Job Profile

  1. Position Detail

  1. Current Job Title
/ Shared Services Executive /
  1. Job Grade

  1. Proposed Job Title

  1. Job Code

  1. Department
/ Shared Services
  1. Date Reviewed
/ April 2017
  1. Location
/ Head Office: Eco Park, Centurion
  1. Employment Status
/ 5-year Contract
Purpose Statement
To lead, direct and control Shared Services including HR, Communications, Research, Policy and Advocacy functions, in order to support and enable FPB to achieve its divisional and organisational strategic objectives.
Position In The Organisation

  1. 2nd Line Manager
  2. (2ndLevel)
  1. 1ST Line Manager
  2. (1stLevel)

  1. Position
  1. Subordinate
  2. (1st Level)
  1. Subordinate
  2. (2nd Level)

Subordinate Positions
Please provide job titles of subordinates and total number of employees per job title (organogram can be inserted)
  • 16

  1. Position Description

Main Outputs and Responsibilities for This Position – (Please provide a short description under each heading/output) / Time spent
  1. Leadership and Strategic planning
  2. Co-ordinate strategic planning processes for the organisation
  3. Develop divisional plan
  4. Ensure that resources are allocated to strategy including staff, financial and system resources
  5. Ensure that risks relating to strategy are managed
  6. Facilitate empowerment and support to staff within the division and throughout the organisation
  7. Ensure all FPB processes and procedures are adhered to
  8. Develop operational policies, processes and procedures
  9. Develop divisional policies for HR, Communications and Research, Policy and Advocacy (RPA)
  10. Ensure divisional compliance to all FPB policies, processes and procedures
  11. Provide strategic direction to HR, Communications and RPA
  12. Define targets and measures for the HR, Communications and RPA divisions
  13. Member of EXCO
  14. Member of Risk Committee
  15. Responsible for HR/ REMCO which meets on a quarterly basis
  16. Attends Council meetings on invitation.
  17. Attends Audit committee meetings on invitation
  18. Member of the Incident response committee Member of the the FPB Negotiating Team with the Union
/ 30%
  1. Operational planning
  2. Ensure compliance to FPB policies and procedures with regard to leave, budget, training and development, document management
  3. Ensure proper organisational record keeping through Shared Services unit
  4. Ensure effective administrative systems and document management systems are in place
  5. Ensure effective processing of documents
  6. Monitor leave management
  7. Attend monthly MANCO meetings
unit / 20%
  1. Financial management
  2. Develop and, once approved manage Shared Services budget
  3. Ensure that the financial resources are utilised in line with approved programs
  4. Provide input into 3 year budget
  5. Provide input into annual budget
  6. Provide input into all reporting divisional budgets including HR, Communications and RPA
  7. Monitor annual and 3 year budgets for all reporting divisions
  8. Seek approval on all budget deviations
  9. Prevent fruitless, wasteful and irregular expenditure within reporting divisions
  10. Request deviation approvals when necessary
/ 20%
  1. Risk management
  2. Ensure that divisional risks are identified, assessed and managed
  3. Ensure that adequate plans have been developed to deal with divisional audit findings
  4. Ensure that divisional business continuity plans are in place
  5. Ensure that succession planning takes place
/ 10%
  1. Audit Management
  • Ensure divisional response to audit queries (internal and external) within agreed timeframes
  • Monitor resolution of audit findings affecting the division; ensuring these are done within agreed timeframes.
/ 10%
  1. Reporting
  2. Compile and submit organisational quarterly and annual report
  3. Compile, submit and present divisional operational reports for on a monthly, quarterly and annual basis
  4. Compile, submit and present divisional budget reports on a monthly, quarterly and annual basis
  5. Compile, submit and present risk management reports for reporting divisions on a quarterly basis
  6. Oversee the Compilation, submission and presentation of the Organisational Equity plans and reports on a quarterly and annual basis
  7. Oversee the compilation and implementation of organisational skills plans and reports
/ 10%
TOTAL / 100 %
  1. Job Evaluation Criteria

A) Knowledge and Skills
Formal Education /
  • A relevant post graduate degree in Health Sciences, Humanities, Social Sciences and/or Public Administration

Technical/
Legal Certification /
  • n/a

Experience /
  • A minimum of 8 years managerial experience – of which 5 years should be at a senior management level.
  • Experience areas to include:
Providing vision and strategic leadership to a Support Services Division.
Contributing to the strategic decision making and planning processes of an organisation.
Communications function, including keeping consumers and the genral public informed about the mandate and activities of an organisation.
Human Resources, including capacity and capability building initiatives.
Development of support service policies.
Compliance with relevant legislative and regulatory frameworks,
Research, Policy and Advocacy functions of an organisation.
  1. Competencies

Competencies
Knowledge / Skills / Attitudes
Public sector governance / Leadership / Approachable
Change management / Strategic decision making / Professional
FPB legislations / Communication / Diplomacy
Information technology / Project management / Work under pressure
Staff management / Reporting / Deadline driven
Budget control / Negotiation / Assertiveness
Risk management / Analysis / Persuasion
  1. Other Special Requirements

  • n/a

B) Decision making
What are the most regular and complex challenges in the job?
  • Ensuring that the organisation communicates the correct message to the public
  • That staff are a priority, but not at the cost of the organisation.
Please name the resources utilised by the jobholder to solve problems or make decisions, e.g. the internet, manuals, policies, procedures, external resources, etc.
  • Computer
  • Internet
  • Telephone
  • Laptop
  • 3G
  • Cell phone
Please provide the typical planning cycle of the job – macro as well as micro planning, e.g. macro – 3 – 5 years and micro – 1 year. Also provide examples to elaborate on the answer.
  • Macro – 3-5 year strategic plan
  • Micro – annual plan
How long will it normally take before the impact of the judgement calls made by the jobholder will be felt in the business?
  • Immediate staff and communication issues
What type of practices, procedures, policies, systems or outputs does the jobholder influence or change in his/her role as a Professional/Technical consultant or specialist – operational, tactical or strategic? Please apply the 60/40 rule and provide examples to elaborate on the answer.
  • Strategic – 60%
  • Tactical – 40%

C) Accountability
What type of decisions can the jobholder take within his/her area of accountability and what type of decisions will typically be referred to the direct manager for sign off?
Jobholder accountability
  • Financial decisions up to R150,000
  • Any divisional decisions within approved annual plan
Referral to Line Manager for approval
  • Any changes to organisational policy

D) Communication
Please provide examples on the context, range and complexity of subject matters being communicated by the jobholder as well as the context, format and process of communication used to reach the target audience. Please refer to both verbal and written communication.
  • Verbal – telephonic, meetings, presentations, advice to management
  • Written – reports, budget, performance agreements, stakeholder communications, submissions, annual plans

Executive Manager Strategic Support Services