Forms Must Be Downloaded from the UCT Website s3

HR191 JOB DESCRIPTION

NOTES  Forms must be downloaded from the UCT website: http://www.uct.ac.za/depts/sapweb/forms/forms.htm  This form serves as a template for the writing of job descriptions.  A copy of this form is kept by the line manager and the job holder.

POSITION DETAILS Position title Senior Co-ordinator: Residence Facilities

Job title (HR Practitioner to provide) Co-ordinator

Job grade (if known) PC 10 Academic faculty / PASS department Department of Student Affairs (DSA) Academic department / PASS unit Student Housing & Residence Life (SH & RL) Division / section Student Housing (Facilities) Date of compilation March 2014

ORGANOGRAM (Adjust as necessary. Include line manager, line manager’s manager, all subordinates and colleagues. Include job grades)

Director: SH & RL PC13PG5

Manager: Student Housing PC 12

Residence Manager: Obz Square Senior Co-ordinator x 3 Residence Catering Manager Residence PC 11 PC10 PC 10

Residence Facilities Officers PC 8

PURPOSE The purpose of this job is to operationally manage a cluster of residences as well as a portfolio which includes access control / security, cleaning, maintenance, grounds & gardens and transport towards a responsive, supportive, and empowering environment. This will be done through achieving the optimum balance between the needs of students as well as between supply and demand of available facilities.

28 October 2013 Page 1 of 5 HR191 JOB CONTENT JOB CONTENT

% of Key Performance Areas (4 – 6) time Activities / Objectives / Tasks Results / Outcomes Competencies spent 1. Operations management 35%  Translate the annual Student  Input into policies and  Planning Housing year operational plan processes that assist  Understanding of into an actionable deliverable service delivery. policies and work plan including:  Implement residence & processes o Key out puts university policies,  Understanding of o Key inputs procedures and protocols. the requirements o Target dates  Effective management of of a management o Human resources services and contracts system responsibilities  Rooms are optimally filled  Computer literacy. o Costing by students / guests.  Working o Resources  RMS is updated with knowledge of o Support relevant student / guest’s Windows o Stakeholders data. programs: MS o Policy  Well documented, up to Word, Excel, Power Point.  Manage & monitor a cluster of date, maintained & orderly residences iro: residence records.  Working knowledge or o Human Resources  Implement Health & Safety Legislation in cluster of RMS. o Allocation of rooms residences.  Working o Access Control  A safe residence for knowledge of the Cleaning o students, staff, guests & Occupational o Furniture & Curtaining visitors. Health & Safety o Grounds & Gardens  Effectively represent legislation. o Maintenance residence on Residences  Ability to apply o Security Health & Safety UCT’s Health & o Sustainability Committee. Safety Policies & o Transport  Effective records & reports protocols.  Act as a Health & Safety are prepared for . Officer Residences Health & Safety Committee.

2. Stakeholder Management 20%  Manage Memorandum of  Develop & build effective  Ability to understanding with external relationships with internal communicate and internal stakeholders. & external stakeholders to effectively orally & (Service Level Agreements) ensure a well-managed in writing.  Effective internal & external building.  Ability to build

28 October 2013 Page 2 of 5 HR191 communication with  Good risk management sound stakeholders attributes of sharing relationships. &  Develop mechanisms for information within partnerships. communicating regularly with constructive relationships.  Integrity & stakeholders.  Building proactive credibility.  Be proactive and assist the relationships.  Ability to Wardening team iro  Refer issues of an persuade & integrating students into the academic, psychological, influence. residence environment with a academic, and social  Chairing effective view to enhancing their development nature to the meetings. residence experience. Warden  Assertiveness.  Foster positive relationships with all residence staff and stakeholders.  Refer students to the various appropriate channels to resolve their challenges. 3. Service Provider Liaison 25%  Liaise with & manage  Ensure that SLA’s are  Strategic thinking interaction with the following adhered to by assessing  Planning skills contracts / 3rd Parties feedback from residences.  Organising skills o Access Control /  Relay feedback to relevant  Influencing skills Security 3rd parties. o Cleaning  Assist in planning iro o Grounds & Gardens SH&RL annual cycle. o Maintenance o Transport  Provide regular reports iro 3rd Parties contracts & services

4. Human Resource Management 15%  Take ultimate accountability  Residence & staff are  Working for the implementation of effectively managed. knowledge of performance development of  Services are structured to Basic Conditions all staff in the residence. ensure service delivery. of Employment  Ensure continuous  The residence has a Act. improvement by providing reputation of being well  Ability to ongoing feedback on managed. performance successes & challenges to  Staff members are manage individual each staff member. empowered to take team members.  Ensure that staff is regularly personal responsibility for  Change informed of best practice & their work & committed to management 28 October 2013 Page 3 of 5 HR191 are aware of any delivering high quality work experience. developments relating to their to agreed deadlines.  Ability to coach service.  Strong performance staff & deliver on  Implement HR policies & culture developed with all honest feedback practices including discipline team members having a in a manner which & grievance procedures. strong student / client care encourages &  Recruit, select, appoint, induct focus & feels proud of the motivates & train staff, including student quality of work they performance. staff. deliver.  Ability to set clear  Execute a staff & student staff  Staff has clear personal example development program. development goals which of behaviours &  Manage staff HR they own & are standards administration – leave, etc accountable for. required of staff.  Develop a change  Well informed &  Ability to influence management strategy to empowered staff. others & move ensure that staff adjusts well  Residence is staffed by towards a to new residences. competent & empowered common vision or staff. goal.  Staff morale is high with retention of high performers. 5. Project Management 5%  Manage a range of projects  Successful implementation  Working associated with the of a project. knowledge of the residences Occupational Health & Safety legislation.  Ability to apply UCT’s Health & Safety Policies & protocols. 6. Finance 5%  Implement adequate  Residences expenditure is  Working monitoring and control in line with the planned knowledge of mechanisms to ensure budget budgeting process financial integrity .  Ensure financial compliance by staff and implement necessary measures if there is deviation.

28 October 2013 Page 4 of 5 HR191 MINIMUM REQUIREMENTS

Minimum qualifications Degree / Diploma

Minimum experience Minimum of 5 (five) years relevant practical management experience within the hospitality / facilities (type and years) industries.

Proven history of managing staff

Code 08 drivers licence

Computer Literacy

Excellent client, service, people & student orientation

Good working & theoretical knowledge governing Human Resources and Health & Safety

AGREED BY PRINT NAME SIGNATURE CONTACT NO. DATE

Job Holder

Line Manager

28 October 2013 Page 5 of 5 HR191