Facilities Supervisor

Facilities Supervisor, Accommodation

Position Purpose:
This role supervises the day-to-day and long-term facilities

maintenance within Massey Halls.

Including organising and coordinating contractors and the materials

required for maintenance repairs and small projects. ‘Hands on’ duties

will be required from time to time to deal with basic maintenance

issues and supporting the wider accommodation team.

This role will assist in the improvement and, or development of

scheduled maintenance strategies with goals to reduce reactive

maintenance and improving the facilities to ensure that it is fit for

purpose for students whilst ensuring that the Health, Safety and

Wellbeing environment is in alignment with Massey University and best

practice, and that accommodation services comply with the Education

(Pastoral Care of Tertiary and International Learners) Code of Practice

202I, Te Tiriti o Waitangi, and any legal, tenancy requirements.

Department: Accommodation Services

Location: Palmerston North

Reports to: Facilities Manager Accommodation

Responsible for: Maintenance Assistant (where necessary)

Delegations: D

Job Title: Supervisor - Facilities

Key relationships: Internal External
Accommodation Team Wellington Prospective Students and Families
Facilities Team Property Management Companies
Operations Team Body Corporate and Landlord
Health & Safety Team Hall suppliers and contractors
Emergency Management Team Industry Bodies and Associations
Student Experience Team
Residents
Professional Staff and Contractors
across the University

Massey University: We are a world-leading university in many academic disciplines and fields
of research. Our point of difference is research that is connected to
community and industry. Our researchers are developing expertise and
skills to advance human knowledge and understanding. Working together
across disciplines and locations, we solve national and global problems

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through fundamental, applied and interdisciplinary research, while
culturally and artistically enriching our world.

We are deeply committed to being a Te Tiriti-led university, demonstrating
authentic leadership in contemporary Aotearoa New Zealand as we uphold
Te Tiriti o Waitangi, the founding document of our nation, and its principles
through our practice. We embrace this not just as an obligation but as a
real opportunity for the nation and its people.

Our educators are preparing a new generation of global leaders. Our
students are diverse and are attracted to Massey because they want to
achieve their personal goals or make their mark in the world. They
experience world-class learning that recognises their intellectual and
cultural strengths, expands their horizons and prepares them to contribute
to a rapidly transforming world with skills, critical and creative thinking and
leadership.

We will be renowned for our passion and caring attitude. All Massey
campuses will be innovation ecosystems, acting as magnets for smart
enterprises. Wherever we are, we will operate in partnerships founded on
respect, trust and mutual benefit. Massey is not only defined by what we
do, but by how we do it.

About this area The Office of Student Experience (OSE) guides and supports our tauira
through their Massey Experience. This is achieved by ensuring: students
are enabled to achieve; students are engaged with the University and
students are empowered to participate in their community and to grow
their whole self. As a team we take a strengths-based approach to our
work and are committed to a culture of continuous improvement.

The Accommodation Service is part of the wider Student Wellbeing team.
The university considers living within our halls, apartments, and studio’s
to be an important part of a student’s experience. By creating a positive
living environment that supports students as they transition into
university life, offering them the opportunity to be part of a friendly
community, enabling them to focus and be successful in their studies.

Massey core capabilities

At Massey we are Tiriti-led, upholding Te Tiriti o Waitangi principles through our practice, we:

• Demonstrate awareness of Te Tiriti o Waitangi and its contribution to Aotearoa New Zealand

society.

• Understand the relevance of Te Tiriti o Waitangi in relation to the work of the University and the

people we serve.

• Embracing Te Reo in relevant and practical ways in our workplace interactions and engagement

with external stakeholders, giving expression to Tikanga Māori and protocols that demonstrates
that we respect and value Māori conventions in appropriate settings.

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At Massey we work together with mutual respect and caring. we:

• Act with integrity and trustworthiness and give credit to others for the work they do.
• Work cooperatively and inter-dependently to foster and promote the One University approach.
• Share knowledge and communicate professionally with courtesy and mutual respect.
• Are ethical in all transactions, working within the parameters of our policies and procedures.
• Are direct, truthful and maintain confidentiality.
• Seek to understand and appreciate our differences.
• Keep ourselves and others safe; work together to embrace with the University's health, safety

and wellbeing policies, procedures and programmes; display commitment by actively supporting
all safety and wellbeing initiatives: and by actively engaging in health and safety improvement
opportunities.

At Massey we are future-focused, results- oriented and strive for excellence. we:

• Take ownership and responsibility for delivering results to support achievement of University

objectives.

• Provide the best quality services to our customers (internal and external) ensuring our students/

stakeholders are at the heart of everything we do.

• Deliver or support world-class research, teaching and learning and citizenship.
• Take personal responsibility for our performance, take pride in doing our job well, and commit

to ongoing personal and professional development.

• Are motivated and create a positive working environment where our values are reinforced.
• Anticipate and respond with agility and resilience to the changing needs of the University and

the communities we serve.

• Seek ways to improve our services to deliver in an efficient and effective way.
• Embrace technology and apply this innovatively to better meet the needs of those we serve.
• Challenge ourselves to reach our potential and help bring out the best in others.
• Understand how what we do contributes to the objectives of the University.

Accountabilities

Maintenance • Provide maintenance and supervise housekeeping contractor services to

and ensure all facilities within Massey Halls remain in good order, organising works

Housekeeping as required.

• Perform maintenance and cleaning inspections.
• Assist in scheduled resident room inspections to ensure that they are

maintained to the appropriate standard.

• Ensure that all maintenance requests from residents are attended to in a

prompt and courteous manner, with a focus on completing the work and

rectifications in house, where qualified to do so.

• Recording all current statuses of all resident maintenance requests using the

Star Rez maintenance management system.

• Coordinate, prioritise job queue requests and the coordination of stages,

trades and contractors

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• Conduct and record regular asset and facilities assessments.

• Conduct and record regular inspections of all the services which the residents

use.

• Monitor the stock of tools, materials and equipment.

• Assist accommodation management to identify process efficiencies or

productivity improvements.

• Assist accommodation management in projects as and when required

• Work with wider accommodation team, management and commercial

landlords to develop and action end of year cleaning maintenance plan across

the various locations.

• Ensure resident departure and pre-arrival inspections are completed in a

timely manner.

• Assist accommodation management with long term maintenance planning and

Asset

facilities condition inspections.
Management

Contractor and • Supervise the delivery of service contracts and supply of goods, ensuring they

Supplier meet contract requirements.

Management • Assist with scope of works and contract documents as part of contract
tendering.

• Monitor performance of suppliers and service providers.

• Assist in the development of maintenance and housekeeping standards.

• Assist with liaison on facilities matters with commercial landlords and other

University departments.

Risk and Safety • Oversee all health and safety requirements for Massey Halls and any minor
works being completed.

• Assist with the safety management plans for Massey Halls and review the

plans on an ongoing basis.

• Demonstrate a practical understanding of the Health and Safety at Work Act

2015.

• Ensure all suppliers and contractors are fully inducted and sign in and out of

facilities using the contractor and visitor management system.

• Ensure all damaged property and equipment is reported and any unsafe

equipment is stored safely or taken for repair.

• Ensure a commitment to recycling and sustainable practices.

• Ensure understanding and adherence to the Code of Practice for the Pastoral

Care of International Students and the Code of Practice for Tertiary Education

Accommodation.

• Assist in emergency and civil defence procedures as required.

Frontline • From time to time assist with the reception customer services administration

Service and tasks, which include:

Administration • Provide a professional, welcoming, and responsive reception service, by
telephone, in person or through digital channels.

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• Responding to resident requests for services, taking appropriate action,

documenting where appropriate and following request to resolution within

agreed timeframes.

• Responding promptly with accurate information to email and phone enquiries.

• Produce basic reports as requested by accommodation management.

Additional • The role will require occasional flexibility in working hours to accommodate

Requirements emergency or crisis situations, or, at times, to be able to provide services at

times convenient for students.

Qualifications and Experience
Trade certificate or qualification essential, or demonstrated equivalent

Qualifications:
working experience

At least five years’ relevant experience and high-level skills in a relevant
Experience:

role including:

• A diverse range of experience in building, carpentry, and/or

general facilities and/or household maintenance and repairs

• Proven experience in communication, customer service and

relationship management.

• A current New Zealand driver’s licence for the purpose of:
• Driving a University vehicle/van around campus to

undertake the required maintenance and repair jobs

• Moving and storing furniture, tools, cleaning items etc

In addition, the ideal candidate should have:

• Experience working in a tertiary/ accommodation environment or

working with young people

Capabilities - Behaviour

Communication • Develops a clear, complete understanding of needs and problems through

Essential careful listening, probing, reflecting, and summarising.

• Leads discussions in a respectful manner, that are sincere and

professional.

• Strong interpersonal skills including the ability to communicate with and

work with a diverse group of student residents

• Delivers clear written and oral communications, responds to questions

and concerns in a timely manner using the appropriate style and method.

• Willing to ask for help or support when needed

Working together • Establishes and maintains productive working relationships

Essential • Contributes as an active and positive member of the team.

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• Establishes and maintains trust, confidence, and appropriate

confidentiality with students and other stakeholders

• Proactively identifies and addresses potential issues with students and

other stakeholders.

• Works to resolves conflict and other obstacles to team performance.

Continuous • Implements new systems, procedures and tools efficiently when changes

Transformation occur in the work environment

Essential • Works with agility, adjusting current working processes or adopting new
approaches in response to changes in the organisation environment

• Seeks challenging opportunities or assignments to grow and develop one's

own knowledge, skills and abilities

• Uses digital tools to innovate programme, processes, systems or services

• Communicates and analyses assumptions about a particular issue with

colleagues to gain new perspectives or more effective solutions

Delivering Results • Maintains focus on critical work and expectations, with good

Essential organisational and time management skills.

• Able to track and complete agreed work in planned timeframes

• Takes responsibility for escalating issues that impact on planned work and

outcomes

• Supports self during change by remaining flexible, focusing on the

positives, and proactively seeking out opportunities to get involved

• Uses initiative to identify problems and resolution alternatives.

Other • Have a high level of personal integrity and honesty

• Be reliable and conscientious in their performance of all duties

Essential

• Understanding of privacy, and personal boundaries when working with

student residents

• Value diversity

• A desire to continuously improve and learn

• Be able to make informed decisions under pressure, and to remain calm in

emergency situations

Capabilities - Technical

Planning and • Undertake work with high level of accuracy

Contract • Describes consequences of errors within own function
Management • Understands financial implications of deceisons
Essential • Productively balances speed and accuracy

• Evaluates and makes contributions to best practices
  

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Problem Solving • Uses varying problem-solving approaches and techniques as appropriate.

• Develops alternative resolutions / successful resolutions to critical or

Essential

wide-impact problems.

• Contributes to standard practices for problem-solving approaches, tools,

and processes.

• Ensures capture of lessons to be learned from a problem-solving.
• Offers suggestions for performance or process improvement in own unit.

Digital Skills • Demonstrates intermediate levels of knowledge and experience in the use
of Microsoft Office software

Essential

• Uses preferences and other tools to customise computer software /

hardware appropriate for function

• Basic experience in the use of SharePoint, can coach others in the use

SharePoint and Teams

• Identifies and resolves common software and usage problems

Priority Setting • Describes team or unit priorities and how they relate to roles.

• Demonstrates an expectation that there will be ongoing shifts in demands

Essential

and priorities.

• Clarifies and handles multiple concurrent and diverse activities.

• Addresses potential conflicts that impact current delivery commitments.

• Works with or leads others to re-prioritise work and reschedule

commitments as necessary.

• Responds to shifting priorities while maintaining progress of regularly

scheduled work.

Pre-employment checks

Essential • Requirement to pass a Criminal and Traffic Convictions (Security) Check
performed by the Ministry of Justice.

• A safety check in accordance with the Vulnerable Children Act 2014 and the
Vulnerable Children (Requirements for Safety Checks of Children’s Workers)
Regulations 2015 is required. Part of this process includes a requirement to
pass the police vetting part of the safety check.

• Requirement to hold a valid driver’s licence

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