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-619125-657225Job Description00Job DescriptionPosition:Information Services Project ManagerInformation Systems and TechnologyDate:July 2019Reports to:Director of Information Systems and TechnologyTe Tirohanga Whakamua; Our Vision:To inspire students, businesses, and communities to succeed.Whakatakanga; Our Mission:Develop great graduates who make a difference wherever they work in the world.Nga Whāinga; Our Goals:UCOL is a preferred provider of learning.Our students succeed.We collaborate with Key Stakeholder to find unique solutions and mutually beneficial outcomes.We will achieve Category 1 status alongside being a financially sustainable Tertiary Institute at our next assessment, in 2021.Nga Whanonga Pono; Our Values:Relationships – WhanaungatangaExcellence – Kia eke panuku, eke TangaroaTransformation – Te huringa tangataAgility – Kia kakamāPurpose of the Position:To manage the successful implementation of large information systems and technology projects throughout UCOL.To develop and embed robust project management processes throughout the organisation.To work collaboratively with other project managers and staff to ensure all UCOL initiatives are successfully managed.Financial Delegation:NilStaff reporting to this role:Information Services Project AdministratorInternal Relationships:The Information Systems and Technology TeamOther UCOL project managersThe Information Services Governance CommitteeMembers of the Corporate Services GroupThe Office of the Chief ExecutiveHeads of SchoolsAcademic and General staffExternal RelationshipsExternal Education Sector Governance Organisations (e.g. TEC, NZQA)External StakeholdersBusiness Solution VendorsKey Result Areas: Key Performance Indicator (KPI) 1 - Support and assist with project governance and planning across UCOLWhat will I be doing?How will I know I am doing it well?Provide advice to UCOL senior management on best-practice project management, project prioritisation and governance.UCOL senior management will have a consistent understanding of the project management methodology at UCOL, and will engage meaningfully in project governance activities.Create project planning documentation including business cases, project briefs, and project plans.All projects will be well understood and described, and will proceed on the basis of sound information and analysis of options. UCOL senior management will have sufficient information to make informed decisions on project priorities and outcomes.Manage and maintain the Information Services Project Register, resource planning and project scoping tools.All significant projects will be registered, categorised, scoped and prioritised, using the information contained in these tools. UCOL senior management will be able to holistically view the range of UCOL projects underway or in the pipeline, and will easily be able to understand the status of each project.Develop and foster the use of structured project management methodologies within the organisation.All UCOL projects will be holistically governed and managed, in a consistent manner.Key Performance Indicator (KPI) 2 - Successfully manage the implementation of Information Services projectsWhat will I be doing?How will I know I am doing it well?Develop in-depth Project Plans which map out the activities within projects.All projects will have a well-documented plan which reflects the activities and outcomes and is used to manage activities throughout the duration of the project.Develop detailed requirements specifications which accurately document the needs of users and the organisation.All information services solutions are based on well-understood requirements, and the success of projects is measured against these.Manage project resources, internal and external, to ensure that project activities are completed on time and to an acceptable standard.All resources involved in the project have a clear understanding of their deliverables, are working to schedule, and results meet project expectations for timeframe and quality.Manage budgets associated with projects, within the UCOL financial delegations framework, to ensure projects are delivered within approved funding levels.All project costs are well understood at the outset, leading to accurate setting of budgets and forecasting. Projects are completed within approved funding.Report regularly to project boards, stakeholders, and the IS Governance Committee on the status of projects.The status of projects is well understood at all levels, and issues are identified and dealt with at the earliest opportunity.Ensure new and upgraded services are handed over to operational staff at the completion of projects.New or enhanced services are adequately resourced, and staff have the skills and training to carry out the necessary support.Key Performance Indicator (KPI) 3 - Engage the organisation in initiatives for new and enhanced servicesWhat will I be doing?How will I know I am doing it well? Work with UCOL departments to document and design business processes which ensure new systems are embedded into operational practice.Business processes will maximise the benefits of new and enhanced systems, and the tangible benefits of IS projects will be realised.Ensure that the staff and students of UCOL are involved with and actively engage in project initiatives.Staff and students will be well informed about initiatives and will take an active part in projects to maximise buy-in and utilisation of systems.Manage and assist with the change activities associated with projects, including training, documentation and the definition of business rules.Systems and services will be effectively utilised, and users will have the necessary skills and guidelines to understand how these systems fit into their operational practices.Key Performance Indicator (KPI) 4 - Contribute to all aspects of the Information Systems and Technology TeamWhat will I be doing?How will I know I am doing it well?Ensure project activities are coordinated with business-as-usual activities, and essential services are not impacted.BAU activities are able to continue without loss of service quality whilst projects are underway. IS&T resources are managed effectively between operational and project tasks.Identify options and make recommendations regarding IS&T services.IS&T services are continuously improved and new technology is regularly evaluated and utilised.Provide support and assistance for IT systems and services as necessary.Users receive consistent support from all members of the IS&T team.Key Performance Indicator (KPI) 5 - Health and SafetyAs the Information Services Project Manager, 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 the health and safety of those that report to you, along with those engaged or caused to be engaged in work for UCOL and the health and safety of staff, students, contractors, visitors and members of the public affected by our operations or service deliver. What will I be doing?How will I know I am doing it well?Have knowledge, understanding and comply with UCOL’s Health & Safety Policies, Procedures and Standards, and relevant legislation.Knowledge is up to date at all times. Incumbent has knowledge of the legislative requirements relevant to their activities.Promote health & Safety awareness among staff, students and contractors within your School/Department and encourage the active participation in health and safety of all employees within your School/Department. Support and participate in health and safety committees and forums.Staff, students and contractors are aware that UCOL requires and has a positive health and safety culture. The incumbent is seen to be leading by example in all matters relating to health, safety and wellbeing.Effective communication processes for health and safety information, including channels for consultation are established, encouraged and used. Instructions are given where required.Employees actively participate in Health and Safety at work and contribute to a positive culture.Undertake appropriate health and safety hazard and risk assessments and develop control measures to reduce the risks to employees and other persons.All tasks and operations shall be risk assessed and have control plans in place to mitigate and manage those identified. Arrangements are made for the provision of suitable vehicles, plants, equipment, and protective clothing, and plans established for their maintenance and replacement where necessary.Establish effective supervision of work activities to ensure safe methods of work and systems are maintained at all times.The health & safety performance of the workforce is monitored in their area against agreed health & safety goals/objectives. Staff understand their duties of due diligence under the Health and Safety at Work Act 2015.Undertake their work safely and do not participate in activities that may place others in danger or risk.Nothing that the incumbent does or doesn’t do results in others being put in danger or risk or harmed.Ensure appropriate processes for monitoring and auditing health and safety at UCOL and verify these.Effective monitoring and auditing of health and safety for all Faculty/Group activities and risks is undertaken.Ensure appropriate resourcing for health and safety, including training of staff and students.UCOL has appropriate resources and processes to eliminate or minimise those risks within each Faculty/Group. Health & safety competencies for all employees are ensured and assessed after providing adequate training. Specialist services are consulted where necessary and that due account is taken of any advice or guidance received.Report health and safety incidents and near misses.Health & safety incidents and near misses are reported into Vault as soon as reasonably practicable.Confirm, so far as is reasonability practicable, that any contractors employed in their area of responsibility are competent and operate to UCOL’s health & safety standards.Contractors operate in a healthy and safe way at all times for work being undertaken on behalf of UCOL.Support and help implement Return to Work Programmes for any of your employees.Employees are returned to work in a sensible, healthy and safe way.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, 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 CompetenciesTalent 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 Skills:Ability to maintain strategic awareness of the impact of new technology developments on the provision of systems and services. Ability to participate in problem solving situations, including the ability to analyse, manage and resolve technical problems.Ability to understand, map and design data flows within and between systems.A minimum of three years project management experience related to large ICT technical projects in an organisation of significant size.Significant client service experience.Extensive experience in large networking, server and line-of-business systems.External vendor relationships and contract management.Significant experience working with data management systems and processes.Experience in designing disaster recovery and business continuity plans.Significant experience in the use of business information and analytics.Personal Characteristics/Attributes:Creative thinkingDetail orientedThe ability to work under pressure and to meet deadlines.Highly organised and outcomes focussed.Self-directed and output focused.Proven ability to provide customer, operational and product excellence.Sound professional judgement and integrity.Able to work in a team and independently as requiredFlexible responsive approach to problem solvingPositive proactive customer focusCan-do positive attitudeOther Requirements:Must have full driver’s licencePre-employment Criminal Convictions CheckFree of the influences of drugs and alcohol in the workplace at all timesMust be prepared to sign confidentiality agreementWe 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, as we adapt to change and keep striving to deliver all that we can for our students. ................
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