Position Description. Te Aho o Te Kura Pounamu. Purpose Statement

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1 Position Description Te Aho o Te Kura Pounamu Position: Team: Finance Wahanga: Operations and Performance Location: Wellington Reporting to: Manager, Finance Salary range: Hay Level 17 Purpose Statement The purpose of this role is to ensure that all Facilities, Property and Asset services are managed and performed so that the most favourable and balanced outcomes between key drivers of maintainability sustainability, legislative compliance end user functionality, safety and environmental impact are achieved. The (SFMA) will lead, manage and contribute to the Implementation and development of Facilities Management strategies, and support business outcomes, by delivering effective initiatives, systems, solutions, policies, procedures and practices consistent with Te Kura s annual and strategic plan. The SFMA will be the liaison between internal and external stake holders in matters regarding Facilities Management and lead, manage and contribute to projects when required. The SFMA will provide timely best practice Facilities Management support and to ensure that Te Kura s facility needs are fit for purpose by meeting business needs whilst complying with legislation and regulatory requirements and the policies and procedures established by the Ministry Of Education and Te Kura.. The SFMA will provide direction, mentoring, guidance, coaching and support to Facilities staff. Facilities Management activities include contract management, scheduled/unscheduled maintenance, utilities provider management, energy management, compliance and Building Warrant of Fitness management, space management, tactical asset management, grounds and land management, management of outsourced services contracts and the nationwide Facilities Management help desk. The will lead the delivery of a responsive, efficient and effective service delivery model for all activities in this portfolio and provide direct support to Finance Manager. The SFMA has full budget management responsibilities for the provision of the Facilities Management function. The SFMA will be required to attend Runanga, Lead, Risk Assurance Committee and Board Meetings to present Facilities or property related proposals as required.

2 The has strategic and operational oversight of the following: Property management Facilities services Facilities related contract management Helpdesk Services Staff relocations Asset maintenance and management Health and Safety matters relating to Facilities Business continuity planning Facilities and property projects The SFMA will also be responsible for developing a strategic plan for the provision of locations that meet Te Kura s annual and strategic planning directions. The position holder will carry out the position duties in a manner that supports and reinforces the vision, mission and values of Te Kura and complies with all Te Kura policies and procedures. Key accountabilities Key accountabilities Leadership Policies and Processes Major tasks/activities Communicate and drive ideas that foster an improved culture of service delivery Model professionalism, integrity and nous appropriate to a senior level role Provide direction, mentoring, guidance coaching and support to Facilities staff Review and enhance the School s facilities management policies and procedures and ensure this documentation keeps pace with best practice, fit for purpose requirements and are current with government processes issued from central agencies e.g. Ministry of Education and Ministry of Business, Employment and Innovation Develop and maintain intranet information on facilities management policies and processes, guidelines, tools and templates Develop, maintain and implement use of standard terms and conditions favourable to Te Kura driving improved facilities management supplier service levels, minimising risk while improving business results Develop processes and tracking systems to effectively coordinate facilities management contract performance reviews, annual reviews and regular and adhoc reporting responsibilities Develop processes and tracking systems for the effective coordination of issues and dispute resolution

3 Projects and Planning Property Management Building and facilities services management Lead on the effective management of property and facilities related projects Provide expertise and advice on the development of the School s facilities management strategy and analysis of requirements Support the Senior leadership team in the annual planning processes related to facilities to inform the School s Annual Plan, the Operations and Performance wahanga plan and the Finance Annual Plan. Write accurate business cases to support new initiatives. Provide expertise and advice to the Finance Manager in the annual planning processes related to facilities. Assist Regional Managers by providing strategic facilities advice on locations, property and assets. Ensure premises are managed in accordance with best practice in a manner that supports all Te Kura staff and students Liaise with internal and external providers to obtain the best level of service and value for money Manage and provide the timely delivery of property services, building facilities maintenance, building security and cleaning. Effectively and proactively manage the School s leasing commitments Manage the development and approval of lease agreements Provide advice and guidance to Te Kura management and staff on all facilities and property related issues and projects Manage the external facilities services contract including KPI s, QA reporting and auditing Ensure interactions are provided with a positive outcomes focus. Conduct cost benefit analysis and report on areas for business improvement which would increase value for money and improve service delivery Develop and implement the facilities maintenance plan for all sites Oversee the management of all aspects of facilities issues reported to the Te Kura help desk Maintain a register of all building compliance certification and ensure necessary annual checks are scheduled and completed. Manage staff relocations Manage the monitoring and audit administration of Te Kura security system database Manage the administration of security cards for all staff commencing and exiting positions at Te Kura Manage the facilities intranet page Manage the coordination of Civil Defence equipment, floor

4 Incident management and Business Continuity planning Financial Management Risk and Reporting Asset Management wardens and trial evacuations across the School Coordinate and communicate with all key stakeholders to ensure that expectations around FM are being met and standards are being achieved. Participate in Education Sector Business Continuity and Emergency Management forums Participate in education sector business continuity planning Lead IMBCP for facilities functions Keep financial records for all jobs and conduct all work in accordance with Te Kura financial policies and procedures Complete accruals accurately and on time Utilise the School s assets and financial resources efficiently and effectively Review and produce monthly variance reports, forecasting and annual budgeting processes for operating and capital allocations Identify, analyse and report risks to the Manager in a professional and proactive manner in order to minimise undue exposure to risk Prepare reports as required to a high standard Manage facilities related procurement of fixed assets and ensure assets are recorded with Finance team Develop Asset management systems for facility related assets Manage acquisitions and disposals as per policies and procedures Training and Education Design, develop and ensure delivery of effective robust training and education programmes to build staff competence with procurement Liaise with Learning and Development staff in HR to ensure robust training methodology is used Team membership and leadership Contribute fully to the effectiveness and success of the team Provide knowledge sharing with other members of the team and within the School as appropriate Relationship Management Establish sound, effective relationships with key stakeholders across the School and sector Ensure effective relationships are developed with suppliers and providers as required Health and Safety Take responsibility for keeping self and others free from harm Follow safe working procedures Report hazards promptly and suggest appropriate remedies Report incidents as required Ensure understanding of what to do in an emergency Cooperate in implementing rehabilitation plans Other Duties Undertake such other duties as may reasonably be required

5 Working Relationships Internal Working Relationships All Te Kura Staff and senior mangers External Working Relationships External contractors and suppliers Project managers Property consultants and leasing agencies Ministry of Education School Property Advisor Responsible for Facilities Management Advisor Delegations Financial delegation Level 4 Human resources Nil Qualifications, Attributes And Experience Essential Preferred 5-10 years proven experience in a similar role Qualification in a Building Science or relevant property related field High degree of professionalism Demonstrated ability to operate with a high degree of independence and self-motivation Excellent relationship management and interpersonal skills Demonstrated ability to identify, analyze and resolve problems with a high degree of independence and success Experienced in delivering support to Senior Management Strengths in managing competing priorities, along with robust organisational and time management skills High level of competence and knowledge with managing a varied facilities and property management portfolio Significant experience and demonstrated success managing facilities and property Excellent writer with the ability to write to a wide range of different audiences. Able to communicate, often complex material, clearly and succinctly Experience in the Education Sector Active member of FMANZ or other property management group Exposure to project management methodologies Experience training staff and making presentations on complex issues

6 Ability to effectively present and disseminate information to groups of people Demonstrated ability to manage suppliers and external contractors to achieve value for money and contract outcomes Demonstrated ability to identify, analyse and resolve problems based on sound facts and business acumen Proven experience in the administration, support, guidance and management of procurement policy and processes in the public sector Demonstrated ability to contribute to team and organisational planning and strategy development Excellent computer and administrative skills

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