Position:General Manager Advisor

Children’s Worker:No

Location:National Office Wellington

Business Unit:Property and Facilities

Group:Organisational Solutions

Reporting to:General Manager Property and Facilities

Issue Date:May 2016

Delegated Authority:Nil

Staff Responsibility:Nil

Our Role

The Ministry of Social Development (MSD) is the lead agency for the social sector. We help the Government to set priorities across the sector, co-ordinate the actions of other social sector agencies and track changes in the social wellbeing of New Zealanders.

The Ministry provides policy advice, and delivers social services and assistance to children and young people, working age people, older people, and families, whānau and communities. We work directly with New Zealanders of all ages to improve their social wellbeing.

We serve over a million people, working out of more than 250 centres around the country. It is likely that every New Zealander will come into contact with the Ministry at some point in their life.

Our work, together with our social sector partners, is essential to achieving a sustainable and prosperous future, where all New Zealanders are able to take responsibility for themselves, be successful in their lives and participate in their communities.

Our Purpose

We help New Zealanders to help themselves to be safe, strong and independent.

Ko ta mātou he whakamana tangata kia tū haumaru, kia tū kaha, kia tū motuhake.

Our Principles

MSD people: All own what we all do | Take responsibility for what we do | Understand our role in the big picture, who can help us and who we can help | Navigate through ambiguity and the opportunity it brings to create better ways of doing things | Act with integrity, courage and transparency | Celebrate our achievements and those of our clients

PositionDescriptionApprovedBy:

______
Deputy Chief Executive, Organisational Solutions
Date: ……/……/……
Group:
Organisational Solutions, together with the Organisational Governance group, form the Corporate Centre which supports the Ministry’s operating model and frontline services, promotes collaboration and collective leadership and gives the Leadership Team clear oversight of the Ministry. Organisational Solutions brings together Finance, Human Resources (HR), Information Technology (IT), Insights MSD (iMSD), Procurement Solutions,Property and Facilities Management, Health, Safety and Security, Information Services and Chief Privacy Officer, Legal Services, Information Security, Organisational Projects, and Intelligence into one group.
It is responsible for leading the development of integrated capability strategies across the whole of MSD and for developing a Ministry-wide view on organisational policies, practices and issues, with a strong focus on sustainability, providing smart solutions and backing the business to succeed.
OrganisationalSolutions provides essential best practice support services to the Ministry’s business groups and to over 10,000 staff across New Zealand. The group has responsibility for an operating budget of around $220 million per annum and employs more than 950 people.
Business Unit:
The Property and Facilities group includes property strategy and planning, property operations, national office facilitiesservices and the national office accommodation planning and implementation.. The large property portfolio encompasses in excess of 200,000m2 of office space across 190 plus as well as management of 80 family homes and 9 residential facilities for Child Youth and Family.:with an annual operating cost of around $80Million and a asset base around $400Million
The Ministry’s service models are being reviewed and, along with the implementation of the Security Response Programme outcomes, over the next few years, the property folio will be subject to some considerable review, with heavy capital investment envisaged.
The group has responsibility for:
  • Managing the Ministry’s property assets, including purchasing, leasing and disposal, of the Ministry’s commercial and residential property portfolio
  • Managing the property capital and operating budgets in line with Treasury requirements and with a value for money lens for the Ministry.
  • Bringing design, fit-out and maintenance expertise to the portfolio management to ensure they deliver safe fit for purpose work environmentsfor the Ministry’s people and operations.
  • Esnsuring the long-term property planning is an integrated part of the Ministry’s and Government’s strategic business planning.
Purpose of the Position:
The purpose of this role is to guide Property and Facilities to ensure its delivery of business programmes, projects and services meet performance standards and customer expectations.
The role will provide a framework for measuring, reporting and improving performance in a manner that enables our people on a daily basis to understand and act on performance opportunities. This will ensure that the Management team has the information required to actively align operations and improvement activities with business initiatives.
This role will ensure that risks are identified and mitigated so that delivery of business imperatives is not impeded.

Working Relationships

Internal:

  • Manager Property Operations
  • Manager Property Strategy and Planning
  • Manager Campus Optimisation
  • Property and Facilities team members
  • Risk and Assurance
  • Expert Practitioner – specialist functions
  • Service Line General Managers
  • Service Linemanagers, senior regional managers
  • Ministry’s Financial Analysts
  • National Accounting Centre
  • Ministry’s procurement advisors
  • Ministry’s legal advisors

External:

  • External providers
  • Specialist consultants
  • Contractors and trades personnel
  • Statutory bodies, government departments, local bodies and other control agencies

Key Accountabilities:

Key Result Area / Accountabilities
Performance Measurement and Reporting /
  • Identification, measurement and reporting of performance metrics.
  • Ensures that measurement and reporting of performance metrics provides a consistent and transparent framework for managers to track progress in optimising performance levels.
  • Leads the continuous re-evaluation of performance targets in consultation with other members of the Management Team and in line with relevant industry standards that are appropriate to the MSD environment.

Process Improvement and Development /
  • Ensures the design of improved processes across Property and Facilities is complete and are aimed at improving quality, predictability, and cost efficiency of processes; particular focus will be given to processes which cross teams so Property and Facilities works cohesively as a whole.
  • Developing and documenting and maintaining operating processes that enable consistent quality of service delivery
  • Consulting with Managers and staff regarding changes to existing or new practices.
  • Identifying and recommending best practice improvements to procedures and systems
  • Generating and recommending ideas for developing process improvements that will enhance performance
  • Identification of tools and technology to enhance services
  • Encouraging and communicating best practice within Property and Facilities

Risk Management Advice /
  • Responsible for collating risk management plans from the Property and Facilities teams and creating a rolled up view of majorProperty and Facilities risks and their mitigants.
  • Responsible for the coordination of Property and Facilities wide risk workshops and tracking of progress with important risk mitigation activities.
  • Oversee the risk management practices of all Property and Facilities teams and projects ensuring best practice and emerging approaches within the property and Health and Safety sector are utilised.
  • Support managers to accurately identify risk and vulnerabilities in projects, business practices and procedures.
  • Advise managers in the development and use of quality risk management practices based on accepted principles and standards, resulting in continual improvement in projects and services.
  • Develop risk Management KPIs and reporting
  • Coach managers to select and use appropriate tools to enhance their risk management practices.

Business Information and Analysis /
  • Ensure timely monitoring of action plans and deliverables, with potential issues raised and feedback provided to relevant managers
  • Work with managers to build risk management principles and controls into existing and new processes
  • Establish a feedback process loop for significant work undertaken
  • Research and analyse drivers of risks that cause concern
  • Collect, collate and analyse data from both internal and external sources to enable projects to effectively deliver enhancements to existing business processes

Performance Measurement and Reporting /
  • Accountable for the identification, measurement and reporting of Property and Facilities performance metrics
  • Ensures that measurement and reporting of Property and Facilities performance metrics provides a consistent and transparent framework for managers to track progress in optimising performance levels.
  • Leads the continuous re-evaluation of performance targets in consultation with other members of the Property and Facilities Management Team and in line with relevant industry standards that are appropriate to the MSD environment.

Project Management /
  • Co-ordinating projects that enhance processes - projects may vary from large projects spanning from concept inception to ongoing management to small projects which focus only on implementation of minor changes
  • Develop and maintain detailed project plans including internal work streams, and ensuring timeframes and budget requirements are met
  • Identify and engage resources required to support the project where appropriate, including internal resources, specialist consultants and contracted suppliers
  • Reporting on projects against plans and budget, monthly and as required

Planning and Development of Business Opportunities /
  • Assists the management team to develop long range strategies and business plans
  • Contributes in scoping and developing opportunities for enhancing performance in the medium to long term
  • Represents and advocates for the business in respect of its business requirements and future direction.
  • Keeps self up to date with business changes

Relationship Management /
  • Develops and maintains relationships with stakeholders both internal and external as required
  • Builds rapport and fosters co-operation at all levels (including senior levels)
  • Supports Managers through the provision of, and sharing of information about contacts with stakeholders and making sure that issues are not duplicated or allowed to fall through the gaps.
  • Representsthe Ministry credibly and professionally in relationships established as part of work undertaken

Continuous Improvement /
  • Maintain a culture of continuous improvement by reviewing completed solutions to assess their success in enhancing the Ministry’s operational performance to achieve desired outcomes
  • Contribute to the team-based thinking and development of long range strategies and business plans for Property and Facilities and also to the Ministry’s overall plans and strategies

Team and Individual Performance / Contribute in a positive way to the Property Strategy and Planning team:
  • Share information and ideas with the team, colleagues and management
  • Participate in national projects/initiatives
  • Contribute to group communication and activities. Participate in peer review of own and others work
  • Identify and act on personal learning and development opportunities
  • Implement policies, strategies and programmes to achieve the Ministry’s strategic direction
  • Operate within Ministry operating policies and procedures

Technical/Professional Knowledge and Experience
  • 3-5 years relevant experience in a related role
  • Experience in risk analysis and results reporting
  • Ability to assess risks associated with audit related assignments
  • Previous experience in developing operational processes and best practices is preferred.
  • Experience in the development of Business Cases or project proposals.
  • Good understanding and knowledge of relevant legislation
  • Knowledge and understanding of property management (commercial and residential) preferably within in a large government organisation
  • Proven experience in, and a good working knowledge of, government policy and public sector processes in particular central agencies processes and policies, and public sector planning and reporting requirements
  • Experience in the ability to write clear and concise material at both a strategic and operational level for various audiences
  • Proven record in establishing and maintaining relationships with individuals, groups or agencies external to the organisation.
  • Proven capability for critical thinking in the analysis of requirements and development of solutions
Attributes/Success Factors
  • Excellent communication, engagement and interpersonal skills
  • Strong organisational and planning skills
  • Flexible, adaptable and pragmatic
  • Strong planning and problem solving ability
  • Strong analytical skills
  • Good relationship managements skills
  • Ability to appreciate a bigger organisational picture
  • Strong written and oral communications skills
  • Strong decision making skills – able to analyse information from a variety of sources, make sound judgements and assumptions based on fact
Other Requirements
  • Willing to travel to fulfil job requirements

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