POSITION DESCRIPTION

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POSITION DESCRIPTION

  1. 1. POSITION DESCRIPTION POSITION TITLE: Properties Systems Officer CLASSIFICATION: Band 5 BUSINESS UNIT: Building and Properties REPORTS TO: Manager, Building and Properties APPROVED BY: Manager, Building and Properties DATE OF UPDATE: January 2007 POSITION OBJECTIVE: The purpose of this position is to ensure that expenditure on building and property assets offers ratepayers value for money. Objectives to achieve this purpose are to: • improve information management for building and property assets and services; and • develop and implement systems and procedures for asset, property and facilities management. GECC Values Employees of the Glen Eira City Council are recognised and rewarded on their contribution to Customer Service, commitment to Teamwork, display of Leadership and demonstration of Initiative.
  2. 2. KEY RESPONSIBILITIES AND DUTIES: Operational Assist with the asset management system roll out Act as the system administrator for building and property data for the asset management system Identify, develop, collect and maintain building and property data for the asset management system Develop standard data capture forms for building and properties related processes and projects including maintenance, renovation and upgrades.
  3. 3. Oversee regular system housekeeping of the asset management system, carrying out file maintenance and system routines and ensuring they are completed and documented successfully Assisting the administration of the booking system including overseeing regular system housekeeping, training Building and Properties staff, acting as a back up to the Facilities Hire Officer and preparing reports for performance management purposes. Administer security systems including overseeing regular system housekeeping, training staff, acting as a back up to the Facilities Hire Officer for the issuing of cards and preparing reports for performance management purposes. Administer key management systems including overseeing regular system housekeeping, training staff, acting as a back up to the Administration Officer for the issuing of keys and preparing reports for performance management purposes. Improve client, and where relevant community, access to Council’s building and property data through preparing data and information for publishing on Council’s website, intranet and geographical information system. Develop and implement a plan management system for hard copies of building plans Develop and implement a plan management system for electronic copies of building plans including arranging the digitisation of existing hard copy plans and the preparation of plans for buildings where no plans are held. Administer lease documentation processes including developing and maintaining databases, organising electronic copies of documents, collecting rents and ensuring insurance arrangements are in place Administer contract documentation processes including developing and maintaining databases, organising electronic copies of documents and ensuring insurance arrangements are in place Communicate changes due to system enhancements to staff, contractors and customers as required and update or create documentation re system enhancements Research land title and ownership issues.
  4. 4. Assist in the preparation of strategies, polices, briefs, reports and correspondence through undertaking research including file reviews. Reports, Statistics and other Documentation Design and prepare maps and reports as required from relevant information systems Ensure accurate system statistics are produced weekly, monthly, annually or as required Maintain statistical reports as excel spreadsheets or other appropriate formats Prepare and update manuals and other system documentation for staff and customer use Compile response for the annual Department for Victorian Communities’ Asset Management Performance Measures survey Compile business unit performance statistics for Council’s quarterly Services Report, monthly key performance indicators, annual Best Value targets, and other reporting as required Planning Research and make recommendations for relevant information and security system directions and requirements Risk Management Contribute to the effective protection of council in accordance with the Council’s risk management policy and procedures with a particular focus on property and information security risks Occupational Health and Safety Contribute to a safe working environment by adherence to the Occupational Health and Safety Act 2004, regulations and Council Occupational Health and Safety procedures. Customer Service Provide excellent customer service to all internal and external customers. ORGANISATIONAL RELATIONSHIPS:
  5. 5. Reports to: Manager, Building and Properties Position deals with: Building Coordinator; Property Coordinator; Facilities Hire Officer; Engineering Assets staff; IT staff; Internal clients; Contractors Supervises/Reported to by: Nil ACCOUNTABILITY & EXTENT OF AUTHORITY The position is subject to regular supervision, regulations, policies and to professional review from the Manager Building and Properties. The incumbent has scope to make independent decisions while operating within the confines of Council policy and procedures. The position is free to administer systems including maintaining data and making changes to system configurations subject to regular reporting to the Manager Building and Properties. Changes that will affect processes must be approved by the Manager Building and Properties prior to implementation. The incumbent is free to prepare, develop and implement staff training and development processes subject to regular reporting to the Manager Building and Properties. The incumbent may have input into Policy development (investigative, analytical or creative, within area of expertise) from time to time. The position is to provide support and assistance to senior employees, including undertaking research, collecting data, carrying out site visits, designing and implementing reports. The incumbent is free to provide advice to internal clients regarding systems data and information. Advice may be provided to external individuals and organisations subject to Council policies, appropriate regulations and the approval of the Manager Building and Properties.. The incumbent will be subject to regular reporting to the Manager Buildings and Properties. JUDGEMENT & DECISION MAKING The incumbent will be required to solve problems and make decisions relating to the asset management system, bookings system, security system and other relevant systems in line with their technical knowledge and experience, Council guidelines, and policy. Problems may be complex and require some creativity and originality to solve.
  6. 6. The position requires reviewing of systems and procedures to effect improvements. Guidance and advice will usually be available. SPECIALIST SKILLS & KNOWLEDGE This role requires the use of knowledge and skills in the following areas: • Understanding of project and contract management/administration principles; • Knowledge of and skills in the use of asset management, maintenance or property-related software; • Understanding of asset management principles and systems; and • Understanding of computer programs particularly in database systems, graphical information systems, word processing, spreadsheet, and email. MANAGEMENT SKILLS The incumbent is required to: • Manage their own time, planning and organising their own work and setting priorities to achieve objectives within departmental expectations; • Achieve specific objectives within available resources and timetable; • Monitor, review and report on own work performance; and • Provide structured and on the job training to staff and contractors from time to time. INTERPERSONAL SKILLS The incumbent is required to: • Build effective relationships with internal staff and contractors; • Capability for decision making and to articulate reasons for decisions; • Well developed creative problem solving skills; • Ability to identify training needs from staff enquiries; • Ability to communicate with customers, staff and professionals in a wide range of disciplines; • Liaise with counterparts in other organisations to discuss and resolve specialist problems; • Communicate with clarity and diplomacy to staff at all levels of the organisation and external contractors; • Write reports in their field of expertise; and • Prepare external correspondence.
  7. 7. QUALIFICATIONS AND EXPERIENCE The incumbent will have the following skills and knowledge: • Tertiary qualification in Property, Building Maintenance, Engineering or Computer Science; • Well developed computer skills relevant to Building Maintenance, Property Management and Asset Management field, especially using Microsoft Windows Environment, and GIS systems); • Database and systems knowledge and experience; and • A current Victorian Drivers Licence. Experience in the operation and administration of the Confirm asset management system will be looked on favourably. KEY SELECTION CRITERIA • Tertiary qualification in Property, Building Maintenance, Engineering or Computer Science; • Ability to undertake research • Well developed computer skills relevant to Building Maintenance, Property Management and Asset Management field, especially using Microsoft Windows Environment, and GIS systems); • Time management skills; • Database and systems knowledge and experience; and • A current Victorian Drivers Licence.

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