Job Description POSITION DETAILS Title: Chief Information Officer Reports to: Branch Manager Corporate Services Responsible for: Up to 4 Staff and contractors Location: Wellington Date: August 2012 ABOUT THE MINISTRY The Ministry for Culture and Heritage’s role is to help make our culture visible and accessible. It provides advice to the New Zealand government on cultural matters and assists government in its provision and management of cultural resources for the benefit of all New Zealanders by funding a range of cultural agencies, and through the direct delivery of various cultural and heritage products and services. PURPOSE OF THE POSITION To manage the provision of information technology, information systems, and information management to the organisation, to work closely with the Heritage Services Web team to ensure web services across the Ministry are effectively supported; and to lead collaborative IM and IT opportunities across the cultural sector. PRINCIPAL RESULT AREAS AND RESPONSIBILITIES 1. Strategic Planning Understand the Ministry’s strategies and plans and participate in strategic planning. Maintain a comprehensive, strategic view of the Ministry’s information management and information technology. Provide ongoing strategic planning capability within the IT and IM environment to support the overall business strategy. Review and update the IM Strategic Plan regularly to meet ongoing business requirements and remain in line with industry strategic direction. Evaluate progress against strategies and plans and modify actions accordingly. Ensure that, where appropriate, IM strategies are approved by the relevant government sector agencies and that the approved funds to implement the strategies are included in the Ministry’s annual capital and operating budgets. Investigate options for outsourcing aspects of information or technology services where there are clear benefits. Provide a single point within the Ministry for advice and approval for all information technology initiatives and purchases. 2. IT Production Support / Plan future software, hardware, Operation Planning and information management needs of the Ministry in conjunction with key users and service providers. New hardware, software, and services are budgeted for and purchased and license registers are maintained. Ensure that appropriate documentation is kept and maintained and that change and implementation plans etc are prepared and consultation takes place with stakeholders. Provide ongoing support to users for the IT and IM function. Ensure that Service Level Agreements with providers are reviewed and negotiated as necessary. Ensure that the Ministry IT systems are secure and provided in line with Government security standards and that risk to systems or processes are identified and that proper risk management techniques are applied. Ensure that the Ministry maintains backups of data and that disaster recovery plans are in place that meet the requirements of the Ministry and the Government. Maintain, and create, a set of IT and IM policies to ensure that the Ministry’s business operation is protected and that all staff understand their obligations. Develop IM team plans, and review and update them regularly to meet ongoing business requirements; evaluate progress against plans and modify actions accordingly Seek and evaluates tenders, quotes Request For Proposals etc; 3. Financial Management Develop annual capital and operating budgets for the provision of information management and information technology services to the Ministry. Manage the budgets and monitor actual against planned expenditure. Report discrepancies beyond agreed limits. Manage the provision of technology solutions and information services within the approved budget. 4. Information Management Be responsible for the records management function. Ensure that Records Management, and other information systems comply with Government standards and legislative requirements. Ensure that the information needs of the Ministry staff are met in a reasonable timeframe. Ensure that the Ministry has available to it the knowledge required to provide effective policy advice by - Identifying information needs - Involving staff in the development of processes and procedures 5. Sector Leadership Influence strategically across the network of cultural agency professional counterparts. Identify and facilitate opportunities across the cultural sector agencies where: knowledge and services can be shared the Ministry can lead and/or encourage a collaborative and cost effective approach to the delivery of ICT; this could include direct provision of advice or services. 6. All of Ministry Digital Work with the Heritage Services Services Web Team Manager to ensure web sites are effectively hosted, commissioned, decommissioned, and archived in compliance with the Public Records Act. Work closely with the Web team manager to ensure infrastructure related to web publishing needs, including technical support, web hosting, back-up processes and in-house production systems is developed and maintained. Manage all back-up processes and procedures for internal production systems. 7. Management of People Manage the Information Management and Information Technology team in such a manner as to meet operational requirements, ensuring a highly motivated group of IT and IM professionals with the prerequisite skills are attracted to the organisation and retained. Understand and support the Ministry’s mission and culture. Lead by example. Value and encourage the opinion of others. 8. Relationship Management Develop and maintain relationships with other IT and IM specialists within the Public Service and with counterparts in the cultural sector agencies to ensure sharing of knowledge. Liaise with any outsourced IT service provider and maintain and a good working relationship. Build and maintain strong positive business relationships with all suppliers and internal customers. Obtain and manage consultant and contract services as necessary to meet performance objectives. Contribute to the maintenance of positive and harmonious working relationships within the Ministry as a whole. Create and sustain an appropriate image and profile of the Ministry. 9. Project Management Manage, through to implementation, the projects defined in the IT and IM Strategies and otherwise approved, to ensure that they are completed on time and within budget. Use appropriate methodologies to do this. Ensure that appropriate documentation is kept, and project management methodologies are used, when managing projects. Manage the provision of any IT or IM related support or service required to ensure the successful implementation of projects that are managed by other Groups e.g. The Encyclopedia of NZ. Ensure that proposals of contractors and providers are workable in the Ministry IT environment. 10. Contribution to the Information relevant to the Corporate Branch Team and Corporate Unit is shared freely. to the Ministry Responsibility is accepted for work allocated and a cooperative attitude is demonstrated when working with others. A desk file of tasks and duties is established, and updated on a regular basis. A personal work programme is agreed to on an annual basis for the Ministry’s performance management system. Other duties are undertaken as required. WORKING RELATIONSHIPS Internal Position Nature Corporate Services Branch Reports to Manager Information Management team Manages Branch and other Managers Liaison, negotiation, advice and support Web Team Manager Close working relationship Other Ministry staff Liaison and information sharing Note: The Ministry utilises a team-based approach: many projects are undertaken on a cross-Ministry basis. In such circumstances the CIO will work with all members of staff. External Position Nature External Contractors Liaison and Management of Cultural sector agency contacts Regular liaison and networking Other government agencies, Regular liaison and networking particularly DIA DIMENSIONS General To manage the provision of information technology, information systems, and information management to the organisation, to work closely with the Heritage Services Web team to ensure web services across the Ministry are effectively supported; and to lead collaborative IM and IT opportunities across the cultural sector. Staff Management of Information Management team (2 - 3) and contractors Budget Operating budget - $1,000,000 approx Capital budget – variable each year; delegated authority to purchase minor items, but also responsible for managing all IT/IM capital expenditure. CORE COMPETENCIES 1. End User Focus – Actively considers end users and their requirements 2. Self Management – can proactively manage workload, priority, and time effectively and efficiently 3. Communication – messages are clearly and appropriately communicated both orally and in writing 4. Ethics, Integrity and Trust – Acts with honour and integrity at all times 5. interpersonal Relationships – proactively creates and manages relationships within and external to the Ministry 6. Peer and Team Relationships – proactively forms and maintains constructive working relationships with colleagues 7. Decision Making – Makes sounds and respected decisions 8. Professional Skills – has the functional and technical knowledge to do the job 9. Maori Engagement – demonstrates knowledge of Maori culture and language PERSON SPECIFICATION 1. A relevant degree or other qualification in information management or technology 2. A knowledge of information technology strategic planning 3. Information management and information technology experience 4. Able to think and operate strategically 5. Experience in supporting an office environment, preferably in the public sector 6. Experience with web and multi media issues. 7. A good understanding of software standards and of public sector interoperability requirements. 8. Project management experience. 9. Experience in managing people 10. A high level of initiative and able to troubleshoot problems 11. Understanding of the importance of equal employment opportunities 12. An interest in the culture and heritage sector. Branch Manager, Corporate Services: …………………………………… Date: ……………… Job Holder: ……………………………………………… Date: ……………….
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