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SSR Project Update  - Issue 19

Recruitment to fill new positions continues and all staff members (including fixed term staff) are encouraged to review the vacancy listings.

This week's project update has more information on the recruitment process, including FAQs about the positions, conditions of employment and support. Support and training options are being offered into July, and more courses will be added as required.

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 continues and applications for Executive Assistant, Lead Client Services Administrator, Associate Finance, Client Services Administrator, Administrator Clinics and Team Leader Research Administration roles are now open. 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.

Applications are to be made via the recruitment system by clicking on the apply online button in the advertisement. As part of the online application process you will be asked to answer questions for each role, nominate two referees; one being your current/most recent manager and submit a cover letter and CV. Please note the application closing date for each position as these may differ.

More information about the recruitment process for administrative roles is on the new Recruitment Process page.

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, considering business continuity requirements.

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 and job evaluations are confirmed.

St David II Building

The project team are liaising with the managers of areas moving into the newly redeveloped St David II building (scheduled for completion mid-July) to plan details around the process of relocation. We would remind staff that if you know you are going to be moving into St David II, now is a good time to start reducing the material currently stored in offices and work areas.

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 these with your Divisional HR Manager or HR Adviser.

Q. Can I apply for multiple jobs?

A. You are able to apply for more than one position. We advise that you look at all the job descriptions online, and apply for jobs that look interesting to you or fit in with your career aspirations.

Q. Can I keep my existing flexible/part-time hours?

A. If you have been confirmed in your position, your current employment conditions, including hours of work, remain unchanged.

If you would like to change your hours of work this should be discussed with your current manager or during the recruitment process. Managers are responsible for staffing their structure, taking into account the needs of staff and operational requirements.

Q. How do I get up to speed if I am appointed to a new position – will there be training?

A. Absolutely training will be provided. We will ensure that people appointed to roles are able to succeed and staff will be supported to make successful transitions to new roles. While periods of transition can be challenging, the right attitudes, a shared desire to make things work, and support for staff including targeted training, coaching and individual support will give us every opportunity to succeed.

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

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)

SSR website: Appointments

Vacancies

POSITIONS CURRENTLY SHORT-LISTING / INTERVIEWING:

  • Group Leader Student Development
  • Manager Client Services
  • Manager Supply Chain
  • Marketing Coordinator
  • Marketing Specialist
  • Marketing Adviser
  • Manager Communications Advisory
  • Events Assistant
  • Events Coordinator
  • Specialist Performance and Delivery
  • Team Leader Desktop Support
  • Senior eConferencing Technician
  • Senior Manager IT Assurance and Cyber Security

POSITIONS CURRENTLY ADVERTISED:

You will need to log in to view the internal only vacancies.

POSITIONS BEING PREPARED FOR ADVERTISEMENT:

  • Administrator Assistant Support Services
  • Senior Administrator Student Administration
  • Lead Administrator Student Administration
  • Administrator Student Administration
  • Lead Student Adviser
  • Student Adviser
  • 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