Information Technology Department Kpi key position information Job Title Position Reports To by tqj35825


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									 key position information
 Job Title                                           Position Reports To
 PA to CIO & Group Administrator                     Chief Information Officer
 Incumbent                                           Location
 Kay Juler                                           Burwood East
 Division                                            Job Description                            FTE
 Shared Services Group                                   New               Updated              1
                                                     Double Click on box and select ‘checked’
 Team                                                Effective Date                             Date Updated
 Knowledge Information & Technology                  3/01/2005                                  5/01/2010

 primary purpose of Job
Why does the job exist? This statement should encapsulate the overall significance of the job from WVA’s point of view.

 Support Chief Information Officer with the group administration support aspects of the Knowledge Information
 & Technology Department.

 Direct Reports                            Financial Authority – Budget                    Financial Authority
 None                                      None                                            None

 key result area             key performance indicator                                                           weighting
 (KRA)                       (KPI)                                                                                 (%)
 World Vision core           Acts consistently in accordance with WVA values, challenge practices                Not Applicable
 values                      inconsistent with these values and uses values as a basis managing
                             relationships and decision making.

fd852c98-4bcb-4392-83d4-474fd5508d61.doc                                                                                   Page 1
 key result area             key performance indicator                                                   weighting
 (KRA)                       (KPI)                                                                         (%)
 Calendar and                        Using the email and calendaring system to ensure the               35%
 Meetings                             Department Head and Manager’s diaries are maintained and
 Management                           current at all times.

                                     Ensure that consideration is given to meeting preparation time
                                      when scheduling and accepting meetings.

                                     Ensure that adequate information is received for invitations to
                                      meetings to ensure maximising of time.

                                     Using the email and calendaring system to ensure all KIT Group
                                      periodic meetings/functions are organised for the year which
                                      includes bookings of meeting rooms and function locations.

                             Represent KIT on the following committees/groups to record
                             information, make operational decisions/recommendations on behalf
                             of the Department Head

                                     Administrators Group

                                     KIT Management Group

                                     Managers & Team Leaders Group

 Financial Budget                    Assist in developing the budget for the Head of KIT in line with   15%
 preparation and                      both CAPEX and OPEX requirements. Using Vision Excel and
 reporting of                         SSBF monitor the expenses and costs against the budget and
 financial                            alert the Department Head to any variances.
 performance for KIT
                                     Recommend forecast changes as necessary. Update forecasts
                                      quarterly using the SSBF system.

                                     Using iPOS ensure that requisitions and purchase orders are
                                      generated as required and unused items and balances are
                                      deleted on a monthly basis.

                                     Using an excel spreadsheet ensure that all actuals for the KIT
                                      Group costs centres are recorded and correct.

                                     Using Vision XL prepare end of month actuals and reconcile
                                      Finance figures with KIT actual worksheets for all cost centres
                                      in the KIT Group.

                                     Using the iPOS system, ensure the timely recording and
                                      submission of all invoices for payment.

fd852c98-4bcb-4392-83d4-474fd5508d61.doc                                                                        Page 2
 key result area             key performance indicator                                                 weighting
 (KRA)                       (KPI)                                                                       (%)
 General                             Ensure excellent communication and public relations are          15%
 Administration                       maintained at all times between the department and those
                                      with whom it has functional relationships.

                                     Ensure that the HUB and other communication channels assist
                                      in achieving a high level of customer service.

                                     Co-ordinate meetings, prepare agenda and record and
                                      distribute notes/decisions and actions in a timely manner.

                                     Using Lotus Notes “To do” list, follow up on actions and
                                      projects to completion.

                                     Use data projectors and technology provided in meeting
                                      rooms to assist with presentations and projecting documents
                                      on screen with a view to maximising efficiency at meetings and
                                      reducing the use of paper and the need for printing of

 Staff Administration                Organise regular meetings to enable the Department Head to       20%
                                      provide leadership to direct reports.

                                     Alert the Department Head to issues that may require
                                      addressing at direct report meetings.

                                     Co-ordinate and contribute to the development of staff
                                      knowledge and skills by ensuring that staff are aware of L&D

                                     Communicate annual leave balances for staff to the relevant
                                      department managers to ensure that accrued leave is within

                                     Ensure that position changes within the KIT Group have
                                      appropriate documentation.

                                     Responsible for ensuring that new starters/leavers processes
                                      are undertaken i.e. induction program, PAFs, RAFs, computer
                                      account forms, resignation check lists are signed off and
                                      submitted to the appropriate departments

                                     Using iPOS and the Webres system, organise travel both
                                      international and interstate as required for the KIT Group.

fd852c98-4bcb-4392-83d4-474fd5508d61.doc                                                                      Page 3
 key result area              key performance indicator                                                                           weighting
 (KRA)                        (KPI)                                                                                                 (%)
 Office Management                      Telephone calls are handled promptly ensuring a high level of                           15%
                                         customer service.

                                        Documents are managed and systems are in place for easy

                                        Emails are managed and archived in an easy to access method.

                                        Follow up of action items are completed in a timely manner
                                         and communicated appropriately.

                                        Stationery supplies are ordered using the organisations
                                         supplier. Processes are followed from ordering through to
                                         goods receipting.

 Other                                  Duties otherwise required by CIO

    To add additional KRA’s, place put your cursor in the far bottom right hand cell in the above table and press the ‘Tab’button on your keyboard

fd852c98-4bcb-4392-83d4-474fd5508d61.doc                                                                                                        Page 4
 functional                  key performance Indicators                                                      weighting
 Functional KRA’s are standard in all JD’s and provide for KPI’s which are consistent across all jobs within WVA.
 OH&S                         - Undertake business activities in safe manner so as to avoid or               Click here to
                                reduce the risk of injury or illness to self and others; and                 enter text.
                              - Ensure you comply with WVA OH&S policies and procedures.
 People                       -       Ensure you actively participate in LINK and fulfil all its             Click here to
                                requirements in line with prescribed timelines; and                          enter text.

                              - Ensure you participate in the WVA Induction process and your
                                probationary review is completed within prescribed timelines.
 Risk & Governance            -      Ensure you operate in line with WVA policies and                        Click here to
                                procedures, Code of Conduct and ethics; and                                  enter text.
                              -      Actively participate in risk awareness training.

 key relationships
 Internal                    CIO
                             KIT Managers & Team Leaders
                             Administrators Group
                             KIT Staff
 External                    Telcos (Telstra, AAPT)
                             Hewlett Packard
 Committee/Groups            Administrators Group

 organisation context
 Attach a current organisation structure which includes: manager, manager’s manager, peers, direct reports and this role
 accessible via the Hub).

 Sign Off
 Manager Name                                                    Employee Name
 Dean Mills                                                      Kay Juler
 Manager Signature                                               Employee Signature

fd852c98-4bcb-4392-83d4-474fd5508d61.doc                                                                                Page 5
                                     To be completed for recruitment purposes only

 Demonstrated commitment to World Vision values and philosophy, and capacity to engage with the broader community in
 living these values:
 We are Christian               Willingness to be open about their faith / discuss their spiritual life and respect
                                others’ beliefs. e.g. participate in corporate spiritual life in an enthusiastic manner
                                and show respect for others’ opinions and religious beliefs
 We are committed to            Demonstrate community involvement and interest in issues of justice
 the poor
 We value people                Be able to demonstrate good interpersonal skills and accept diversity in the
 We are stewards                Understands issues regarding conserving resources, i.e. financial, physical and can
                                improve efficiencies in work practices
 We are partners                Is able to influence decision making in their area of concern
 We are responsive              Responsive to customer expectations in a timely and appropriate manner. Can make
                                decisions under pressure

 Qualifications /                Essential
 Memberships                     Click here to enter text.
                                 Click here to enter text.
 Knowledge                       Click here to enter text.
                                 Click here to enter text.
 Experience                      Essential
                                 Click here to enter text.
                                 Click here to enter text.

fd852c98-4bcb-4392-83d4-474fd5508d61.doc                                                                              Page 6
 capability profile
 Please select 6-8 capabilities essential to the successful performance of the incumbent in the position. Please note – you
 will find details of these capabilities, together with behavioural anchors and sample descriptors on the Hub – WVA
 Capability Framework.
 Dimensions 1: Self Awareness
     Continuous Personal Learning              Personal Impact                           Understanding Others
     Self Confidence                           Integrity                                 Resilience

 Dimension 2: Accountability
     Strategic Leadership                      Strategic Influence                       Implementing Strategy
     Self Management                           Analytical Thinking                       Decision Making
     Planning & Organising                     Prioritising                              Stewardship
     Organisational Awareness                  Industry Awareness                        External Environment Factors
     Compliance Awareness                      Technical Expertise                       Business Communication
     Meeting Management

 Dimension 3: Performance Leadership
     Spiritual Leadership                      Managing & Leading Others                 Developing Others
     Driving Culture                           Leading Teams                             Interpersonal Communication
     Conflict Resolution                       Negotiation                               Influencing
     Managerial Courage                        Talent & Succession Management

 Dimension 4: Innovation & Change
     Innovation & Creativity                   Continuous Improvement                    Change Leadership
     Challenging & Questioning                 Risk Taking                               Organisational Learning

 Dimension 5: Collaboration
     Teamwork                                  Stakeholder Management                    Managing Diversity
     Systems Thinking                          Information Sharing                       Political Savvy

 Click here to enter text.

 sign off
 Manager Name                                                   Recruitment Advisor
 Click here to enter text.                                      Click here to enter text.
 Manager Signature                                              Employee Signature

fd852c98-4bcb-4392-83d4-474fd5508d61.doc                                                                                 Page 7

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