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SSR Project Update  - Issue 18

This week's project update continues to provide information on transition activity, recruitment information, FAQ's, and a reminder about the support and training options available for the rest of this month and into July.

Please continue to send any questions or comments for this newsletter using the ‘Have your say’ form. 

Project Overview

Recruitment

Recruitment to fill positions in the new structure is now underway, starting with Administration and Finance roles. Currently this includes Executive Assistant, Lead Administrator and Associate Finance roles. All new roles are linked to in the Vacancies section of this newsletter.

These roles are open for staff to apply for, through the Current Vacancies section of the HR website. Please check this website as this is being added to regularly.

You can access information about the recruitment process for administrative roles on the new SSR website Recruitment Process page.

It is also important to note that the start dates for staff moving into new roles will vary and will be coordinated by the SSR project team in consultation with managers. These dates will depend on the area that staff are moving from and business continuity requirements.

Implementation of the new organisational structure – what to expect

Many staff will have a change of reporting line as a result of structural changes. As the transition to the new organisation structure is being phased in over a number of months, changes of reporting lines may not result in immediate change to the day to day activities of staff members. However you can expect to see incremental changes to the way activities are performed as recruitment processes are completed and new services develop. You can also expect to receive regular communications from the project team outlining in more detail the organisational changes that have been made and what this means for staff and students.

Relocation of staff

On completion of the St David II building (scheduled for mid-July) we will begin the process of relocating staff to new areas. A significant proportion of this activity is planned to occur throughout the remainder of this year, but further moves will be required for some teams during the next two years. Members of the project team will be in contact with the managers of areas moving to plan moves in more detail. If you know you are going to be moving, now is a good time to start reducing the material that is currently stored in offices and other work areas.

From Shared Services

On Monday 18 June, David Tapp and other members of the Shared Services leadership team provided information regarding the different areas of the Shared Services Division. David also provided further insights regarding the direction of the Shared Services Division and his aspiration for what shared services will look like five years in the future. The recording of this session is now available.

Shared Services Forum Recording

In response to your questions

The following are answers to questions staff have been asking about the Management of Change process, which may help to address some common queries. Don't forget, if you have any questions, you can raise this with your Divisional HR Manager or HR Adviser.

Q. If I am redeployed to a position at a lower level than my current role, will I receive salary protection?

A. Yes. Salary can be preserved by the employee agreeing to one of the following ways:

Option 1: A lump sum to make up for the loss of basic pay for the 24 months immediately following redeployment. The lump sum will not be abated by any subsequent salary increase; or

Option 2: An on-going allowance for the 24 months immediately following redeployment equivalent to the difference between the present salary (including superannuation) and the new salary. The allowance will be abated by any subsequent salary increase for the new position during the 24 month period; or

Option 3: When employees who have approval to retire within 5 years are appointed to a position carrying a lower salary, such employees will retain their present grade and salary unabated and their salary will be increased in line with any subsequent salary increases. This difference cannot be cashed up.

During the SSR Management of Change this option will be available to staff who wish to retire within five years who do not already have approval to retire. The decision to retire, including a retirement date, would be documented in the letter sent to staff offering redeployment to a position at a lower level.

Other Management of Change frequently asked questions (FAQs) are on the SSR website - FAQs

Job descriptions

A reminder that job descriptions for the roles that have been developed as part of the SSR process are now online. These will continue to be updated as the job descriptions are confirmed. 

Training and Support

CV preparation, interview skills, and Deciding My Future training courses for Dunedin staff are being offered into July. A further Prosci® course for project leaders will be held in July, with dates to soon be confirmed.

Career development advice is available from Career Development Adviser Jo Budai - contact her via staff.support-SSR@otago.ac.nz for 1:1 confidential and impartial support to assist with career choices.

CV preparation workshops

To assist staff in preparing CVs and cover letters to help present your skills, knowledge and experience effectively to prospective managers and employers

Interview Skills Workshops

To help prepare your responses to questions during interviews and how to present your best self.

Deciding My Future: making good job choices

Focuses on what is important to consider when making choices about future job and career options.

A workbook will be provided to you when you register so attendees can complete required pre-work.

Prosci® Fundamentals of Change Management

For project leaders and those with managerial responsibilities. It covers change management, including understanding and applying the Prosci* ADKAR Model for individual change.

EAP - staff support

We remind staff that you can access personal support through the Employee Assistance Programme (EAP). A new feature is that EAP now offers financial and budgeting advice, as well as other counselling services.

EAP services are available to staff at any time through the existing provider, Stratos Ltd. EAP services are confidential to you and based on a self-referral system. There is no requirement to advise or make a request to your manager. Further information can be found in the EAP section of the HR website.

Recent Appointments

  • Head of Student Experience - Nick Bates (effective 5 July 2018)
  • Senior Manager Finance Services - Philip McLennan (effective 18 June 2018)
  • Group Leader AskOtago - Natasha Teokotai (effective 21 May)
  • Manager Client Services (External Engagement and Research & Enterprise) - Susan Steer (effective date 11 June 2018)
  • Manager Client Services (FSD, HR & Academic Division) - Marie-Louise Neilsen (effective date 9 July 2018)
  • Manager Client Services (Operations except CaCLS) - Amber Faris (effective date 18 June 2018)
  • Manager Client Services (CaCLS) - Stewart Hibbert (effective date 18 June 2018)

Vacancies

POSITIONS CURRENTLY SHORT-LISTING / INTERVIEWING:

  • Group Leader Student Development
  • Manager Supply Chain
  • Manager Client Services
  • Marketing Coordinator
  • Marketing Specialist

POSITIONS CURRENTLY ADVERTISED:

POSITIONS BEING PREPARED FOR ADVERTISEMENT:

  • Administrator Client Services
  • Administrator Assistant Support Services
  • Senior Administrator Student Administration
  • Lead Administrator Student Administration
  • Administrator Student Administration
  • Lead Student Adviser
  • Student Adviser
  • Officer Projects Support, PMO
  • Team Leader Research Administration
  • Adviser Communications
  • Officer Purchasing
  • Lead Officer Supply Chain

Staff need to log in to view internal job vacancies. For a full list of vacancies please be sure to check the Current Vacancies section of the HR website.

We welcome your feedback on the project implementation as it progresses. Contact us to discuss, or let us know if you need more information at ssr@otago.ac.nz

From the Support Services Review Project Team