<p> HR191 JOB DESCRIPTION</p><p>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.</p><p>POSITION DETAILS Position title Senior Co-ordinator: Residence Facilities</p><p>Job title (HR Practitioner to provide) Co-ordinator</p><p>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</p><p>ORGANOGRAM (Adjust as necessary. Include line manager, line manager’s manager, all subordinates and colleagues. Include job grades)</p><p>Director: SH & RL PC13PG5</p><p>Manager: Student Housing PC 12</p><p>Residence Manager: Obz Square Senior Co-ordinator x 3 Residence Catering Manager Residence PC 11 PC10 PC 10</p><p>Residence Facilities Officers PC 8</p><p>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.</p><p>28 October 2013 Page 1 of 5 HR191 JOB CONTENT JOB CONTENT</p><p>% 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.</p><p>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 </p><p>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</p><p>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.</p><p>28 October 2013 Page 4 of 5 HR191 MINIMUM REQUIREMENTS</p><p>Minimum qualifications Degree / Diploma</p><p>Minimum experience Minimum of 5 (five) years relevant practical management experience within the hospitality / facilities (type and years) industries.</p><p>Proven history of managing staff</p><p>Code 08 drivers licence</p><p>Computer Literacy</p><p>Excellent client, service, people & student orientation</p><p>Good working & theoretical knowledge governing Human Resources and Health & Safety</p><p>AGREED BY PRINT NAME SIGNATURE CONTACT NO. DATE</p><p>Job Holder</p><p>Line Manager</p><p>HOD</p><p>.</p><p>28 October 2013 Page 5 of 5 HR191</p>