Traffic and Fleet Manager Facilities and Development

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1 Date: July 2011 Job Title : Traffic and Fleet Manager Department : Location : North Shore Hospital Campus including other locations as determined from time to time Reporting To : Group Manager Direct Reports : Traffic Services team Functional Relationships with : Internal All Waitemata DHB teams managers and teams Hospital Operations team External Patients and Visitors Local Authorities Contractors and suppliers Purpose : To actively manage traffic, parking and our Vehicle Fleet throughout the Waitemata DHB property portfolio to ensure legal and safe practices are undertaken. Ensure efficient, high quality customer focused service is provided in a cost effective and safe manner to Waitemata DHB service users and the public. Planning, budgeting, implementation and continual improvement of all aspects of traffic, parking and vehicle fleet services for the benefit of Waitemata DHB and the community district. As a member of the F&D management team, the Parking and Fleet Manager will contribute toward strategic planning, business proposals and capital project developments as required by the Group Manager F&D KEY TASKS AND ACCOUNTABILITIES RESPONSIBILITIES Customer Service Maintain regular, effective liaison and communication with internal customers and members of the public requiring traffic, parking and fleet vehicle services at owned and leased Waitemata DHB properties Maintain regular and effective communication with external parties or agencies as required Maintain effective communication with all members of the team as required Develop and manage a high performing team, addressing HR issues promptly with the team or individual Build and maintain excellent professional relationships with suppliers and contractors Parking and Fleet Management Develop, maintain and manage a computer based traffic management system for owned vehicles, a Waitemata District Health Board - JOB DESCRIPTION - Traffic and Fleet Manager Page 1 of 4

2 system for car park allocation, payment recovery (if any) and other parking requirements as advised from time to time. Management of the Waitemata DHB owned vehicles in relation to all matters to ensure the vehicles are utilised and costs scrutinised to their maximum efficiencies Manage and co-ordinate team utilisation for rostered duties at designated Waitemata DHB properties from time to time Maintain and operate a yearly leave roster to ensure appropriate levels of leave are taken in a timely manner and not accumulated more than the allowance provided by Waitemata DBH Development, implementation and enforcement of various policies from time to time including protocols, processes and strategic plans pertaining to Waitemata DHB traffic and parking services Maintain an appropriate computer based system for recording incidents and complaints received including the appropriate responses Training and Development Training scheme for parking attendants is developed to an acceptable NZQA standard including induction, ongoing skill development and evaluation of performance Co-ordinate regular team training and audit of teams in relation to disaster response requirements such as fire, earthquake or a significant emergency event Parking attendants are instructed and must kept up to date with new procedures as required to meet standards Orientation to Waitemata DHB sites is required by all of the team Financial Management and Administration Duties Time cards are checked for accuracy and authorised Understand variance reporting and address issues relating to budgets on a monthly basis to maintain zero variance Budget annually to ensure efficient and cost effective goods and services are being delivered in a timely manner Daily operations of the team are managed and well co-coordinated and if required communicated to the organisation Communications to Waitemata DHB teams are professional and self-explanatory to elevate confusion To develop and implement in agreement with the GM an annual business plan consistent with Waitemata DHB strategic plans, ensure that is in the course of planning all key teams are engaged and operational expectations and objectives are communicated Assist or deputise as required by Group Manager F&D to cover periods of leave or absence of other Waitemata District Health Board - JOB DESCRIPTION - Traffic and Fleet Manager Page 2 of 4

3 senior managers Ensure the professional and political integrity of Waitemata DHB by carrying out functions in compliance with the Treaty of Waitangi Additional Duties Any other additional duties that relate to the position are completed as instructed by GM Facilities and Development To recognise Individual Responsibility for Workplace Health and Safety under the Health and Safety in Employment Act 1992 Key Outputs & Performance Indicators Customer Satisfaction Budget Management Parking and Fleet Management People Management Personal Attributes / Competency Profile Leadership Customer Focus Communications Parking and Fleet Management Financial Mangement VERIFICATION: That you have read and understood the WDHB H&S policies & relevant procedures and apply these to work activities. Identify, report and self manage hazards where appropriate Identify Health & Safety reps in your work area Manage customer expectation and satisfaction through clear policy, process and communication % score from customer satisfaction survey Demonstrate via financial measures the effective utilisation of Parking and Fleet Management operating budget. Managing delegated budget and phased forecast within delegated procurement limits Demonstrate via performance measures the effective operational management of the service Operational performance KPIs Manage the Parking and Fleet team to ensure a safe and productive working environment Formal Performance Development Reviews conducted on schedule (target zero overdue) Personal Grievance (target zero) Self motivated individual with people management skills having the ability to oversee, negotiate, be assertive, coach, instruct and facilitate. Ability to critically analyse the customer s needs and recommend a solution that is economically fit for purpose. Ability to present (verbal & written) opportunities and gain agreement from all levels of the organisation. Experienced in managing delivered services to time, quality and cost. Interpret, set and manage cost codes for parking and fleet management and special requirements Employee: Department Head: Waitemata District Health Board - JOB DESCRIPTION - Traffic and Fleet Manager Page 3 of 4

4 Date: PERSON SPECIFICATION POSITION TITLE: Traffic and Fleet Manager Qualification Experience Personal Attributes Minimum Tertiary qualification in business, commerce Previous experience in parking management and vehicle fleet utilisation Preparation and control of annual budgets Dynamic and creative approach to leadership Relates well to people across the organisation Builds professional relationships and engenders trust Actively participates within a team environment Able to lead a diverse group of people Demonstrates a confident collaborative approach Computer literate in office IT applications Excellent communication skills and interpersonal skills Preferred Significant experience with parking and/or vehicle fleet management Management of shift work teams Able to lead and manage change, handle stress effectively in self and others Positive manner, able to influence without conflict, good facilitator Senior experience in development, leadership and management of teams, including employment relation issues Ability to compile objective written reports as required from time to time Waitemata District Health Board - JOB DESCRIPTION - Traffic and Fleet Manager Page 4 of 4

5 Date: July 2011 Job Title : Traffic and Fleet Manager Department : Location : North Shore Hospital Campus including other locations as determined from time to time Reporting To : Group Manager Direct Reports : Traffic Services team Functional Relationships with : Internal All Waitemata DHB teams managers and teams Hospital Operations team External Patients and Visitors Local Authorities Contractors and suppliers Purpose : To actively manage traffic, parking and our Vehicle Fleet throughout the Waitemata DHB property portfolio to ensure legal and safe practices are undertaken. Ensure efficient, high quality customer focused service is provided in a cost effective and safe manner to Waitemata DHB service users and the public. Planning, budgeting, implementation and continual improvement of all aspects of traffic, parking and vehicle fleet services for the benefit of Waitemata DHB and the community district. As a member of the F&D management team, the Parking and Fleet Manager will contribute toward strategic planning, business proposals and capital project developments as required by the Group Manager F&D KEY TASKS AND ACCOUNTABILITIES RESPONSIBILITIES Customer Service Maintain regular, effective liaison and communication with internal customers and members of the public requiring traffic, parking and fleet vehicle services at owned and leased Waitemata DHB properties Maintain regular and effective communication with external parties or agencies as required Maintain effective communication with all members of the team as required Develop and manage a high performing team, addressing HR issues promptly with the team or individual Build and maintain excellent professional relationships with suppliers and contractors Parking and Fleet Management Develop, maintain and manage a computer based traffic management system for owned vehicles, a Waitemata District Health Board - JOB DESCRIPTION - Traffic and Fleet Manager Page 1 of 4

6 system for car park allocation, payment recovery (if any) and other parking requirements as advised from time to time. Management of the Waitemata DHB owned vehicles in relation to all matters to ensure the vehicles are utilised and costs scrutinised to their maximum efficiencies Manage and co-ordinate team utilisation for rostered duties at designated Waitemata DHB properties from time to time Maintain and operate a yearly leave roster to ensure appropriate levels of leave are taken in a timely manner and not accumulated more than the allowance provided by Waitemata DBH Development, implementation and enforcement of various policies from time to time including protocols, processes and strategic plans pertaining to Waitemata DHB traffic and parking services Maintain an appropriate computer based system for recording incidents and complaints received including the appropriate responses Training and Development Training scheme for parking attendants is developed to an acceptable NZQA standard including induction, ongoing skill development and evaluation of performance Co-ordinate regular team training and audit of teams in relation to disaster response requirements such as fire, earthquake or a significant emergency event Parking attendants are instructed and must kept up to date with new procedures as required to meet standards Orientation to Waitemata DHB sites is required by all of the team Financial Management and Administration Duties Time cards are checked for accuracy and authorised Understand variance reporting and address issues relating to budgets on a monthly basis to maintain zero variance Budget annually to ensure efficient and cost effective goods and services are being delivered in a timely manner Daily operations of the team are managed and well co-coordinated and if required communicated to the organisation Communications to Waitemata DHB teams are professional and self-explanatory to elevate confusion To develop and implement in agreement with the GM an annual business plan consistent with Waitemata DHB strategic plans, ensure that is in the course of planning all key teams are engaged and operational expectations and objectives are communicated Assist or deputise as required by Group Manager F&D to cover periods of leave or absence of other Waitemata District Health Board - JOB DESCRIPTION - Traffic and Fleet Manager Page 2 of 4

7 senior managers Ensure the professional and political integrity of Waitemata DHB by carrying out functions in compliance with the Treaty of Waitangi Additional Duties Any other additional duties that relate to the position are completed as instructed by GM Facilities and Development To recognise Individual Responsibility for Workplace Health and Safety under the Health and Safety in Employment Act 1992 Key Outputs & Performance Indicators Customer Satisfaction Budget Management Parking and Fleet Management People Management Personal Attributes / Competency Profile Leadership Customer Focus Communications Parking and Fleet Management Financial Mangement VERIFICATION: That you have read and understood the WDHB H&S policies & relevant procedures and apply these to work activities. Identify, report and self manage hazards where appropriate Identify Health & Safety reps in your work area Manage customer expectation and satisfaction through clear policy, process and communication % score from customer satisfaction survey Demonstrate via financial measures the effective utilisation of Parking and Fleet Management operating budget. Managing delegated budget and phased forecast within delegated procurement limits Demonstrate via performance measures the effective operational management of the service Operational performance KPIs Manage the Parking and Fleet team to ensure a safe and productive working environment Formal Performance Development Reviews conducted on schedule (target zero overdue) Personal Grievance (target zero) Self motivated individual with people management skills having the ability to oversee, negotiate, be assertive, coach, instruct and facilitate. Ability to critically analyse the customer s needs and recommend a solution that is economically fit for purpose. Ability to present (verbal & written) opportunities and gain agreement from all levels of the organisation. Experienced in managing delivered services to time, quality and cost. Interpret, set and manage cost codes for parking and fleet management and special requirements Employee: Department Head: Waitemata District Health Board - JOB DESCRIPTION - Traffic and Fleet Manager Page 3 of 4

8 Date: PERSON SPECIFICATION POSITION TITLE: Traffic and Fleet Manager Qualification Experience Personal Attributes Minimum Tertiary qualification in business, commerce Previous experience in parking management and vehicle fleet utilisation Preparation and control of annual budgets Dynamic and creative approach to leadership Relates well to people across the organisation Builds professional relationships and engenders trust Actively participates within a team environment Able to lead a diverse group of people Demonstrates a confident collaborative approach Computer literate in office IT applications Excellent communication skills and interpersonal skills Preferred Significant experience with parking and/or vehicle fleet management Management of shift work teams Able to lead and manage change, handle stress effectively in self and others Positive manner, able to influence without conflict, good facilitator Senior experience in development, leadership and management of teams, including employment relation issues Ability to compile objective written reports as required from time to time Waitemata District Health Board - JOB DESCRIPTION - Traffic and Fleet Manager Page 4 of 4

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