Background: POSITION DESCRIPTION. Position Number: Facilities & Infrastructure, MUSUL Services. Classification Level: Professional Level 6

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1 POSITION DESCRIPTION Position Number: 3005 Position Title: Division: Department: Employment Status: Operations Coordinator Facilities & Infrastructure, MUSUL Services Facilities & Infrastructure Full Time, Continuing Classification Level: Professional Level 6 Reports to: Reported to by: Incumbent: Facilities & Infrastructure Manager N/A VACANT Date Effective: May 2015 Background: MUSUL Services is a wholly owned subsidiary of the University of Melbourne which is governed by a board comprising University appointees and student representatives. MUSUL also provides support to the student representative organisation, University of Melbourne Student Union Inc. (UMSU), through the provision of physical and corporate infrastructure. MU Student Union Ltd and UMSU Inc. have entered into a Facilities and Services Agreement that forms the basis of their partnership and details the provision of certain MU Student Union Ltd infrastructure and procedures to UMSU. MUSUL employs the staff working within UMSU and provides the following services to students, and their organisations including: Corporate Services (Finance, HR, OH&S, IT) Facilities and Infrastructure; Commercial Services; Office of the CEO; Page 1

2 UMSU Student Council has 12 student representative departments and consists of four Divisions: Advocacy & Legal; Arts and Entertainment; Communications and Marketing; Clubs & Volunteering. United in our drive to enhance the student experience, we are committed to building a diverse, flexible and inclusive workforce. MUSUL embraces the policies and principles of equal employment opportunity and occupational health and safety. Divisional Overview: The Facilities and Infrastructure Division consists of the Facilities & Infrastructure Manager, Operations Coordinator, Facilities Supervisors (AM & PM), Facilities Attendant and the Facilities Store Person/Load Bay Attendant. The Division s purpose is to efficiently and safely manage the Facilities and Infrastructure of MUSUL. Union House (15,000 square meters) is the primary location and includes common areas, amenities, office accommodation (80 full time employees), food courts (400 seats), two theatres (390 and 110 seats), functions venues, meeting rooms, art gallery and external spaces. Partnerships with University of Melbourne Departments including Infrastructure Services are to be established and fostered. Mission: Creating and improving sustainable and socially responsible service for students, their organisations and The University. Vision: Supporting Student Life Values: Student Centred: Provide relevant, responsive and reliable services, facilities and student engagement opportunities that are valued by students and enhance their university experience; Provide informed and professional support, infrastructure and guidance to enhance student engagement. Respect: Achievement: Courtesy and professionalism shown towards staff, students and the public in service delivery, communication and behaviour. Deliver outcomes that support the organisations goals and values. Proactive: Informed, consultative and timely decision making, including relevant stakeholders, taking account of likely effects and impacts. Sustainable: Continually evolve while utilising resources responsibly. Page 2

3 Conduct and Behaviour: All employees are covered by the code of conduct and are expected to observe standards of equity and fairness in dealing with other employees, students and members of the public by: Acting in ways that foster and protect the business, reputation, best interests and welfare of MUSUL and UMSU and taking action to prevent unethical practices as appropriate; Maintaining appropriate confidentiality, regarding personal and commercial matters; Acting in good faith, ethically and in the best interests of MUSUL and UMSU; Complying with MUSUL and UMSU policies and procedures, laws, regulations and standards that apply to us in our professional conduct; Perform duties professionally and with skill, care and diligence; Ensure that during working hours activities are confined to MUSUL or UMSU work requirements, unless prior written approval has been received from your Manager; At all times treat students, colleagues and members of the public with courtesy, respecting their roles and duties; Act honestly and fairly in all internal and external transactions and dealings with individuals and organisations. Position Summary: The Operations Coordinator will assist the Facilities & Infrastructure Manager to demonstrate the Divisions core values including teamwork, consistency, and collaboration, along with assisting to facilitate a team learning environment and support continuous improvement. To develop and implement new, and review, maintain and improve upon existing procedures and systems, including OH&S and maintenance systems, and to coordinate Capital Expense and Facilities related projects and minor building works. To coordinate Facilities & Infrastructure minor projects and OH&S requirements, undertake general departmental duties, provide guidance and training to Facilities & Infrastructure staff and contractors, and fulfil the core duties of the Facilities Supervisor s when the incumbents are on leave. This role requires out of hours phone calls to be received and actioned on a rotating basis in conjunction with the Facilities & Infrastructure Manager. Key Responsibility Areas (KRA s): KRA1: Administration & Records Management Coordinate the development of new, and improvement of existing departmental processes, systems and operating procedures; Assist the Facilities & Infrastructure Manager to maintain and administer the Division s maintenance and service contracts including monitoring and attending to renewals; Maintain essential services and maintenance records in conjunction with the Facilities Supervisors; Maintain accurate and up to date building and compliance records, checklists and statistics such as OH&S systems, utilities usage, sustainability records, etc; In conjunction with the Facilities & Infrastructure Manager, assist in maintaining the Union House Hazardous Materials Register and Hazardous Materials management processes and procedures; Processing of internal forms, invoices, purchase requisitions and the like, relevant to the role; Document meetings and discussions including minute taking. Page 3

4 KRA2: Facilities Management Coordinate the division s OH&S Compliance system and assist the Facilities and Infrastructure Manager with the formulation and the implementation of procedures and fulfilling of requirements; Carry out programmed inspections of the facilities and log identified issues in the Facilities & Infrastructure maintenance database or report them to the Facilities and Infrastructure Manager or Facilities Supervisors; Assist with service provider contract performance meetings and inspections; In conjunction with Facilities Supervisors, coordinate security and cleaning staff to meet the needs of building occupiers; Assist the Facilities and Infrastructure Manager and Facilities Supervisors in ensuring plant & equipment and buildings comply with applicable Essential Services Legislation, Australian Standards, Manufacturers Recommendations for plant & equipment, OH&S policy and legislation, etc; Conduct end to end maintenance and minor project requirements including assessment, scoping, implementation and review; Coordinate the Work Order system and provide reports and statistics. Facilitate regular meetings with Facilities Supervisors and provide advice and direction to achieve outcomes; Ensure Contractors complete Risk Assessments and Safe Work Methods Statements (or equivalent documentation) where necessary, to minimise risk and hazards to MU Student Union Ltd; ensure that their work practices comply with occupational health and safety, legislative, and stakeholder requirements; Assess and authorise work permits including Hot Works; Assist the Facilities & Infrastructure Manager with the ongoing improvement and management of emergency procedures, and undertake Warden or Chief Warden duties; Fulfil the core duties of the AM or PM Facilities Supervisor when the incumbents are on leave (Refer Facilities Supervisor Position Description). KRA3: Special Projects & Relationships Coordinate other Facilities & Infrastructure projects including capital expense and building projects, and undertake tasks as directed by the Facilities and Infrastructure Manager; Coordinate improvements of a sustainable and environmental nature, source external funding for related projects; Establish and foster relationships with external stakeholders including University of Melbourne Departments; Coordinate the implementation of software systems including the training of users. JOB COMPLEXITIY, SKILLS & KNOWLEDGE Level of Supervision, Accountability & Extent of Authority: Accountable for providing accurate, timely and effective administrative support to the Facilities and Infrastructure Manager, and for coordinating assigned projects within agreed timelines; Accountable for coordinating assigned activities, in accordance with relevant regulations, laws and codes including departmental and organisational procedures; Authority to provide guidance and training to Facilities & Infrastructure staff and contractors, and institute solutions to problems, within broad Divisional and Organisational guidelines and procedures; This position has access to all areas of the building, including alarmed areas; Accountable for maintaining the security and confidentiality of areas accessed; Judgement, Independence & Problem Solving: The position is governed by broad objectives, budgets and guidelines. Page 4

5 Responsible for the development of procedures and processes, and to uphold the financial and organisational responsibilities relevant to the role. In the absence of a Facilities Supervisor, responsible for decision making on the day to day operations of Facilities and Infrastructure Services, including staffing and resourcing. Health & Safety and Environmental Responsibilities of Staff General Responsibilities Staff shall be responsible for: the reasonable care for their own health and safety and that of other personnel who may be affected by their conduct; cooperating with others in relation to actions taken by MU Student Union Ltd to comply with Occupational Health and Safety legislation; not wilfully placing at risk the health or safety of any personnel; not wilfully or recklessly interfering or misusing anything provided in the interest of health and safety or welfare of any personnel; undertaking tasks in accordance with relevant standard operating procedures or work instructions; wearing correct personal protective equipment specified in standard operating procedures or working instructions; seeking supervision and guidance from the relevant supervisor for all new or modified work procedures; using University and/or MU Student Union Ltd divisional procedures to report hazards and incidents; where required, participating in health and safety consultative arrangements, including meetings; where required, participating in health and safety information, training and induction procedures; following MU Student Union Ltd and divisional procedures for emergencies; implementation of relevant specific responsibilities described in the University s and or MU Student Union Ltd s health and safety policies and procedures. Authority to Act Staff have the authority to act to: commence an emergency response in accordance with emergency procedures; report workplace hazards and incidents to the local manager or supervisor; raise health and safety issues in accordance with the Issue Resolution Procedure; after consultation with the local manager or supervisor, cease a task and seek alternate duties where the nature and degree of the health and safety risk results in an immediate and serious threat to the health and safety of the staff member. SELECTION CRITERIA Essential Skills and Qualifications: Demonstrated experience in the development and improvement of operating procedures for equipment, plant and processes; Demonstrated administrative skills, including good knowledge of spreadsheet, word processing and database software; Demonstrated experience in project and time management, including prioritisation, planning and organisation of workloads to achieve broad objectives in a workplace with competing and changing priorities; Page 5

6 Demonstrated ability to conduct and record risk assessments, incident reviews and to determine and implement controls; Demonstrated experience with Maintenance Management Systems; Extensive experience in the technical aspects of a large and/or complex building; Good understanding of technical facilities, plant and maintenance issues and strong commercial acumen; Proven knowledge and demonstrated experience in the application of building regulations, standards and OH&S legislation; Demonstrated experience in Environmental and Sustainability practices, within a Commercial facility. Desirable Skills and Qualifications: Experience in an education environment or similar; Experience or exposure to retail / shopping centre property management; Experience or qualification in OH&S; Experience in team supervision. Conditions of Employment: Terms and conditions are in accordance with the MU Student Union Ltd Collective Agreement 2013 or any replacement agreement. I have read, understood and agree to comply with the position description. (Incumbent) (Supervisor) (Senior Officer) (Human Resources Manager MUSUL Services) Page 6