Position title: Management System Administrator Reporting to: Manager Works Programming Division: Service Delivery Evaluated level of the position: Pay level 13 Stratum level of role: Level 2 - Front-line manager - 3 months - 1 year Position number: 0029782 Hours worked: Award - 35 Initial location: Requirement for vehicle: Potts Hill Is the employee required to drive a vehicle as part of the role? Yes Does the employee have to provide a car for work purposes (Budgeted in their TRP)? No Section 1: Purpose To review, develop, facilitate, implement and administer the Management Systems for Civil Delivery to ensure that robust and effective systems are maintained and improved to meet business needs. Achieve and maintain certification (if required) and help integrate Civil Delivery Systems with other Management Systems developed by Service Delivery and other divisions of Sydney Water Policy owner: Manager, Recruitment & Onboarding Page 1 of 6
Section 2: Key accountabilities and outcomes/tasks Technical accountabilities Management System Administration Assist management in the efficient delivery of maintenance services by ensuring that they have access to appropriate management systems that facilitate the provision of high quality outcomes in line with customer/stakeholder expectations Facilitate the development and implementation of integrated management systems that cover quality, environment, safety and risk Train Civil Delivery staff in the optimal use and deployment of management system procedures and methods Encourage and facilitate regular reviews of appropriate team s performance in regard to management system procedures and methods Ensure effective deployment and operation of the management system such that it is capable of certification Ensure that the management system allows for process and system improvements to reflect changing standards, organisational drivers and business needs Undertake system audits and facilitate the implementation of process improvement Communications Support the Civil Delivery leadership team in the planning, implementation and deployment of management systems within Civil Delivery Foster/maintain internal and external communication channels Openly communicate self-assessment results within Civil Delivery and across Service Delivery to highlight improvement opportunities and gain ownership for their delivery Provide information and specialist advice on quality assurance to managers and employees to enable effective delivery of business commitments Ensure regular meetings with Managers are conducted to keep operational areas up to date Relationships Develop and maintain cooperative and effective relationships with business units across the corporation Liaise with certification agencies and maintain appropriate ongoing relationship, facilitate and participate in the certification audit process Assist work teams to develop and maintain updated documents needed for effective delivery of their work Programming accountabilities Develop and implement a system audit schedule Regiular review cycle of all Civil Delivery documentation Key behaviours All staff are accountable for demonstrating Sydney Water s key behaviours of: Honesty We display professionalism and integrity in everything we do We keep our word, and do what we say we will Policy owner: Manager, Recruitment & Onboarding Page 2 of 6
We work within policies, systems and procedures and refer to our manager when appropriate We speak to others with an open mind Teamwork We actively participate in work meetings and activities We treat people in an honest, courteous and respectful manner We work cooperatively with one another to solve problems and share information We maintain a strong, two-way, trusting relationship with our manager to achieve goals We ask for help from our manager when we need it Achievement-driven With our manager, we look for ways to improve tasks, systems and processes We are flexible and can adapt to change We will overcome barriers to success We actively participate in people management processes such as setting goals and development Personal responsibility We take responsibility for our mistakes and learn from them We use our skills, experience and discretion to achieve the best results We are reliable and deliver what we say we will We quickly raise any issues with our work with our manager Additional duties Sydney Water expects all staff to do other projects and perform additional duties as required. Policy owner: Manager, Recruitment & Onboarding Page 3 of 6
Section 3: Role relationships Direct and indirect reports Title and number of direct reports. Nil Indirect reports. 0 Across the organisation Title and Task Initiating Role Relationships (TIRR) authorities. Assurance and Monitoring Manager Business Strategy and Assurance - Environment Manager Manager Safety Manager Reactive - Civil Delivery Manager Planning - Civil Delivery Manager Contracts - Civil Delivery Manager Civil Projects - Civil Delivery Manager Logistics and Support - Civil Delivery External Contact and nature of relationship. Third party auditors Certification bodies Section 4: Capability Knowledge, skills and experience Basic knowledge Formal education required. Relevant tertiary qualifications in Management Systems and/or experience deemed equivalent. For example quality/safety/environmental system management and Management System auditing Skills Specific skills, software packages or licences required to perform the position and at what level. High level communication and negotiation skills, and the ability to foster and drive initiatives across organisational boundaries Ability to use document management systems such as BMIS Policy owner: Manager, Recruitment & Onboarding Page 4 of 6
Organisational skills and demonstrated ability to manage projects, particularly with respect to setting clear direction and meeting timeframes and budget requirements Initiative, leadership, perseverance and ability to work autonimously Demonstrated written and oral communication, presentation and negotiation skills Demonstrated ability to evaluate the performance of management systems and processes in relation to business objectives and priorities. Ability to vary these arrangements to produce enhanced performance in line with business managers' requirements Demonstrated ability in handling management/employee relations, particularly in a team environment that will produce committed participation to quality practices Experience Experience needed for the position. Sound knowledge of Management Systems, especially the requirements of ISO 9000 and relationships between quality systems, safety systems and environmental systems Demonstrated experience in developing, implementing and managing Management Systems Demonstrated ability to conduct Management System audits to ensure that the quality of products, works and services will meet the specified business and certification requirements Knowledge of Sydney Water s operating environment Knowledge of, and experience with the relevent legislation, particularly safety and environmental legislation Proven planning skills to develop, implement, administer and improve management systems Additional knowledge and skills Desirable knowledge, skills or experience needed for the position. Knowledge of Civil Delivery work processes and the types of work performed Physical requirements Office Based with some minor duties in the field Description: Works in an office and may have some duties in the field. Policy owner: Manager, Recruitment & Onboarding Page 5 of 6
Recommendation I recommend that the position description be authorised. Prepared by: Shaun Gardner, Manager Works Programming Approved by: Tony Cannard, Manager Civil Delivery Policy owner: Manager, Recruitment & Onboarding Page 6 of 6