STAR OF THE SEA COLLEGE, BRIGHTON OPERATIONS AND SERVICES MANAGER ROLE DESCRIPTION

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1 OVERVIEW All staff members of Star of the Sea College are expected to support the College s mission to empower young women to engage in critical reflection leading to positive action for our world. The school community s success is shaped by their energy, skills, talents and shared sense of mission. The Operations & Services Manager plays a pivotal role in leading and supervising the staff who deliver the day-to-day operational services that support Star s learning and teaching program and the College environment more broadly. The service areas include: property and maintenance services, administration services, finance services and technology services. The Operations & Services Manager is key to connecting Star s non-teaching staff to the College s mission and motto by their service to the community. REPORTS TO: Business Manager & Company Secretary MAJOR AREAS OF RESPONSIBILITY: The Operations & Services Manager has two major areas of responsibility: I. Leadership and supervision of staff delivering the day-to-day operations and services. II. Regulatory compliance including occupational health and safety, return to work emergency and risk management and Displan. III. Operational interactivity with the College calendar and facilities STATEMENT OF DUTIES The duties that follow are aligned to the Operations & Services Manager s three major areas of responsibility. Leadership and Supervision of Staff The Operations & Services Manager is responsible for the effective and efficient delivery of services in the areas of property and maintenance, office administration, finance and technology including: directing, supporting and building capacity in service area managers regarding the organisation of work and staff to the highest possible standards ensuring a safe work place, maintenance of high morale and strong staff welfare for all staff in the service areas under their care monitoring hours of work, workloads and personnel allocation and implementing changes when necessary ensuring all organisational timelines and service delivery deadlines are met liaising with cleaning contractor to ensure cleaning services meet agreed service standards ensuring staff within each service area undertake training and development to develop their capabilities and improve performance Page 1 of 5

2 co-ordinating rosters, monitoring leave entitlements and scheduling staff recall days engendering a culture of responsibility for the security of all assets inducting, monitoring and reviewing the role of each staff member to ensure: o o role clarity and definition of duties and responsibilities availability of equipment and tools for work on commencement (including keys, network passwords and security codes) o accurate terms and conditions of appointment including hours of work o each participates in an annual review meeting o correct progression on salary scales developing and implementing staff induction and mentoring for non-teaching staff assisting with selection processes as required The Operations & Services Manager is also responsible for the effective and efficient delivery of services by outside contractors including: ensuring access for contractors to the College site and to the relevant service area manager or staff member Compliance and Risk Management The Operations & Services Manager is responsible for: the College s compliance with legislated occupational health and safety practices by o promoting and implementing occupational health and safety and risk mitigation processes within the College o ensuring all staff participate in consultative processes regarding their professional wellbeing o ensuring all staff observe safe work practices at all times and in accordance with training and instruction given identifying and reporting risks and hazards and acting in order to eliminate or mitigate against the risk recurring managing all staff WorkCover claims co-ordinating return to work programs for non-teaching staff managing Star s Displan and co-ordinating emergency responses overseeing College security procedures and responsible persons for both Martin Street and ANZAC Campuses ensuring all contractors are appropriately inducted prior to commencing on-site work at Star advice to the Business Manager and Principal on industrial matters affecting the staff under their care; for example, conditions of employment, Awards and Agreements, OHS, Worksafe claims, etc. The Operations & Services Manager will apply College policies on usage, payment, insurance, security and damage to all bookings of College facilities by external parties. Page 2 of 5

3 The Operations & Services Manager will have a clear understanding of the complexities of the College calendar and pay due attention it when planning and scheduling all works and day-to-day services and operations. The complexities of scheduling and planning relate to the learning and teaching program, co-curricular programs and activities, major events, building, maintenance, gardening and environmental care. College Calendar & Facility Bookings The Operations & Services Manager will: oversee the booking and hiring of College facilities by all parties and assess availability in relation to the demands of the College calendar ensure are in place for all bookings that specify set up arrangements, dismantling schedules and cleaning responsibilities apply College policies on usage, payment, insurance, security and damage to external parties CRITERIA FOR EFFECTIVE PERFORMANCE IN THE ROLE The effective performance of the Operations & Services Manager will be due to their capabilities across a broad range of the following: Attributes respect for the identity, Mission and Guiding Principles of education in the Presentation tradition at Star of the Sea College a tenacious and resourceful capacity for hard work optimism, confidence and enthusiasm when motivating others perseverance, sensitivity, courage and patience in the face of complex and difficult situations authenticity, trustworthiness and reliability Dispositions approachability as an active listener, negotiator and advocate determination to keep to timelines and manage deadlines collaborative and flexible participation in professional settings openness to change and to learning in all situations Knowledge & Understandings knowledge and understanding of business services as the engine-room of a successful educational setting knowledge of the appropriate avenues and resources for seeking information, support and clarification for College operations knowledge of the College s policies that impact on the role and staff under their care understanding the appropriateness of timely communication with the Principal, Page 3 of 5

4 Business Manager and members of the Leadership Team when managing difficult situations an up-to-date knowledge of legislation and government regulation and policy that impacts on the service areas, service delivery and staff of the College especially OHS, Worksafe, industrial relations and emergency management Skills & Capabilities a sound track record in influencing and managing people and business operations the capacity to multi-task and pay close attention to detail the ability to keep to timelines and manage multiple deadlines the ability to actively listen so as to manage problems and mitigate risks the ability to negotiate and advocate for services in the best interests of the College sound ICT skills to expedite compliance, communications and planning the capacity to maintain professional relationships with organisations and contractors on behalf of the College where necessary NOTES i. It is anticipated that the Operations & Services Manager will, at times, be required to undertake other duties related to the roles as directed by the Principal or the Business Manager. ii. It is expected that the Operations & Services Manager undertakes regular professional learning in order to maintain a high level of awareness of current and best practice in the major areas of responsibility associated with the roles. iii. The Operations & Services Manager is expected to comply with legislated occupational health and safety practices and participate in consultative processes to ensure workplace safety for staff and students. KEY ORGANISATIONAL RELATIONSHIPS INTERNAL Principal Business Manager & Company Secretary Leadership Team Finance, Property, Technology and Administrative Services Staff COMMITTEES Chair of OHS Committee Buildings and Grounds Committee EXTERNAL Contractors to the College Statutory and government authorities relevant to the roles of Operations & Services Manager Professional bodies for advice, networking and professional learning OTHER REQUIREMENTS Valid Criminal Record Check and Working with Children Card Page 4 of 5

5 CONTRACT & CONDITIONS Contract Period: Conditions: 3 years Entitlements under the Victorian Catholic Schools Multi Employer Agreement (2013) Annual Review Meeting with Principal and Business Manager Comprehensive Performance Appraisal scheduled for mid-2018 AUTHORISED BY: DATE: 1 JUNE 2016 Page 5 of 5

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