Corporate Services Manager
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Corporate Services Manager

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Corporate Services Manager Corporate Services Manager Document Transcript

  • 1 POSITION DESCRIPTION NEW ZEALAND WALKING ACCESS COMMISSION Position: Corporate Services Manager Location: Wellington Reporting to: Chief Executive Date: March 2010 BACKGROUND The New Zealand Walking Access Commission was established by the Walking Access Act 2008. The role of the Commission is to enhance and extend walking access to New Zealand’s great outdoors. POSITION SUMMARY The Corporate Services Manager reports to the Chief Executive and is responsible for the management of organisation’s financial, planning and reporting, human resources, information systems, procurement, and office administration functions. The role will ensure high quality, appropriate and cost effective business supports and finances are provided, monitored and maintained across the Commission. The Corporate Services area has the following roles: • Support the achievement of the strategic intent of the organisation • Support the delivery of organisational outputs and services • Provide services to managers and staff The position has one direct report – the Corporate Services Advisor. 1
  • 2 Key Accountabilities The position has responsibility for the following functions: • Financial advice and budgeting/accounting services and processes • Strategic planning and reporting • Performance reporting including reporting to the Minister, the Board and the CE. • Executive support to the Board and advice on governance matters • Support services including information management, human resources and general administration • Procurement & contract management • General administration Key Relationships/Contacts Within the organisation Outside the organisation Chief Executive MAF Monitoring Unit Operations Manager Central Government Agencies – Treasury, SSC and Audit NZ Communications Manager Ministers office staff; Corporate Services Advisor NZWAC stakeholders Field Staff Service providers Other State sector agencies Key Result Areas KEY RESULT AREA HOW ACHIEVED Financial planning/ Finance Advice & Compliance budget/reporting • Provide advice to the Chief Executive on strategic financial, accounting services and commercial issues that support and meet the strategic direction of Commission • Monitor changes to and provide advice on compliance with statutory and financial reporting standards. • Establish and monitor internal controls and systems to ensure that the Board and Commission staff are regularly informed about and comply with “best practice” and applicable Crown Entity and State Sector financial management requirements. • Prepare and monitor the financial delegations for Commission. Budget Management • Develop and maintain budgets and budget processes (for both operating and capital) that align with and support the Commissions strategy and operations. • Prepare the Commissions annual budget for approval by the Board • Provide the appropriate financial information to inform the government annual budget process to MAF as requested Cash Flow Management • Manage the organisations cash flow to ensure sufficient finance is available to run the Commission’s business. • Provide cash flow forecasts and actual figures for reporting to the CE and March 2010
  • 3 KEY RESULT AREA HOW ACHIEVED Board. Financial Management • Oversee the management of debtors and creditors. • Manage day to day cash flow. • Manage the Commission’s investments in accordance with the Board’s investment strategy. • Manage the Commission’s capital programme, ensuring capital expenditure is identified, appropriate budget allocated and projects are managed within the identified budget. General Accounting • Maintain the Commission’s automatic and direct debit payments, ensuring timely and accurate payments are made. • Manage the monthly and annual accruals. • Prepare quarterly forecast statements. Reporting • Prepare monthly financial statements, including balance sheet, revenue and expenses and capital expenditure. • Prepare quarterly financial reports for the Board and for the Minister. • Prepare the annual report financial statements. Review & Enhancements • Review the appropriateness of current financial reporting systems and procedures and recommend improvements or changes as appropriate. Risk Management • Ensure the ongoing adequacy / integrity of internal controls. • Undertake internal audits as may be prudent from time to time. • Identify possible future issues/risks and provides relevant and timely advice and guidance to the CE and the Board. • Maintain relevant levels of insurance for the Commission’s activities and assets. Strategic and Strategic & planning advice and process operational planning • Provide strategic planning advice to the Chief Executive and the Board. • Manage the strategic and annual planning and budgeting processes for the Commission • Provide advice to the Chief Executive and the Board on identification and management of risks associated with the Commission’s strategy. • Prepare a risk management plan for the Commission. • Develop an annual business plan for the organisation to deliver on the Commission’s strategy. • Provide advice on governance and state sector issues as necessary. • Provide advice and support on the development of change management plans to implement the Commission’s strategy as necessary. • Liaise with the MAF Monitoring Unit as necessary during the planning and budgeting process. Accountability Documents • Develop and produce key Commission accountability documents including the SOI, the Output Agreement and the Annual Report. March 2010
  • 4 KEY RESULT AREA HOW ACHIEVED Performance monitoring • Manage the external and internal monitoring and reporting requirements & reporting including the quarterly reporting to the Minister. • Manage any other external stakeholder reporting as required. • Develop, implement and operate internal performance monitoring and reporting to the Chief Executive and to the Board. • Oversee the performance measurement process for the Commissions outcomes framework. Human Resources • Manage the contract to provide HR services to the organisation, ensure services and support are provided to a high standard and meet the organisations obligation to be a “good employer” and all legislative and contractual requirements. • Ensure the organisation’s health and safety policy & procedures are up to date, appropriate, comprehensive and legislatively compliant. • Maintain an up to date employee handbook. • Develop and maintain an induction programme for new employees and contract staff. Payroll • Manage the payroll services for the organisation. • Ensure that employee personal files and Payroll records are maintained to audit and legal requirements. • Ensure that any salary changes and/or other payments are authorised by the Chief Executive. • Manage the contract for the provision of IT advice and support as Information required. Management • Organise the provision of IT hardware and software that meets the organisation’s current and future requirements. • Oversee the selection and implementation of a Document Mgt system for the organization. • Ensure all Board meetings are properly serviced. This includes Governance Support coordination of the Board Agenda, the preparation and circulation of papers for consideration, recording minutes and decisions and circulation for information or action. • Ensure all files associated with Board meetings are maintained and managed to a high standard and within statutory requirements. Contract management & • Establish processes for the engagement of consultants and contractors. procurement • Manage the contract management and procurement processes in alignment with state sector requirements & Commission policies. Administration Services • Oversee the provision of general administration services for the Wellington office. • Develop and maintain the Commission’s Business Continuity Plan. • Oversee the provision of accommodation services. • Manage the Commission’s corporate clothing service • Establish and maintain the organisation’s policies and procedures process. • Manage the Commission’s filing, records and document processes. Know and comply with OSH policies and procedures, particularly those relating to work-related issues, injuries and rehabilitation. March 2010
  • 5 KEY RESULT AREA HOW ACHIEVED Relationship • Develop and maintain effective working relationships with relevant Management stakeholders • Develop and maintain strong and effective working relationships with colleagues within the organisation • Demonstrate strong leadership & management skills. • Provide leadership, including setting objectives, contributing to assessing General performance and providing ongoing support and coaching to direct reports. • Implement and adhere to policy and practices in accordance with NZWAC requirements and legal obligations. • Other duties as directed from time to time by the CE. DIMENSIONS OF THE POSITION Staff Number of direct reports 1 Freedom to Act The levels and areas of discretion given to this position include: • Development, review and submissions of Finance and Planning decisions within delegated authorities and within an accepted framework; and • Representation of the organisation at external meetings including Ministers, select committees, central & local government Financial Payroll $_ _ _ _ _ Other Operating Budget $_ _ _ _ m Capital $_ _ _ _ m Revenue (Crown) $_ _ _ _ m March 2010
  • 6 PERSON SPECIFICATION Education, skill, general knowledge and experience • Strong financial skills and experience with relevant accounting qualifications • Sound business acumen • Strong people leader • Excellent relationship management skills • Familiar with the principles, practices and operation of facilities management, information technology, human resources management, contract management and internal communications, preferably in the State Sector or similar environment • Experience with or understanding of state sector planning and reporting requirements • Demonstrated ability to provide strategic input and direction into an organization. • Strong knowledge of the requirements of legislation and other professional accounting standards and practice. • Demonstrated experience in establishing and maintaining financial management policies, systems and procedures. • Strong negotiation skills with the ability to influence others and encourage contributions from people over whom there is no management responsibility • Excellent communications skills, including written, verbal and listening skills • Understanding of applying the concepts and practices of planning, organising and allocating resources to deliver objectives for a defined project. • Applied knowledge and understanding of the principles, practices, operation and environment of contract management. March 2010
  • 7 COMPETENCIES REQUIRED Competency Specific Behaviors Integrity and Trust • Is seen as a direct, truthful individual. • Keeps confidences. • Admits mistakes. • Is dedicated to meeting the expectations and requirements of internal and external clients. • Doesn’t misrepresent him/herself for personal gain. • Listens and checks before acting. • Is seen as balanced despite the conflicting demands. • Is seen as credible and professional in all dealings and advice provided. Leadership • Inspires and motivates people inside and outside the organisation. • Communicates a clear vision and outcomes. • Can anticipate future consequences and trends accurately. • Has broad knowledge and perspective. • Can articulately identify possibilities and likelihoods, and there consequences. • Can create realistic and innovative strategies and plans. Achievement • Sets challenging goals. Oriented • Is recognised as someone who gets results. • Is action oriented and full of energy. • Consistently displays a commitment to quality and service. • Pushes himself/herself and others for results. • Maintains a balanced perspective that can operate with changing priorities. • Uses resources effectively and efficiently • Can utilise resources such as people, funding, material and support to get things done. Building and • Relates well to all kinds of people, inside and outside the organisation. Maintaining • Builds rapport well. Relationships • Builds constructive and effective relationships. • Uses diplomacy and tact. • Is a good listener. • Can diffuse situations, including high tension situations comfortably. • Approaches issues or disagreements with the objective of reaching win/ win solutions • Communicates competently and professionally with clients and staff. • Widely acknowledged by others as a good communicator. • Understands the impact of actions or words. • Gains trust and the confidence of others quickly. March 2010
  • 8 Agility & Judgment • Can effectively cope with change • Is flexible and adaptable when facing tough calls • Can act differently depending on the situation • Can decide and act without having the total picture • Has sound judgment about which ideas and suggestions will work • Easily makes connection between unrelated matters • Seeks opportunities for different and motivated solutions Personal • Actively works to continuously improve himself/herself. Development • Understands that different situations and levels may call for different skills and approaches. • Gains insight from mistakes and identifies areas for personal development. • Seeks feedback. • Identifies and acts upon areas for personal growth and development. • Sets an example as sensible and professional. March 2010