Job Description



-895350-72390Job DescriptionJob DescriptionPosition: Team Leader WellbeingDate: March 2021Reports to: Senior Manager Student SuccessTe Tirohanga Whakamua; Our Vision: To be the skills engine driving the economic and social development of the Central North Island.Nga Whāinga; Our Goals:Partnerships that make a differenceAn Institution for the 21st CenturyAll our people are equipped for the new worldGlobal outreach and globalizationNga Whanonga Pono; Our Values:Relationships – WhanaungatangaExcellence – Kia eke panuku, eke TangaroaTransformation – Te huringa whakaaroAgility – Kia kakamāPurpose of the Position:To encourage and support learners via targeted and responsive social and practical (pastoral) care service provision in order to help students achieve their academic, career and personal goals. To provide effective leadership and management for the wellbeing hub through the effective provision of guidance and support in the teams’ daily operations. Lead a collaborative service provision across all campuses through a triage model for students seeking medical, mental health, addictions and counselling support. Work closely with other hubs in the student success area to ensure that all activities and interventions have a wellbeing approach or element to them. Provide an immediate counselling service to assess student wellbeing needs; however, the diagnosis, treatment and/or therapeutic counselling are outside of the scope of this role. Provide professional supervision to other hubs and members of the Student Success Team. Financial Delegation:$2,500Staff reporting to this role:Counsellors – Manawatu Campus (2)Student Advocacy and Welfare CoordinatorStudent Life CoordinatorInternal Relationships:Peers across Student Success GroupWairarapa Campus student support teamWhanganui Wellbeing hubUCOL Faculties and DepartmentsExternal Relationships:UCOL’s Stakeholders providing services to Student Success including community groups, health providers and government agencies. StudentsStudent Association (AS@U or relevant group)Key Result Areas:Key Performance Indicator 1 – People Leadership and ManagementProvide effective and engaging leadership and staff management, which contributes positively to UCOL’s strategic objectives, increases staff engagement and ensures staff are resourced and knowledgeable to undertake their duties, and succeed in their roles. What will I be doing?How will I know I am doing it well?Manage the team workloadsWorkloads are effectively managed so that the staff are utilised in the best possible way and that workloads are reasonable within UCOL’s Workload Guidelines.Develop and monitor leave plans with staff members. Leave is effectively managed and balances do not become a liability to UCOL or the staff member.Provide assistance to the team members during busy periods.During busy periods, and when work load assistance is required, assist any members of the team to ensure that their obligations to UCOL are met at all times.Provide regular, effective feedback to team members, regarding individual and team performance.Feedback is clear, professional, timely, and communicated in a way that is appropriate to the audience at all times. Performance issues are dealt with in a timely manner.Ensure each team member has an annual set of key performance indicators (KPIs) to achieve as set out in the performance and development appraisal system. Provide regular feedback on performance. Each staff member has a development plan.Staff are clear what is expected of them and KPIs are aligned to the People & Safety Plan. Staff know how they are performing and what areas they need to develop in. A development plan is in place to aid in their growth.Mentor and coach staff according to their developmental requirements, strengths, and experience. Developmental opportunities are provided / offered to address gaps and further strengthen staff capability.Staff feel supported and able to approach the Team Leader for coaching and mentoring.Staff capability lifts through the coaching and mentoring, and the developmental opportunities provided by the Team Leader.Manage staff performance and behaviours matters, keeping the Senior Manager informed when matters arise.Reinforce positive performance and behaviours in a way that encourages staff.Manage performance matters in-line with UCOL and standard practices, that provides a supportive approach to staff and ensure confidentiality is maintained at all times.Engage with the Senior Human Resources Advisor when required, to ensure appropriate processes are followed. Ensure the Wellbeing Hub team are aware of their health and safety obligations and report any incidents, near misses, and hazards in Vault.Staff are actively engaged in health and safety and understand their duties of due diligence under the Health and Safety at Work Act 2015.Regularly meet with staff to ensure transparency of workloads, workload planning, and oversight of quality standards. Weekly meetings occur, are productive and actions are followed up. Participate in relevant training, coaching or mentoring. Actively identify areas for development and seek out appropriate training to meet that need. Provide regular, effective feedback to the Senior Manager, regarding individual and team performance.Feedback is clear, professional, timely, and communicated in a way that is appropriate to the audience at all times. Performance issues or concerns are raised with the Senior Manager in a timely manner. Provide direction and make decisions on matters that concern the day-to-day operations of the team.Direction and decisions are within the delegated authority and communicated clearly to staff.Key Performance Indicator (KPI) 2 – Lead the Wellbeing FunctionProvide effective day-to-day management and oversight of the Wellbeing and Counselling functions of Student Success, ensuring a high level of effective and efficient service is provide to our stakeholders. What will I be doing?How will I know I am doing it well?Oversee the completion of all Wellbeing Hub processes, procedures, and projects.Wellbeing Hub processes are accurate and timely at all times. Tasks and projects are tracked for completion and staff are managed to ensure no outstanding issues, processes, or timeframes are missed.Manage and monitor the tools and services provided by the Wellbeing Hub, including counselling, support groups, workshops, advocacy services and student life activities and events.Tools and services are up to date, timely, accurate, and communicated with staff and managers. Ensure Wellbeing Hub solutions are accurately administered and monitored.Undertake project work as and when required.Project work aligns to the Student Success Strategic Plan. Project work is completed in a timely manner and is accurate, effective, and communicated with the relevant stakeholders.Attend and actively participate in relevant Faculty meetings. Attend meetings and participate as a team member. Feeds back information to the Senior Manager and own team. Foster a culture where staff embody the UCOL values and behaviours.Values and behaviours are modelled by the Team Leader. Feedback is provided in a timely manner.Seek ways to assist UCOL in achieving its vision, mission, strategic and operational requirements.Participate in the continuous improvement culture by recommending changes and improvements which will assist with efficient delivery of operational and strategic goals.Ideas are put forward and acted upon. The appropriate staff are communicated with.Critically review the XX Hub service provisions, identifying areas for improvement. Systems, processes and services are regularly reviewed to look for waste, inefficiencies, and more effective ways of doing them. Systems, processes and services are designed to meet the need of students and users. Feedback from the Student Satisfaction survey is acted upon and improvements made.Key Performance Indicator (KPI) 3 - Provide Counselling to StudentsAssist students with potential or identified needs that impact on their academic, career or personal success through the established case management model that reflects the goals of Student Success and UCOL’s strategic direction.What will I be doing?How will I know I am doing it well?Complete assessment of students needs and provide appropriate advice and support the particular needs.Students’ needs are assessed using the triage model. Referral to appropriate internal/external services and support is made in a timely manner. Students are provided with an initial professional counselling service that meets the ethical and service delivery recommendations of the New Zealand Association of Counsellors. Student resiliency development workshops are prepared and delivered. Complete relevant monitoring of students’ support. Students are followed up in a timely manner. Student capability in the area of wellbeing is increased. Conduct interactions in a professional manner that reflects the values and guiding principles of UCOL. Interactions with all stakeholders and students are professional and reflect the principles of UCOL. Escalation to Managers when required. Referral and communication with the team leader or Executive Director as appropriate for complex cases. Students requiring services are treated professionally. All students accessing the service are treated with dignity, fairly and with respect. Student privacy is maintained.Key Performance Indicator (KPI) 4 – Wellbeing InitiativesLead projects, programmes or new initiatives that support UCOL’s student wellbeing directives. Deliver workshops or small programmes of work to UCOL staff that support improved wellbeing of our students.What will I be doing?How will I know I am doing it well?Research and lead new initiatives or existing programmes and projects as directed by the Senior Student Success Manager or Executive Director, or evolving business needsDevelopment and facilitation of initiatives in areas such as: wellbeing, resilience, equity, harassment prevention, financial wellbeing, diversity, spirituality, and mental health that meet the needs of the UCOL community. Deliver project or initiatives Projects and initiatives are delivered within the agreed project timeframes that meet the needs of the UCOL community.Monitor, evaluate and report on project or initiative outcomesProject or initiatives are evaluated. Timely reports are provided to the Senior Manager or Executive DirectorKey Performance Indicator (KPI) 5 – Relationship ManagementRelationship management and liaison with Student Success, Faculty, UCOL Services and community services (if applicable) to assist students accessing additional support following assessment of needs.What will I be doing?How will I know I am doing it well?Demonstrate expert knowledge of UCOL services, particularly those delivered by Student Success team and external stakeholders.A sound knowledge of UCOL’s service and operations is evidenced through engaging relationships. A sound knowledge of community and district wellbeing support services is evidenced and maintained through the triage model guidelines. Develop relationships with other members of the Student Success team, Faculties and UCOL Services and external service providers who may assist students.Work with other members of the Student Success team, particularly senior Advisors to ensure that all activities and interventions have a wellbeing approach or element to themEffective relationships with key internal and external stakeholders are developed and maintained. Stakeholder contacts managed through Pātaka Korero (UCOL’s designated CRM). Sound knowledge of UCOL support services and community and district support services. Proactive relationships with wellbeing advisors across all UCOL campuses is maintained. Effective relationships with all members of Student Success, especially the key relationships with Senior Advisors.Provide professional supervision for individuals and teams within the Student Success groupRegular and effective supervision occurs enabling the Student Success team to manage situations that arise from interactions with and support of students.Key Performance Indicator (KPI) 6 - Reporting Services and Continuous ImprovementTo provide timely, accurate, and meaningful reporting. To enable quality and continuous improvements by looking for efficiencies and improvement opportunities in processes and service delivery. Ensuring that work focuses on student learning outcomes and reporting requirements are met in an effective and efficient manner. What will I be doing?How will I know I am doing it well?Input data for the provision of timely and accurate reportsProduce accurate, up to date, reportsReport student attendance and academic progression within the programme and in line with reporting requirements for UCOL.Collating relevant monthly reports on engagement for Faculty Boards of Educational Improvement.Report on the engagement and achievements of identified priority student groups as determined by the Student Success Senior Manager.Maintain UCOLs stakeholder CRM (Pātaka)Pātaka is updated and maintained for all stakeholder connections. Look for opportunities for process and system improvement and facilitate solutions. Processes improvement has been realised with improved service to the students, faculty and external stakeholders. Actively participate in the wider Student Success team to share process and system improvement.Create, or approve purchase orders up to the delegated value, together with processing invoices. Purchasing is through a UCOL approved provider and follows UCOL purchasing policy and processes. Key Performance Indicator 4 – Health and Safety As the Team Leader, under the Health & Safety at Work Act 2015, you are deemed to be a “Worker” and are responsible for the practical implementation of the systems and processes established to protect your health, safety and wellbeing while not endangering others. As an employee of UCOL, employees must ensure that they comply with UCOL’s Health and Safety Policies, Procedures, and any Standard Operating Procedures along with any relevant Legislation or Industry Standards, which apply to the delivery of their tasks or are required by their Faculty or Department.What will I be doing?How will I know I am doing it well?Undertake your work safely and do not participate in activities that may place yourself and others in danger or at risk.Nothing that the incumbent does or doesn’t do results in others being put in danger or risk or ply with all health and safety information, instruction, training, and supervision.You actively participate in any health and safety training appropriate to the role, and will at all times comply with health and safety policies, procedures and standards.Report any health and safety hazards, incidents, and near misses accurately and in a timely manner to your Line Manager and enter into the electronic health and safety management system (Vault).All health and safety hazards, incidents, and near misses are required to be entered into the health and safety management system immediately.? If this cannot be done immediately, it must be done as soon as practicable after the hazard, incident, near miss occurred.? Serious incidents and hazards should also be reported immediately to the Line Manager and verbally to your Senior Manager and entered into the health and safety management ply with all requirements of return to work or rehabilitation plans.You will comply with all of the requirements of a return to work or rehabilitation plan to ensure that they return to work in a sensible, healthy, and safe way.Report any faults or issues relating to health and safety into the Vault, Health & Safety Management system and ensure that your Line Manager is kept fully informed of any issues.Any faults or issues relating to health and safety need to be reported to your Line Manager and/or to the Health and Safety team immediately.? If this cannot be done immediately, it must be done as soon as practicable after becoming aware of the fault or issues.To be successful we need to work as a team, so the responsibilities set out in this job description are not exhaustive.? As a result, after mutual agreement, we may require you to undertake other reasonable tasks as required, which are within the ability of the jobholder.? Core Competencies – compressed versionTangata Tiriti – how we embrace culture. Engagement - establish and maintain effective professional relationships focussed on the learning and wellbeing of our ākonga and staff, demonstrate commitment to ongoing professional learning and development of personal professional practice by engaging in He Kākano Rua (UCOL’s Cultural Competency Framework).Enlightenment - continue to develop understanding of Te Tiriti o Waitangi / the Treaty of Waitangi and continue to develop knowledge of Tikanga Māori and the appropriate usage and accurate pronunciation of te Reo Māori.Empowerment – demonstrate commitment to bicultural partnership in Aotearoa New Zealand, works effectively within the bicultural context of UCOL.Please note, the list below is a condensed version of the behaviours and practices; for descriptors of each behaviour, please refer to ‘Staff Competencies’ on our website or the Teams Portal. Professional behaviours – how we behave at work.Dependable/compliant ResilienceFlexibilityRisk Conscious/ Zero Harm AttitudeSelf-InsightHigh Emotional IntelligenceShows initiativeEthics and integrityPersonal responsibilityWork practice – how we achieve results. Achievement Mental Power Critical Thinking Logical Reasoning Numerical ReasoningResults focusDigital competence / IT literacyInformationCommunicationInnovativeSafetyProblem-solvingRelationships – how we work munication Verbal Reasoning Teamwork Negotiation/ Conflict management Building relationships Strategic agilityValues diversity Collaboration Keeps student focus Leadership – Operational Management Competencies Talent Development – recruits/selects highly effective staff and values diversity. Creates/supports opportunities for staff to grow in their roles (talent growth) / towards career goals (succession planning). Contributes to retention of the most talented/ valued employees and manages out staff who do not meet UCOL expectations. Drives results – focuses on results and how they are achieved. Adjusts plans and makes decisions to achieve intended outcomes even when data is limited or solutions produce unpleasant consequences. Demonstrates tenacity, perseveres through challenges to reach goals. Supports team to persevere. Supports team in using student and staff performance data to drive improved teaching and learning.Resilience – deals effectively with pressure, remains optimistic & persistent even under adversity. Recovers quickly from setbacks.Accountability – takes responsibility for the decisions and actions of the team.Creativity & innovation – develops new insights in situations. Questions conventional approaches. Encourages new ideas & innovations. Designs and implements new or cutting edge programmes/ processes.Cultural competence – is operating at the high end of UCOL’s Cultural Competency framework He Kākano Rua.Financial decisions – prepares, justifies and administers programme budget. Adheres to all internal control procedures designed to prevent misuse of funds. Ensures all financial data id properly calculated and reported. Seeks ways to reduce costs.Qualifications and/or SkillsBachelor degree in Counselling 5 years Counselling experienceA qualification in clinical supervision2 years’ experience in team leadership, project management and operational management.Has experience and knowledge of the Institute of Technology & Polytechnic, Education or Higher Education Sector in New Zealand Education preferred.In-depth knowledge and understanding in assessing student support needs and developing plans for a positive outcome.Demonstrated experience in working with students from various social backgrounds. Knowledge of the Treaty of Waitangi and its implications for and application to professional practice in the New Zealand Institute of Technologies and Polytechnic (ITP) sector.Current and working knowledge of the wide range of cultural, psychosocial and gender and sexuality issues that impact learning success.Experience working in student support programmes/initiatives.Excellent written and verbal skills –able to present to a range of environments, and communicate persuasively and effectively to a range of people including students.Personal Characteristics/AttributesEffective communication skills, both written and verbal.Effective time management skills and ability to meet deadlines.Pro-active and positive attitude.Proven ability to problem solve and seek alternative solutions.Proven attention to detail, and resolve to get it right the first time.Proven ability to take initiative.Proven excellence in customer, operational and product outcomes.Other RequirementsMust have a full driver’s licence.Pre-employment Criminal Convictions Check.Clean from the influences of drugs and alcohol in the workplace at all times.Member of NZAC.NZAC Supervisor.We aim for a “can-do!” attitude where we help one another and UCOL.? For that reason, you will need to be open to reasonable changes in your duties and responsibilities and this job profile being updated from time to time, after mutual agreement, as we adapt to change and keep striving to deliver all that we can for our students. ................
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