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SSR Project Update - Issue 24

This project update covers the latest information on the staff relocations for Shared Services into the St David II building, and we introduce Melissa Paton, Senior Manager Client Services from our Christchurch campus.

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

Project Overview

Recruitment and moving people continue to be the main activities of the Support Services transition activities this week.

In response to your questions

Q. When is my reporting line changing?

A. Many professional staff will have a change of reporting line as a result of structural changes and the 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. The letters that were distributed during the management of change process will have the reporting line change date for individuals.

Q. What is happening with the PDR process?

A. The PDR for the 2018/2019 will operate as outlined in the current PDR policy (PDR) . It is important that staff have the opportunity for their performance to be reviewed and where appropriate, to be considered for a salary increase.

The process has been adapted to accommodate the organisational changes particularly the changes in reporting lines and roles. The PDR process will be divided into two distinct parts:

  1. Review of performance for 2017/18 and
  2. Objective setting for the 2018/19 period

The formal PDR meeting(s)/review (Part 1) will occur between 1 August and 31 October 2018. The when and how will depend on the situation of each staff member. If the manager is unchanged then they will complete parts 1 and 2.

Where a staff member has a new manager, part 1 will be completed by the previous manager. Part 2 completed by the new manager, although this may be delayed depending on appointment dates. It is expected that managers will work together on the PDR to ensure PDRs are completed appropriately for every staff member.

Further details will be sent out to staff and available on the web on 13 August.

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.

From this week the vacancies will start to include some purchasing and procurement positions.

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

Student Experience – Examinations, Records & Graduation and Admissions are all moving from the Clocktower into St David II this week.

The Accounts Payable Team will be moving into St David II on Friday from 12pm. This will cause some disruption and may mean that enquiries may not be followed up until Monday.

HR Services and Payroll are moving to St David II this weekend. This will cause some disruption to services on Friday 3 and Monday 6 August.

These teams will join other Shared Services teams who have shifted into the refurbished St David II, located near the Centre for Innovation, over the last few days. This includes Shared Services Director David Tapp, AskOtago and the Performance and Delivery team.

The UIC and ITS service desk sites have now closed. The new AskOtago ISB hub on the ground floor near the Central Library are providing information and services to students and staff.

How to engage with changed services

The “dial 0” facility is not available now as the University's telephonist service has been incorporated into the AskOtago service. Instead, callers from the University can search for a phone number in the web-based phone directory, or dial 7000 to talk to someone at AskOtago. Callers from outside the University will phone 0800 80 80 98 or 7000 or email university@otago.ac.nz to access AskOtago services.

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

AskOtago

AskOtago has gone live. Staff were excited to put on their uniforms on Monday and start answering enquiries, and were really pleased to see the Central Hub immediately being used by students.

Introducing...Melissa Paton, Senior Manager Client Services UOC

MelissaPaton

What does your role involve?

The Senior Manager Client Services University of Otago, Christchurch (UOC) is responsible for helping UOC achieve its business objectives. Currently I am involved in the planning of and recruitment for the new Client Services Team. As I am new to the University, I am working on getting to know everyone and also understanding of all of the great teaching and research that occurs on our Christchurch campus.

What were you doing previously?

Prior to starting with the University on 30 April 2018, I was working with the Department of the Prime Minister and Cabinet. I was based in Christchurch as the Manager of Ministerial Services, supporting a number of portfolios and Ministers that sit within the Prime Minister’s department (primarily Civil Defence and Greater Christchurch Regeneration.) Prior to working for DPMC, I was with the Canterbury Earthquake Recovery Authority (CERA) where I held a number of different roles, but my work mainly centred around providing customer services to those effected by the Canterbury earthquakes, primarily those living in the Residential Red Zone.

What are you looking forward to in the role?

I am most looking forward to getting the Client Services Team in place and starting working together. I think there are some great opportunities to build on the already strong customer service ethos here at UOC, and create a team where people get a real sense of satisfaction out the work they are delivering. I’m also looking forward to summer!

What do you like about living in Christchurch?

Living in Christchurch is brilliant. Now that we are on the road to recovery, it is great to see all of the new buildings, shops and restaurants popping up. Christchurch is also really centrally located – so it’s pretty easy to get anywhere you want to visit.

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.

Recent Appointments

  • Group Leader Student Development - Julie Weaver (effective 6 August 2018)

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 (Dunedin)
  • Senior Administrator Student Administration (Dunedin)
  • IT Projects Manager (Dunedin)
  • Student Adviser (Dunedin)
  • 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
  • Lead Officer Supply Chain
  • Officer Revenue Management
  • Senior Administrator Academic Committees and Services
  • Manager Marketing & Advisory Services
  • Senior Manager Marketing & Advisory Services
  • Senior Analyst Project Management Office

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