Call for Expressions of Interest (EOI) · Queensland Training Assets Management Authority (QTAMA)...

Queensland Training Assets Management Authority (QTAMA) ABN 70 290 057 791 www.qtama.qld.gov.au Page 1 of 12

Call for Expressions of Interest (EOI) Employment opportunities with Queensland Training Assets Management Authority (QTAMA)

Reference: QTAMA_EOI_01_2014

Closing Date: 5pm, Friday 3 January 2015

ABN 70 290 057 791


Contents

1. Purpose of EOI .......................................................................................................................................... 3

2. About QTAMA ............................................................................................................................................ 3

Vision ............................................................................................................................................................. 3

Objectives ...................................................................................................................................................... 3

Governance ................................................................................................................................................... 3

3. QTAMA’s operations .................................................................................................................................. 4

4. QTAMA regions and campuses ................................................................................................................. 5

5. Employment opportunities available .......................................................................................................... 6

6. EOI process ............................................................................................................................................... 7

7. How to apply .............................................................................................................................................. 7

8. Enquiries .................................................................................................................................................... 7

Attachment 1: Regional positions’ description ................................................................................................... 8

Attachment 2: Expression of Interest (EOI) form ..............................................................................................19

Disclaimer:

This EOI and the responses by participants will be treated as strictly confidential by QTAMA. QTAMA will not disclose EOI contents and EOI information, except:

• as required by law (including, for the avoidance of doubt, under the Right to Information Act 2009);

• for the purpose of investigations by the other government authorities having relevant jurisdiction, if applicable;

• other government departments or agencies in connection with the subject matter of this EOI process; or

• general information from participants required to be disclosed by government policy.

http://www.qtama.qld.gov.au/


1. Purpose of EOI

The Queensland Training Assets Management Authority (QTAMA) invites Expressions of Interest (EOI) for existing government employees who wish to be considered for a range of positions at locations across Queensland.

2. About QTAMA

As part of broader vocational education and training (VET) reforms being implemented by the Queensland Government, QTAMA was established in response to the Commission of Audit’s Final Report.

QTAMA is a statutory body that manages State-owned VET assets. QTAMA’s role is to effect the separation of asset ownership from training. QTAMA has skills and expertise in owning and managing such assets, facilitate third party access and improve asset utilisation.

QTAMA’s asset portfolio comprises 40 sites across Queensland and includes land, buildings and training-related plant and equipment. The asset portfolio was previously managed by TAFE Queensland through the Department of Education, Training and Employment.

QTAMA is not a training organisation.

Vision

QTAMA aspires to:

deliver value to training organisation customers

improve choices for, and availability of, vocational education and training opportunities in the state, and

the government’s return on investment in training assets

provide the community with better value for the money invested in training assets.

Objectives

Effectively and efficiently manage the state's VET assets, primarily for the provision of vocational

education and training, in accordance with sound commercial principles.

Facilitate third party access to the state's VET assets and improve asset utilisation.

Provide assets that facilitate appropriate levels of VET services in regional Queensland.

Governance

QTAMA was established by the Queensland Training Assets Management Authority (QTAMA) Act 2014.

QTAMA is a statutory body under the Financial Accountability Act 2009 and the Statutory Bodies Financial Arrangements Act 1982. It is also a unit of public administration under the Crime and Misconduct Act 2001.

The governing body of QTAMA is a board whose members are appointed by the Governor in Council.

QTAMA falls within the portfolio responsibility of the Minister for Housing and Public Works.

QTAMA employees are employed under the QTAMA Act 2014. The Act preserves certain rights of public service employees appointed to QTAMA (QTAMA Act 2014 s.36).


https://www.legislation.qld.gov.au/LEGISLTN/ACTS/2014/14AC023.pdf


Chief Executive Officer

General Manager Facilities Chief Operations Officer Manager - Legal Services Manager - Leasing

Manager – Capital Works

Manager – Maintenance

WHS Coordinator

Financial Controller

Manager – Strategy & Planning

Enterprise ICT Architect

Communications Manager

Program Office &Projects Control Manager

Solicitor

Regional Facilities Coordinator/s

Regional Asset Manager/s Regional Contract

Coordinator/sRegional Leasing

Coordinator/sRegional Finance

Coordinator/s

Business AdministrationInformation Management

Co

rpo

rate

3. QTAMA’s operations

QTAMA’s organisational structure includes a corporate office (located in Brisbane), with regionally-based staff providing facilities management support on the ground.

All administrative matters relating to each of these campuses will be managed by regional personnel.

This EOI is calling for applicants interested in applying for the regional roles as shown in the figure below.

Transfer from other departments to QTAMA will be at individuals’ substantive level.

Figure 1. QTAMA organisational structure

Reg

ion

al

Corp

ora

te



4. QTAMA regions and campuses

QTAMA is responsible for managing 40 campuses across five regions.

Table 1 QTAMA regions and campus locations

Region Campus locations

South-East Acacia Ridge

Alexandra Hills

Bracken Ridge

Browns Plains

Bundamba

Caboolture

Eagle Farm

Grovely

Inala

Loganlea

Mt Gravatt

Redcliffe

South Bank

Gold Coast Ashmore

Coolangatta

Coomera

Southport

Sunshine Coast and Wide Bay

Bundaberg

Gympie

Hervey Bay

Maroochydore

Maryborough

Mooloolaba

Nambour

Tewantin

South-West Chinchilla

Kingaroy

Roma

Toowoomba

Warwick

North Queensland Bohle

Bowen

Burdekin

Cairns

Cannonvale

Great Barrier ReefInternational Marine College

Ingham

Mt Isa

Pimlico

Thursday Island


Queensland Training Assets Management Authority (QTAMA) ABN 70 290 057 791 www.qtama.qld.gov.au

Page 6 of 22

5. Employment opportunities available

QTAMA invites existing employees who wish to be considered for one of the region-specific positions to submit an EOI.

Detailed position descriptions can be found at Attachment 1. A summary of the roles available is listed below.

1. Asset Manager/s

QTAMA Asset Managers are responsible for the day-to-day management of operations at each region’s respective campuses.

Asset Managers work closely with on-site campus staff to ensure tenants are provided with effective facilities, contractors are properly equipped to deliver works and the corporate office is adequately informed about the site operations.

Asset Managers report to the Chief Operations Officer.

2. Facilities Maintenance Coordinator/s

Facilities Maintenance Coordinators are responsible for coordinating all maintenance activities onsite, including scheduled and reactive maintenance, condition monitoring, testing and sampling and supervising maintenance contractors.

Facilities Maintenance Coordinators report to the General Manager Facilities.

3. Finance Coordinator/s

The Finance Coordinator undertakes the day-to-day administration and financial support of QTAMA within a QTAMA site. The officer will work to ensure that QTAMA maintains high standards of financial and administrative integrity and accountability which includes QTAMA’s legislative obligations and government requirements.

Finance Coordinators report to the Financial Controller.

4. Contracts Coordinator/s

The role is in charge of coordination of contract documentation, amendments, departures, and ensuring that negotiations with third parties are followed in accordance with QTAMA processes.

Contracts Coordinators report to the Solicitor and Manager Legal Services.

5. Leasing Coordinator/s

Regional Leasing Coordinators are responsible for maximising the occupancy of QTAMA’s assets within each region. This is achieved by working closely with the Manager Property Leasing, and the Regional Asset Manager to ensure available spaces are identified and interested parties are secured to use QTAMA’s assets under lease arrangements.

This role reports to the Manager Property Leasing.



6. EOI process

This EOI is an invitation for existing employees to express their interest in joining QTAMA and to provide more information about their current employment arrangements.

The EOI process will facilitate direct dialogue with individuals to inform any future conversations regarding employment. It is being issued to a select number of employees who possess specific skillsets in relation to QTAMA’s business needs.

Interested staff should complete the form provided under Attachment 2 and return it via email as per the details below.

This EOI is not an employment offer.

Nothing in this invitation is to be construed as creating or offering any employment contract between QTAMA and any participant.

7. How to apply

To express your interest, please complete the form provided under Attachment 2 and send via email to [email protected] by 5pm Friday 3 January 2015.

EOIs must be lodged by the closing time to be eligible.

This EOI and responses received will be treated as strictly confidential.

8. Enquiries

If you have any questions or comments please contact QTAMA's Chief Operations Officer via [email protected].


mailto:[email protected]



Attachment 1: Regional positions’ description

Position description: Asset Manager

Position description: Facilities Coordinator

Position description: Finance Coordinator

Position description: Contracts Coordinator

Position description: Leasing Coordinator



Position Description – Regional Assets Manager

The Regional Assets Manager is a key position within QTAMA’s regional structure. It is the central liaison point for tenants and other external parties responsible for the delivery of services at QTAMA sites within the region.

The Regional Assets Manager will be based within the region, working closely with the other regional personnel, i.e. Regional Finance Coordinator, Regional Leasing Coordinator, Regional Facilities Coordinator and Regional Contracts Coordinator.

The Regional Assets Manager is responsible for ensuring assets are operating appropriately, properly maintained and available for lease by third parties.

The role reports directly to QTAMA’s Chief Operations Officer, based in QTAMA’s corporate office in Brisbane.

Key responsibilities and accountabilities

Review all QTAMA’s assets in the region and maintain an ongoing strategic oversight of the assets.

Prepare reports including key data to support improved management of assets, spending,and delivery of maintenance and capital programs.

Conduct ongoing site inspections to review the condition of assets and existing preventativeand reactive maintenance, ultimately to identify gaps in service delivery to improve the overalllife cycle of the asset portfolio.

Review asset systems, prepare detailed assessments and recommendations on assetmanagement and identify continuous improvement strategies, while liaising with diversestakeholders.

Oversee the delivery of the projects approved for delivery within the region, ensuring work iscompleted safely, according to design, on time and budget.

Coordinate site staff, plant and equipment allocation and movement to and from sites withinthe region.

Conduct daily briefings to review activities and allocate tasks, as appropriate.

Ensure all personnel comply with site safety and operational requirements, conduct, andparticipate in inductions, safety inspections and audits as required.

Maintain impartial relationships with tenants and their representatives, partners and staff,while maintaining good business practices.

Provide managerial reports to the corporate office on a regular basis.

Interpret contracts, drawings, specifications, codes of practice and legislation to resolvecontract claims and payments.

Interpret project plans, specifications, regulations and codes of practice in order to developstatements of work to affect the construction of project design and to stay within approvedproject budgets.

Coordinate contractors and schedule procurement, storage and distribution of supplies,material and equipment to support the delivery of training by tenants.

Experience

At least 10 years’ commercial experience as a facility or asset manager.

Experience in using relevant booking and facilities management systems.

Experience in Microsoft Office Suite.

Page 9 of 22Queensland Training Assets Management Authority (QTAMA) ABN 70 290 057 791 www.qtama.qld.gov.au


Ability to deliver results under pressure.

Demonstrated organisation skills including the ability to prioritise, meet tight timeframes anddevelopment and maintenance of office systems.

Demonstrated effective customer service and communication skills.

Qualifications

A qualification in facilities management or engineering is desired.

The successful candidate

Previous experience within a building asset management role.

Capacity to provide technical advice on infrastructure and work within a wider team.

Effective communication skills.

Strong report writing skills and the ability to produce detailed asset management reports.Ability to adapt to changing environments and to work effectively autonomously or in a team.

Ability to travel.

Remuneration

Fixed salary.

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Position Description – Regional Facilities Coordinator

The Regional Facilities Coordinator is a key position within QTAMA’s regional structure.

The Regional Facilities Coordinator is responsible for coordinating all maintenance activities relating to the buildings and equipment within QTAMA’s asset portfolio. This includes delivery of soft and hard services maintenance.

The role will be based within the region, working closely with the other regional personnel, i.e. Regional Asset Manager, Regional Contracts Coordinator, Regional Leasing Coordinator and Regional Finance Coordinator.

The role is expected to contribute to QTAMA’s strategic priorities and regional operations.

The role reports directly to the General Manager Facilities, based in QTAMA’s corporate office in Brisbane.


Provide and coordinate facilities management services that maintain the property portfolio ina condition that supports QTAMA’s business needs.

Contribute to the management of risk in the operation and maintenance of QTAMA’s propertyand equipment portfolio.

Program, implement and review building condition audits, processes and subsequentprograms of maintenance.

Ensure compliance with facilities management standards and requirements pertaining totimeliness, cost, quality and reporting.

Prepare and disseminate information to appropriate employees regarding facilities contractstatus, and facilitate contractor meetings as required.

Analyse and mitigate risk, and report back to the corporate office as required.

Develop, manage, record and store maintenance documentation including electronic data viaQTAMA internal applications.

Supervise staff and contractors as designated for specific projects.

Assist with the development, formalisation, implementation and monitoring of facilitiesmanagement processes and maintenance of contract service agreements.

Control reactive and preventative maintenance services in a timely and cost efficient manner.

Maintain and review budgets and prepare ongoing monthly reports.

Ensure stakeholders are given timely and appropriate information about maintenanceprograms and projects affecting their business.

Be available for after hours and/or remote facilities management.

Ensure a safe work environment.

Function as a collaborative and proactive team member with a helpful disposition towardscustomers, peers and stakeholders.

Ensure QTAMA's compliance with the relevant legislation, policies and standards indelivering maintenance activities.

Experience

5 or more years’ experience in the use of and understanding of a relevant type of assetmaintenance system.

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Demonstrated successful track record in building, property and equipment maintenanceroles.

Management experience in technical roles.

Knowledge of building codes and practices.

Qualifications

Qualification (tertiary or trade) in construction or similar technical disciplines is required.


High level customer service focus displaying a professional “results oriented attitude, self-motivated and solution focused.

Good written communication skills.

Good planning, decision making and problem solving abilities, with an attention to detail.

Excellent interpersonal skills including the ability to work as a team member in a customerfocused and flexible environment.

Ethical, trustworthy and reliable.

Remuneration

Fixed salary.

Page 12 of 22



Position Description – Regional Finance Coordinator

The Regional Finance Coordinator is a key position within QTAMA’s regional structure.

The role will be based within the region, working closely with other regional personnel, i.e. Regional Asset Manager, Regional Leasing Coordinator, Regional Facilities Coordinator and Regional Contracts Coordinator.

The Regional Finance Coordinator is responsible for providing day-to-day administration and financial support to QTAMA within the region. The role will ensure QTAMA maintains high standards of financial and administrative integrity and accountability which includes QTAMA’s legislative obligations and government requirements.

The role reports directly to QTAMA’s Financial Controller, based in QTAMA’s corporate office in Brisbane.


Administer and manage the finance function for a QTAMA site as required by QTAMA’sFinancial Controller including:

o Maintain, prepare and reconcile all records of income and expenditure relevant to theQTAMA site of responsibility.

o Prepare periodic management reports as required by QTAMA’s Financial Controller.

o Monitor expenditure for the QTAMA site of responsibility and inform QTAMA’s FinancialController of these and if required, provide budget comparisons and variances.

o Assist with the preparation and monitoring of the budget as required.

o Process payment of accounts and revenue invoices in a timely manner within theQTAMA finance system.

o Facilitate the expenses payment run for the responsible QTAMA site.

o Create vendor and customer accounts within the QTAMA finance system as required.

o Maintain a petty cash system and reconcile monthly.

o Coordinate the requests for asset disposals relevant to the responsible QTAMA site andensure the appropriate procedures have been followed and correct approvals have beensought.

o Assist in maintaining an up to date record of transactions within the QTAMA AssetRegister.

Establish and maintain office systems for the sound operation of the QTAMA office/s withineach campus. This includes:

o Filing for area of work, ordering and maintaining office supplies, maintenance of officeequipment e.g. photocopier, printer, telephone.

Perform general administrative duties which include:

o Participate in ongoing professional team supervision and training.

o Contribute and participate in general QTAMA site office general duties such asanswering phones, mail duties etc.

Perform other duties as required and broadly consistent with the role of finance coordinationand office administration.

Participate in creating an inclusive environment for QTAMA customers and stakeholders.

Other duties as deemed necessary by the Financial Controller.

Page 13 of 22



Experience

Demonstrated experience in managing and maintaining full financial accountability of anorganisation with experience in finance administration and bookkeeping.

Demonstrated experience in performing finance officer roles.

Demonstrated experience and skills in office administration.

Demonstrated organisation skills including the ability to prioritise, meet tight timeframes anddevelop and maintain office systems.

Demonstrated customer service and communication skills.

Qualifications

A working knowledge of current finance systems is essential.

Relevant experience and/or qualifications in bookkeeping or finance.


High level customer service focus displaying a professional results oriented attitude, self-motivated and solution focused.

Highly organised and mindful of business process requirements. Attention to detail andfollowing up action items.

Excellent written communication skills.

Ability to adapt to changing environments and ability to work effectively autonomously or aspart of a team.



Remuneration

Fixed salary.

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Position Description – Regional Contracts Coordinator

The Regional Contracts Coordinator is a key position within QTAMA’s regional structure.

The role will be based within the region, working closely with other regional personnel, i.e. Regional Asset Manager, Regional Leasing Coordinator, Regional Facilities Coordinator and Regional Finance Coordinator.

The role is expected to contribute to QTAMA’s strategic direction and regional operations.

The Regional Contracts Coordinator reports directly to the Legal Services Manager based in QTAMA’s corporate office in Brisbane.


Prepare contract briefs summarising contractual requirements and their budget effect.

Oversee and make recommendations on the preparation and revision of contracts thatinvolve the purchase and sale of goods and services.

Provide input into negotiation of terms and conditions and administer contracts.

Review and monitor sub-contracts and payment certificates, and progress claims.

Liaise with sub-contractors and consultants in relation to contractual issues.

Document the disposal of unclaimed property, if any.

Track authorisations, correspondence, payments and deadlines.

Prepare contract change notices and monitor contractor performance, including reporting onthe status of contractor and owner deliverables.

Maintain an audit file for each contract which will include original contract, allcorrespondence, changes, deviations, amendments, clarifications, and payment schedules.

Prepare and disseminate information to appropriate employees regarding contract status,and facilitate contractor meetings.

Ensure that contractor is in compliance with legal requirements, owner specifications andgovernment regulations.

Perform contract closing activities as needed.

Analyse and mitigate risk, and report back to the corporate office as required.

Provide contract summaries and ensure contract execution in accordance with QTAMA’spolicies and procedures.

Engage in all activities needed to source sub-contractors for labour, machinery procurement or repair quotations.

Initiate and/prepare tender documentation within the region.

Manage contractual issues for ongoing projects and prepare necessary correspondence.

Commit to a safe work environment.

Function as a collaborative and proactive team member with a helpful disposition towardscustomers, tenants, peers and stakeholders.

Participate in the resolution of issues as they may arise.

Experience

5 or more years’ experience as a contracts administrator or similar role.

Experience working as a contracts administrator on refurbishment, new construction or otherproperty related projects.

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Knowledge of building codes and practices.

Working knowledge of Queensland statutory obligations regarding building, property andequipment maintenance.

Qualifications

Qualification in law, commerce, construction or property related disciplines is desirable.


High level customer service focus displaying a professional results oriented attitude, self-motivated and solution focused.

Excellent written communication skills.

Ability to adapt to changing environments and ability to work effectively autonomously or aspart of a team.

Excellent planning, attention to details, decision making and problem solving ability.



Remuneration

Fixed salary.

Page 16 of 22



Position Description – Regional Leasing Coordinator

The Regional Leasing Coordinator is a key position within QTAMA’s regional structure.

The role will be based within the region, working closely with other regional personnel, i.e. Regional Asset Manager, Regional Contracts Coordinator, Regional Facilities Coordinator and Regional Finance Coordinator.

The Regional Leasing Coordinator is responsible for maximising the occupancy of QTAMA’s assets within the region. This is to be achieved by working closely with the Manager Property Leasing and the Regional Asset Manager to ensure available spaces are identified and interested parties are secured to use QTAMA’s assets under lease, licence and hire arrangements.

The role is expected to contribute to QTAMA’s strategic priorities and regional operations.

The role reports directly to the Manager Property Leasing in QTAMA’s corporate office in Brisbane.


Under the direction of Manager Property Leasing:

Maintain a strategy for maximising the training and educational utility of each property in theregion.

Work closely with Manager Property Leasing to identify revenue and profit improvementopportunities.

Maintain regional information and a current assessment of long-term utilisation of assetswithin the region.

Secure users and maximise the occupancy of QTAMA’s regional assets.

Perform effectively against the financial and non-financial targets set in annual plans for theregion.

Develop and manage customer relationships within the region.

Develop and maintain an effective working relationship with all QTAMA stakeholders,regional officials and relevant external providers as required.

Participate in planning and control activities as required by the Manager Property Leasing.

Implement and maintain QTAMA’s occupation and utilisation records, assessmentmethodology and databases for the assets within the region.

Prepare management reports as required.

Effectively utilise property management systems including interfaces with other systems suchas facilities management and finance.

Ensure adherence to Work Health and Safety legislation and policies; promote a culture thatis focused on the safety and wellbeing of QTAMA’s employees, contractors and asset users.

Participate in the resolution of issues as they may arise.

Experience

Demonstrated track record of successfully letting properties within the region or in a similarrole.

Experience in a similar position in a commercially oriented organisation.

Relevant experience and knowledge of government processes.

Working knowledge of professional standards relating to the letting and sale of real estate.

Experience in running leasing campaigns.

Experience in managing the interface with real estate agents.

Page 17 of 22Queensland Training Assets Management Authority (QTAMA) ABN 70 290 057 791 www.qtama.qld.gov.au


Qualifications

A qualification in property management and/or valuation is desired.


Sound financial and commercial acumen.

Customer service and solutions focused.

Professional and highly organised, with well-developed skills in:

o report writing and presentation

o problem solving and analysis

o communication, negotiation and interpersonal relationships.

Experience with the education and training sector.

Proven track record of successfully managing the letting of geographically dispersedproperties.

A dynamic and driven individual who can demonstrate strong negotiation skills and the abilityto build and develop stakeholder relationships.


Remuneration

Fixed salary.

Page 18 of 22



Attachment 2: Expression of Interest (EOI) form

Page 19 of 22



Expression of Interest (EOI) form

Employment opportunities with Queensland Training Assets Management Authority (QTAMA) Reference: QTAMA_EOI_01_2014

Closing Date: 5pm, Friday 3 January 2015

Your information and contact details

Full name

Address

Telephone

Email

Professional/association memberships

Summary Provide a brief summary outlining your suitability for, and interest in a position with QTAMA.

Your current role

Role title

Location

Salary level What is your current substantive/acting salary level (e.g. AO6, etc.)?

Number of direct reports How many people report to you (if any)?

Responsibilities Detail what your role is, including listing your key responsibilities.

Achievements/highlights Describe what you achieved, and what you like/dislike about your role.

Page 20 of 22



Your work

Your skills List your skills and expertise.

Your work What would you like QTAMA to do to make your work safer, and more efficient? Explain how you manage daily challenges or competing priorities.

Transport Tell us how you get to and from work, and how you plan to move between sites.

Utilities What do you need to undertake your tasks, e.g mobile phone, computer?

Personal protective equipment (PPE)

What PPE do you use (or do you think you should use) to undertake your activities?

Working with others Please describe your approach to maintaining a positive working relationship with tenants.

Working with QTAMA

Role What role are you interested in applying for?

Location Where would you like to be located?

Employment arrangement What is your preferred method of employment with QTAMA?

Your interest Explain why you would like to join QTAMA and how your skillset suits the organisation.

Your ideas Express some of your ideas to change and improve your daily work, or the way in which facilities and assets are managed?

Your career What are your career aspirations?

Learning and development What learning and development should QTAMA consider?

Support What other support would you seek from QTAMA in undertaking your work?

Conflict of interest

Are you aware of any conflict of interest that QTAMA should be aware of in considering your employment?

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References (please list three)

Name

Contact details

Relationship at the time of employment

Name

Contact details


Name

Contact details


Other matters

Detail any matters that have not been covered in previous sections, and that you believe need to be taken into consideration when your EOI submission is considered.

Lodgement details

Completed form should be emailed to

[email protected]

No later than 5pm on Friday 3 January 2015. Hard copies or late applications will not be accepted.

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