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SSR Project Update - Issue 22

This week's project update covers the latest information on the recruitment and transition processes, and additional responses to frequently asked questions. We also introduce the new Events Manager Lucy Wiseman.

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

Project Overview

Getting the support services structure up and running remains a key activity. We acknowledge that implementation will mean pressure points for some as staff move to new roles and recruitment activity continues; we are endeavouring to coordinate this to mitigate impacts as much as possible.

Recruitment

We encourage you to go to the vacancies webpage, as new vacancies will continue to be added in the next few weeks.

Vacancies are available for all staff, including those on fixed term appointments, to apply for.

View the Current Vacancies section of the HR website for all vacancies currently being advertised.

View information about the recruitment process for administrative roles on the Recruitment Process page.

View Job descriptions roles on the Job Descriptions page.

Reference checking

As we are currently completing a high volume of recruitment processes, reference checks for this recruitment is an automated and outsourced process, to ensure timeliness and transparency of the process. XRef is the provider of the service and if you are nominated as a referee by a staff member, you will receive an email from XRef asking you to complete an online questionnaire, with an option to follow up via phone call if needed. Candidates are asked to nominate two referees, one being their current/most recent manager, plus one other of their choice.

Transition

Moving into the newly redeveloped St David II building is expected to start from the end of this week.

The AskOtago team will be one of the first teams to shift with staff moving into St David II and the new AskOtago hub in the ISB. The new AskOtago service is scheduled to launch on Monday 30 July. This will involve a number of existing help desks, including the University Information Centre, ITS Service Desk and the Telephonist operation transitioning to the AskOtago team. The transition will involve staff moving from their existing work areas into the new AskOtago areas. While we will do everything possible to minimise disruptions during this period, and have scheduled changes to occur outside of normal working hours wherever possible, there may be some unexpected delays processing requests over the next two weeks. We apologise for this and if your request is urgent please send a follow up email to the AskOtago Administrative email askotago@otago.ac.nz

From 30 July 2018 the Telephonist service will be incorporated into the AskOtago service and the “dial 0” facility will no longer be available. Instead, callers will either be referred to the web-based phone directory if they are trying to find someone’s phone number or, for other queries, they will be asked to redial 7000 where their call will be handled by the AskOtago agents in the same way as other calls.

Until 30 July, please continue to use the existing phone numbers and email addresses for communicating with the current services. Then from 30 July please telephone 0800 80 80 98 or 7000 or email university@otago.ac.nz

The relocation of other Shared Services Division groups into St David II will happen over the coming months on a team-by-team basis, and will be based around each teams operational and business continuity needs.

In response to your questions

We have added a number of new frequently asked questions (FAQs) and these are on the SSR website - FAQs

Introducing...Lucy Wiseman, Events Manager

LucyWiseman

What does your role involve?

The Events Manager role leads the new University-wide events service that has been established to provide management for events involving the public, students, visitors and alumni. This will include a team of 10 staff across the Dunedin, Christchurch and Wellington campuses, who will provide an end-to-end co-ordination service for events of significance, and support services for smaller events. Currently I’m working on recruiting and onboarding the new team and establishing a framework, systems, and processes to shape our activities into the future.

What were you doing previously?

I’m from Western Australia, and prior to moving to Dunedin in early 2017 I was the Manager of Tourism and Events for the City of Bunbury – a regional City about two hours’ drive south of Perth. In this role I enjoyed working on collaborative tourism strategies for the Bunbury-Geographe region, managing the operations and growth planning for the Bunbury Wildlife Park, and leading the Events Team in the delivery of large community events such as the Australia Day celebrations that attracted 40,000 people. I have a background in marketing and fundraising, and was the Team Leader International Marketing at the University prior to moving into this new role.

What are you looking forward to in the role?

I am most excited about building a collaborative, client-focused team and helping the Divisions and Departments deliver successful events that contribute to achieving their key objectives.

What do you like about living in Dunedin?

I love the outdoors and new adventures, so Dunedin is a fantastic place to be based for weekend exploration of the South Island.

Training and Support

IT Training and Development are offering lunchtime workshops to help staff with their CV's – see details below. Don't forget, you can contact staff.support-SSR@otago.ac.nz to discuss any other training or support requirements.

CV Formatting Workshop for staff

Lunchtime workshop for Staff to set up CV and Cover Letter documents using Word (Mac or PC). Come into the Training Room and set up the basis of your CV and cover letter ready for your job application. Take it away with you by emailing a copy to yourself or saving to an external device.

Thursday 26th July 2018, 12.05pm - 1.00pm

EAP - staff support

Staff can access personal support through the Employee Assistance Programme (EAP); this 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.

Vacancies

POSITIONS CURRENTLY SHORT-LISTING / INTERVIEWING:

  • Group Leader Student Development
  • Manager Supply Chain
  • Team Leader Desktop Support
  • 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)
  • Team Leader Research Administration (Dunedin)
  • Officer Procurement
  • Administrator Clinics (UOW)
  • Administrator Client Services (UOC)
  • Lead Administrator Client Services (UOC)
  • Administrator Client Services (UOW)
  • Administrator Client Services (Dunedin)
  • Administrator Clinics (Dunedin)
  • Coordinator Events (UOC)
  • Adviser Marketing (UOC)
  • Lead Student Adviser
  • Lead Administrator Student Administration
  • Communications Adviser

POSITIONS CURRENTLY ADVERTISED:

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

POSITIONS BEING PREPARED FOR ADVERTISEMENT:

  • Administrator Assistant Support Services
  • Officer Purchasing
  • Lead Officer Supply Chain
  • Officer Revenue Management
  • Senior Administrator Academic Committees and Services

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