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SSR Project Update - Issue 23

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 Daryl Clarkson, Manager IT Infrastructure.

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

Project Overview

Recruitment and moving people are key activities this week.

In response to your questions

Q. When will I start in my new job?

A. 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. Changes to administration roles take effect on 24 September 2018.

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 attitude, 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.

Q. How do I transition into open plan when I have been used to my own office?

A. As new teams come together ground rules and etiquette for working together in open plan will be discussed. While we acknowledge it is a change for some staff, open plan is a common way of working, and we are confident that most staff will make a successful transition and enjoy the benefits that can be gained from working alongside colleagues.

Other new frequently asked questions (FAQs) are on the SSR website - FAQs

Recruitment

There continue to be vacancies uploaded to the vacancies webpage this week for all staff, including those on fixed term appointments or Campus Temps contracts, to apply for.

A reminder that candidates are asked to nominate two referees, one being their current/most recent manager, plus one other of their choice. XRef, the University's reference check provider, will then email an online questionnaire for referees to complete, and may follow-up via phone if needed.

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 description roles on the Job Descriptions page.

Transition

The first major relocations will happen this weekend, with various Shared Services teams moving into the just-completed St David II building near the Centre for Innovation. Some AskOtago staff will be moving into St David II and others to the ISB.

From Monday, AskOtago staff in the new AskOtago ISB hub will be delivering the services previously provided by the ITS service desk and the University Information Centre – both the UIC and ITS service desk sites will then close.

A lot of work has gone into redevelopment of this new location on the ground floor near the Central Library and into AskOtago staff training - check out how good the ISB hub looks from next week.

How to engage with changed services

All phone extensions of staff shifting into St David II will remain the same after they move into the building.

A reminder that from 30 July 2018 the University's telephonist service will be incorporated into the AskOtago service and the “dial 0” facility will no longer be available. Instead, callers can search for a phone number in the web-based phone directory, or dial 7000 to talk to someone at AskOtago.

Transition disruptions

While major disruptions are not expected, there could be unexpected delays as AskOtago process incoming enquires over the next two weeks. Please email askotago@otago.ac.nz if your request is urgent.

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

Knowledgebase

The AskOtago knowledgebase is the central repository for all University information and will also be the basis for an online self-service option for staff, students and visitors – the first point of call. The project team have been working with key areas of the University to bring information that is held in many different places (e.g. other knowledgebase systems or webpages) into the knowledgebase. Look at https://otago.custhelp.com/

Introducing...Daryl Clarkson, Manager IT Infrastructure

DarylClarkson

What does your role involve?

I look after the networking, systems services and datacentre teams and ensure that backbone IT infrastructure services such as networking, wireless, mobile, servers, hosted systems and databases are well designed, efficient and deliver to the University.

What were you doing previously?

My previous role was Operations Manager at Allied Press publishers of the ODT. This covered a wide range of business level service-based activities including technology, production, printing, publishing and distribution as well as maintenance, property management and negotiating with unions. Prior to that, I managed information technology for more than 20 years.

What are you looking forward to in the role?

I am really looking forward to supporting the infrastructure teams to see where we can innovate and where I can foster a sense of achievement along our journey of service delivery excellence to the University.

What do you like about living in Dunedin?

I’m Dunedin born and bred and believe it is a truly great place to raise a family, the people are great, it's a perfectly sized city and it’s not far to Central for those weekends out of town.

Training and Support

Please contact staff.support-SSR@otago.ac.nz to discuss training or support requirements.

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:

  • Manager Supply Chain
  • Team Leader Desktop Support
  • Senior Manager IT Assurance and Cyber Security
  • Finance Associate (UOW)
  • Executive Assistant (Dunedin)
  • 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