Empl. ID: Vice-Chancellor s Office Position Description (PD) Our Vision Information Advisor Continuing March 2015 We have a vision of people prepared to make a difference: tangata tū, tangata ora. Our mission is to contribute to society through knowledge in chosen areas of endeavour by promoting a world class learning environment known for attracting people with the greatest potential to make a difference. We seek to be known as a University where knowledge is created, critiqued, disseminated and protected and where research, teaching and learning take place in ways that are inspirational and innovative. Looking towards 2023, the 150th anniversary of our founding, the primary components of our strategy are to Challenge, Concentrate and Connect. Purpose of the Vice-Chancellor s Office The Vice-Chancellor s Office exists to support the executive and governance functions of the University. The Registrar s portfolio within the Vice Chancellor s Office provides the resourcing needed to collectively ensure University statutory and regulatory compliance across a number of functions including Governance, Organisational Strategy Planning and Policy, Corporate Records, Risk and Audit, and Legal Affairs. The Registrar s Office is also responsible for the organisation and management of graduations, student records and examinations. Role, Purpose and Scope The role of Information Advisor is to: Support the Registrar in the development and deployment of his office s information, risk management and compliance delegations and responsibilities. Specifically, the role provides analysis and design outputs in support of SharePoint services, supports business continuity planning and the deployment of new and/or reconfigured tools and services within the portfolio and across the University. Some ad hoc support of existing functions is also anticipated. Key Relationships Reporting Relationships Responsible to: Reports to: Responsible for: Registrar Information and Records Manager Nil Information Advisor Page 1 of 7 Date issued: 12-Mar-15
Functional Relationships The Information Advisor will develop and maintain excellent relationships with the following colleagues, customers and clients for the purposes stated below: Internal Relationships Who does the job holder work or interact with inside the University Information and Records Team Senior Risk and Insurance Advisor University Registrar s Team Other Vice-Chancellor s Office Staff College Executives Service Heads, HODs, managers and staff with information-related responsibilities ITS staff The purpose and frequency of these interactions is to: Daily contact to discuss information analysis and SharePoint design and build Daily contract to coordinate, plan and deliver BCP initiatives Daily contact to ensure efficient and effective workflow across the University Registrar s Team. Daily contact to ensure efficient and effective workflow across the Vice-Chancellor s Office (VCO) portfolio Contact as needed to provide advice and guidance with regards to information and process matters Regular contact to investigate, analyse document departmental information processes, workflows and requirements Especially Senior SharePoint Consultant and Enterprise Architect: regular liaison to ensure information services requirements and documentation are fit for purpose, actionable and usable. External Relationships Who does the job holder work or interact with outside the University External Consultants The purpose and frequency of these interactions is to: To work with external experts in the development of the SharePoint environment. Salary Range This position is continuous part time (nominally 30 hours per week = 0.8 FTE). This position is in Band 5. Delegations Human Resources No formal responsibility for staff. Financial Budgetary and Expenditure Limits Budget Expenditure No authority to commit to expenditure Purchase Orders No authority to approve or issue purchase orders Purchase Card (P-Card) No authority to use a Purchase Card (P-Card) Information Advisor Page 2 of 7 Date issued: 12-Mar-15
Correspondence No authority to sign external correspondence Key Result Areas 1. Information Analysis The University s implementation of SharePoint is designed to ensure the University aligns with best practice. 1. Develop a detailed understanding of UC s SharePoint platform. 2. Work with service units and departments to capture their information/records management requirements. 3. Document these requirements and associated processes so that they can be validated and approved for build. 4. Work with Senior Information and Records Advisor and Senior SharePoint Consultant to ensure design and build fit within UC s SharePoint architectures. 5. Conduct process reviews to ensure that the Sharepoint functionality is being optimally utilised to the meet the objectives of the users (within the Information Framework). 6. Maintain a record of all engagements for reporting and analytical purposes. 2. Site Creation and Support Basic SharePoint sites are created and supported within UC s SharePoint architectures and service level agreements 1. Provide training to site owners and power users through both informal and formal training sessions. 2. Work with Senior Information and Records Advisor and Senior SharePoint Consultant to build basic SharePoint sites and functionality upon request, as part of request workflow 3. Provide post implementation site specific training and advice to power users and staff. 4. Liaise with Senior SharePoint consultant and service desk staff members to trouble shoot any post implementation issues or faults. 3. Portfolio Support The Vice Chancellor s Office and Registrar s Portfolio are supported in achieving their strategic objectives, business plans and associated projects 1. Participate in projects in line with the Vice-Chancellor s Office strategic objectives. 2. Provide support to the Policy Advisors in the administration of the UC Policy Library, as appropriate. 3. Provide information and design analysis in support of REG systems, including exam scheduling and aegrotat processing. 4. Business Continuity Planning Support The University s business continuity planning (BCP) framework is developed and implemented in all units and departments. Information Advisor Page 3 of 7 Date issued: 12-Mar-15
1. Work closely with the Senior Risk and Insurance Advisor and Deputy Registrar to identify gaps in BCP capability across campus 2. Facilitate the implementation of the BCP framework across departments and units. 3. Conduct reviews of the BCP structures as required by the BCP process plan and Internal Audit programme. 4. Monitor progress on the implementation of Internal Audit recommendations with respect to BCP. 5. Ensure that advice to departments and colleges is timely, accurate and consistent. 5. University Service The University is assisted with the attainment of its strategic objectives through the provision of commitment and contribution to the wider wellbeing of your College/Service Unit. 1. Participate in projects in line with your College/Service Unit s strategic objectives. 2. Keep current and comply with UC systems, policies and procedures and relevant legislation, and constantly look for ways to improve processes and procedures. 3. Contribute to the University s image as a good place to work and study through the provision of high quality, professional services and showing courtesy and respect in interactions. 4. Demonstrate an honest respect for and appreciation of biculturalism and diversity by supporting fair treatment and equal opportunities for all. 5. Contribute to the sustainability efforts of the University through the responsible use of resources and equipment. 6. Demonstrate commitment to providing students with an educational environment that incorporates the UC Graduate Attributes employability and entrepreneurship, community engagement, internationalisation and contribution to a bi-cultural New Zealand in a multi-cultural society. 7. Attend annual business planning meetings and align work plans with the goals and objectives of the department. 8. Demonstrate commitment to own professional development, taking advantage of learning opportunities and engaging fully in PD&R process. 6. Health and Safety A safe and healthy working and learning environment is maintained at all times. 1. Comply with Occupational Health and Safety Legislation and Regulations. 2. Observe all University of Canterbury safe work policies, procedures and instructions. 3. Take responsibility for your own health and safety and ensure no action or inaction on your own part harms others in the workplace. 7. Projects or Other Duties To carry out other duties which may reasonably be required by your Manager from time to time in the course of the University s business and which fit the role s purpose as stated, and for which the position holder is qualified or has received adequate training or instruction. 1. Participate on relevant University committees, task forces and project groups as required. 2. Support the broader Vice-Chancellor s Office team as required Information Advisor Page 4 of 7 Date issued: 12-Mar-15
Professional Development and Review (PD&R) The University has a Professional Development and Review Process (PD&R) which is undertaken annually. During this process, the Manager and Staff Member will discuss and agree what contribution the Staff Member is expected to make during the review period towards achieving the University s objectives. Objectives (consistent with the Key Result Areas and Behaviours in this Position Description and the Department / Unit / College s Business Plan); performance measures (indicators of achievement) and the support (including development) required by the Staff Member to achieve these objectives will be agreed. Information Advisor Page 5 of 7 Date issued: 12-Mar-15
Vice-Chancellors Office Person Specification Education Information Advisor Continuing Relevant tertiary qualifications (i.e. at a minimum, a Bachelors degree plus other higher-level qualifications) or equivalent work experience (minimum 5 years). Candidate(s) who are successful in their application for this role will be required to present the originals of their qualification(s) to Human Resources prior to commencing employment. In making an application for this position, candidates authorise the University of Canterbury to arrange for the awarding bodies to be contacted to validate the qualification(s). Employment offers will be conditional upon the University of Canterbury receiving proof that this requirement is met. Required Registrations/Certificates/Licences Nil Candidate(s) who are successful in their application for this role will be required to present the originals of their registrations/certificates/licences if they are a requirement for the role to Human Resources prior to commencing employment. In making an application for this position, candidates authorise the University of Canterbury to arrange for the awarding bodies to be contacted to validate the registrations and certificates. Employment offers will be conditional upon the University of Canterbury receiving proof that this requirement is met. Technical or Professional Knowledge, Skills, and Experience Strong knowledge of legislation and regulations relating to information management Strong knowledge of University of Canterbury processes, systems and regulations Five to seven years senior operational experience in a University or similar organisation Excellent analytical skills, including ability interpret complex descriptions and requirements and distil these into clear and systematic artefacts Understanding of the tertiary education sector and its unique aspects Excellent organisational skills Excellent written and oral communication skills; specifically proofreading, editing, and sound grammatical knowledge Sound working knowledge of the internet as a communication and research tool An ability to plan, develop, and review projects Ability to interpret and communicate complex issues for the end user in a meaningful and pragmatic way An understanding of bicultural issues and the Treaty of Waitangi as well as a demonstrated ability to apply this understanding in policy, statutory and regulatory compliance contexts Information Advisor Page 6 of 7 Date issued: 12-Mar-15
Employment Checks Candidates who successfully reach the final stages of the selection process for this role will be required to undergo pre-placement screening checks, inclusive of but not limited to Qualification and Criminal History/ or Police Vetting checks. A satisfactory report from the relevant agency will be a condition of employment. The University will, however, make the final decision as to whether the appropriate standard has been met. Behaviours These are the abilities, attributes and personal characteristics that the staff member will need to consistently display in order to achieve their Key Result Areas (KRAs) [that is, to do the job effectively]. These behaviours describe how someone does the job, whilst KRAs describe what is to be done. Contributing to Team Success Actively participating as a member of a team to move the team toward the completion of goals. Work Standards Setting high standards of performance for self and others, and assuming responsibility for successful completion of tasks. Continuous Learning Actively identifying new areas for learning, seizing learning opportunities, and learning through the application of newly gained knowledge and skills. Gaining Commitment Using appropriate interpersonal styles and techniques to gain acceptance of ideas or plans. Communicating with Impact Clearly conveying information and ideas through a variety of media in a manner that engages the audience and helps them understand and retain the message. Managing Work (includes Time Management) Effectively managing one s time and resources to ensure that work is completed efficiently. Valuing Diversity Appreciating and making best use of the diverse capabilities, insights and ideas of all individuals, and understanding differences in style, ability and motivation. Building Trust Interacting with others in a way that gives them confidence in one s intentions and those of UC. HRPF: PositionDescription Information Advisor Page 7 of 7 Date issued: 12-Mar-15