project Manager to plan and execute the relocation to the new facility. Seamless transition to the new facility Effective management of sub projects Relocation achieved on time and on budget Project Support 5% Ensure appropriate communication of project priorities and engagement with internal stakeholders Provide support for other projects as directed Assist with committee and Board reporting as required Maintain a Project Monitor to identify delays and early completion of project activities Project support for Director of Strategic Projects and new Building Project Manager Feedback from project stakeholders Achievement of project objectives Maintain meeting minutes and action items arising out of meetings with consultants, stakeholders etc., including following up on action items. Assisting in risk management, including assistance in organising Risk Workshops and updating the risk register. E SSENTIAL SKI LLS, KN O W LE DG E A ND EXPE RI ENCE: Qualifications: what are the minimum educational, technical or professional qualifications required to competently perform role Tertiary qualification in Business Administration, Information Science, Project Management, Governance or related fields, or demonstrated high-level experience in these fields.

4 Skills, Knowledge & Experience: Strong organisation skills Demonstrated ability to set goals, develop priorities and meet deadlines High-level written and oral communication skills Proven communication, conflict resolution and interpersonal skills (must be able to liaise, report, and coordinate across various levels of the organization as required) Proven project and time management skills (prioritization, organization, delegation, executing to a budget) Experience with document management and information management systems and processes Experience in relocation planning D E SIRA BLE S K ILLS, KN O W LE DG E A ND EXPE RI ENCE: Qualifications: what are the minimum educational, technical or professional qualifications required to competently perform role Skills, Knowledge & Experience: Experience in working with high level and executive teams Demonstrated understanding of/ or experience with, research and/or health related organisations Experience with medium to large not-for-profit organizations Experience or exposure to project environment in research or other related field SCOPE: Financial accountability: Does this role have accountability for a budget? No People responsibility: Does this role have any direct reports or indirect reports (through direct reports)? No. of direct reports 0 No. of indirect reports 0

5 O R GANISATIONAL C HA RT : (please complete using position titles or insert diagram below) Next level of supervision Director Immediate level of supervision Director of Strategic Projects Other roles reporting to immediate supervisor Information Management Officer New Building Project Manager Direct reports (role x no.) Project Administrator A D DITION AL INFORMA T I ON: is there any additional information that needs to be understood to explain this role?