Recruitment continues to be the main focus for the Shared Services Review at present.
This week's project update continues to provide information on the recruitment and transition process, on managing records during the change period, and on the support still available. We also feature a new section called "Introducing", where a staff member is profiled, this week we are profiling Sheryl Logie, Head of Finance Advisory.
Please continue to send any questions or comments for this newsletter using the ‘Have your say’ form.
Recruitment to fill positions in the new structure continues, and a number of additional roles have been posted in the last week. A significant number of these roles are only advertised internally, and are available for all staff, including those on fixed term, to apply for.
Please continue to check the Current Vacancies section of the HR website as this is being added to regularly.
More information about the recruitment process for administrative roles is on the Recruitment Process page.
Job descriptions for the roles that have been developed as part of the SSR process are online via the Job Descriptions page. These will continue to be updated as the job descriptions and job evaluations are confirmed.
A reminder that you can apply for more than one position, and that training and support will be provided to staff to ensure successful transitions to new roles. Also, 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 you should discuss this with your current manager or during the recruitment process.
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.
Many support staff will have a change of reporting line as a result of structural changes and time for this to occur will vary according to each group. As the transition to the new organisation structure is being phased in over a number of months, changes of reporting lines will not result in immediate change to the day to day activities of many staff.
A reminder that the HR system may not have been updated to reflect changes by the effective date specified in letters to staff members, including reporting lines, division or salary. This is simply due to the high volume of data to be updated and as you will appreciate changes to salary will be prioritised and actioned first. Other updates to reporting lines, divisions or job titles will be done as soon as possible. Staff wishing to book leave may have to consult with previous, current and/or future managers to negotiate and approve leave. We appreciate your patience as we work through this process.
Organising the Move
Last week we suggested that now is a good time to start reducing the material currently stored in offices and work areas if you know you are going to be moving.
A relocation package is being prepared for managers and staff to help guide the logistics, which will be available soon. It notes that a valuable lesson learned by the University from previous moves is to start to declutter early to make the shift easier.
Relocations are often seen as an opportunity to tidy up, cull, digitise, dispose of, or delete unwanted files. The University has a legal requirement regarding what types of files can be disposed of or deleted, and what files must be retained.
Staff looking to reduce the material stored in their offices or work areas are advised to make contact with the Corporate Records team at firstname.lastname@example.org.
Information on records management for staff can also be found on the Corporate Records Services webpage.
Anything that is no longer needed can be discarded and extra document destruction bins or disposable rubbish containers can be organised for you if necessary. No unwanted items should be left behind as all locations need to be ready for other staff to relocate to.
Introducing...Sheryl Logie, Head of Finance Advisory
What does your role involve?
My role as Head of Finance Advisory is leading a team of 45 finance specialists, who are located in departments, schools, divisions and operational areas across the University's Dunedin, Christchurch and Wellington campuses.
What were you doing previously?
I was Group Finance Controller with Southern Hospitality for 10 years.
What are you looking forward to?
While this is brand new team within the Financial Service Division the finance advisory activity will be performed by a mix of staff who formerly reported to Heads of Department and some people recently appointed from outside the University. It's exciting to be able to shape a team from the beginning and build on examples of best practice, enhancing them, and ensuring high levels of finance advice that is provided consistently across the entire University. The most exciting thing about the new Finance Advisory service is the level of support we will be able to provide, tailored to suit the varying needs of University users who we will meet with regularly. I know the divisional finance managers within our team are committed to providing high quality financial information, advice and solutions in a timely manner to their clients in a way that is easy to understand, that suits their specific needs, and that helps them to get their job done. Automating financial reports and dashboards to free up time to provide more specialised advice will be great.
What do you like about living in Dunedin?
I love that Dunedin has the facilities of a larger city but has the feeling of a community and is easy to get around – it’s why we returned from overseas to bring up our family here.
Training and Support
Our training workshops have been very well attended. At this stage the last of the CV preparation, interview skills, and Deciding My Future courses will be held over the coming days – these dates and the next Prosci® Fundamentals of Change Management course date are detailed below. Further courses for staff can still be arranged if there is demand – please contact staff.support-SSR@otago.ac.nz to let us know your requirements.
Career development advice continues to be 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
Wednesday 11th July 2018, 9:00 am - 11:00 am, Dunedin, Centre for Innovation Seminar Room.
Interview Skills Workshops
To help prepare your responses to questions during interviews and how to present your best self.
Thursday 12th July 2018, 9:30 am - 11:30 am, Dunedin, Centre for Innovation Seminar Room
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.
Monday 16th July 2018, 9:00 am - 12:00 pm, Dunedin, HEDC Seminar Room, 65/75 Union Place West.
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.
Tuesday 17th July 2018 9:00 am - 4:30 pm
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.
- Employee Assistance Programme (EAP) information on the HR website
The offsite login is 'uniotago' and the password is 'EAP'.
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
- Finance Associate (Dunedin)
- Finance Associate (UOW)
- Finance Associate (UOC)
- Executive Assistant (Dunedin)
- Lead Administrator Client Services (Dunedin)
- Lead Administrator Client Services (UOW)
- IT Architect (Dunedin)
POSITIONS CURRENTLY ADVERTISED:
You will need to log in to view the internal only vacancies.
- Communications Adviser– closes 22 July
- Lead Student Adviser– closes 19 July
- Lead Administrator, Student Administration – closes 19 July
- Adviser Marketing (UOC) – closes 15 July
- Coordinator Events (UOC) – closes 15 July
- Administrator Clinics (Dunedin) – closes 15 July
- Administrator Client Services (Dunedin) – closes 15 July
- Administrator Client Services (UOW) – closes 15 July
- Team Leader Research Administration (Dunedin) – closes 12 July
- Officer Procurement – closes 8 July
- Administrator Clinics (UOW) - closes 8 July
- Administrator Client Services (UOC) – closes 6 July
- Lead Administrator Client Services (UOC) – closes 6 July
POSITIONS BEING PREPARED FOR ADVERTISEMENT:
- Administrator Assistant Support Services
- Senior Administrator Student Administration
- Administrator Student Administration
- Student Adviser
- Adviser Communications
- Officer Purchasing
- Lead Officer Supply Chain
- Officer Revenue Management
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 email@example.com
From the Support Services Review Project Team