Manager Business Systems
Schedule II- Position Description
Position title:
Manager Business Systems
Responsible to:
Group Manager Shared Services
Position location:
Wellington
The College:
The Royal New Zealand College of General Practitioners works to improve
the health of all New Zealanders through high quality general practice care.
The College is a professional membership organisation which works to
strengthen the professionalism and practice of its members. The College
provides education, assessment, quality and support services for general
practitioners and rural hospital medicine; and represents its members by
providing advice and expertise to government and within the wider health
sector.
Purpose of the position:
The purpose of the role is to drive efficiency and effectiveness through all the
processes and systems the College provides for both internal and external
stakeholders.
Key Relationships
This position works across all business units within the College.
Internal:

Group Manager Shared Services

Database Administrator/ Data Analyst

IT Support Administrator

Other Business System users
External:

All systems and technology suppliers to the College

General practice staff across New Zealand
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Key Results Areas
1.
Information and Communications Technology Systems (ICT)
The Manager Business Systems is responsible for managing the delivery of services that ensure that the
performance of all information and communications technology systems within the College is cost effective
and efficient.
Key Responsibilities

Ensure databases and computer programmes are maintained and perform optimally

Ensure users obtain and learn the skills required to understand and gain maximum benefit from the
College systems

Escalate issues for higher level support as appropriate, and monitor issues through to satisfactory
resolution

Create and maintain policies for business systems usage, purchasing, operation and any other required
aspects within the College

Plan and seek approval for annual capital expenditure on College business systems
2.
Business and Technical Requirements Analysis
The Manager Business Systems is responsible for providing Business Analysis services to work with internal
and external stakeholders to accurately define the requirements for College business systems.
Key Tasks

Information gathering, analysis and documentation of business requirements using appropriate,
effective and efficient methods

Defining and documenting non-functional requirements for College business systems

Analyse process and systems across the College, identifying areas of opportunity to increase efficiency
and effectiveness and reduce costs

Working with Business Units to prioritise business requirements in line with the College’s strategy

Provide for functional and non-functional systems testing to ensure they meet user needs

Document business processes and procedures

Business process issues resolutions
3.
Business Change Management
The Manager Business Systems is responsible for providing for business process improvement and change
management services across all the groups within the College
Key Responsibilities

Implement and manage a portfolio of Business and Technology Change Management projects

Work with Business Unit staff and management to understand and communicate priority, risk, benefit,
effort, stability and organisational impact of business and technology change initiatives

Define business and technology projects to improve performance and provide recommendations to the
relevant Group Managers or approval
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
Source and manage contract Project Managers and Change Managers to:
o
Meet the demands of the College, at any given point in time, who will plan project activity
using the College PRINCE2 derived methodology and techniques.
o
Manage the technical roll-out and implementation of all processes and systems improvements
and modifications throughout the College and ensure deadlines are met
o
Communicate project progress to Project Boards and key stakeholders

Drive projects to completion

Support and advise on good practice application of the College’s project management method
4.
People Management and Performance
The Manager Business Systems is responsible for the recruitment, development and retention of a high
performing team of staff, contractors and suppliers necessary to deliver on the Shared Services Business
Systems objectives.
Key Responsibilities

Ensure staff, contractors and suppliers, of the required competence and capability, are sourced and
inducted

Implement the College’s recruitment, reward and retention, and development policies for line managed
staff

Ensure the College meets its statutory, legal and good employer obligations

Implement and maintain the College’s performance management system

Takes responsibility for the performance and delivery of the work to be completed by the staff,
contractors and suppliers working within Business Systems
5.
Health and Safety
The Manager Business Systems is responsible for the health and safety of their staff, contractors and self.
Key Tasks

Ensure that their own actions keep themself and their staff and contractors safe

Ensure that all hazards in the workplace are identified, reported and controlled

Ensure all staff members and contractors are aware of the Health and Safety requirements of their role

Provide staff and contractors with appropriate information, training and supervision
Actively encourages and supports local workplace safety management practices
6.
Other
The Manager Business Systems is responsible for undertaking other tasks that contribute to the general
smooth running of the College as a whole.
The Position Description may be changed by the employer from time to time after discussion with the
employee. In addition to the responsibilities set out in the Position Description, the employee shall carry out all
reasonable work-related requests made by the employer.
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Competency Summary
Results Orientation
Interpersonal Relationships
Individual Potential
Analysis and Decision Making
Building Relationships
Commitment to Excellence
Undertakes thorough analysis
through accurately defining
problem or identifying outcome;
gathers all relevant information
and applies sound, analytical
techniques in order to develop a
course of action taking into
account factual information and/or
logical assumptions, resources,
potential risks and opportunities;
makes sound decisions.
Builds, maintains and uses
effective working relationships,
internal and external to the
organisation, to facilitate the
successful achievement of
projects, assignments and goals.
Sets high personal and
professional standards for self
and others; assumes
responsibility and accountability
for the successful completion of
projects, assignments or tasks.
Consistently gives careful
attention to all the detailed
aspects of a role, shows high
concern for accuracy
Customer/Stakeholder Focus
Change Leadership
Initiative/Innovation
Focuses attention on meeting the
needs of customers and
stakeholders (internal and
external) ensuring their
satisfaction.
Promotes and implements change
to move the organisation towards
the desired future state.
Takes action to achieve goals
beyond what is necessarily called
for; generates innovative and
practical ideas to meet needs;
recognises and seizes
opportunities to improve on own
and the organisation’s
performance.
Information Management
Communication
Learning
Sets up and manages information
systems to enable the efficient and
effective use of information.
Expresses
and
conveys
information effectively to other
people. This includes speaking,
writing and listening. This covers
formal and informal situations.
Acquires,
understands
and
applies
new
job-related
information knowledge and skills
in a timely manner. Able to learn
from experiences and other
people and apply in practice.
Planning and Organising
Developing Organisational
Talent
Personal Effectiveness
Plans and manages activities and
projects for self and others;
organises tasks to make best use
of time and resources, and focuses
attention on key objectives.
Creates an environment
conducive to building the overall
talent pool for the wider
organisation; provides timely
feedback, guidance, mentoring
and development opportunities to
enable others to effectively
develop their people and reach
their agreed goals.
Maintains effective performance
when under pressure, (such as
time pressure, shifting/conflicting
priorities or job ambiguity) when
facing opposition from others or
in ambiguous environments; acts
professionally at all time.
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Results Orientation
Interpersonal Relationships
Individual Potential
Gaining Commitment
Uses appropriate interpersonal
styles and communication
methods to gain acceptance of an
idea, plan or process; effectively
influences others over whom one
has no positional authority ( peers,
colleagues, those external to the
organisation); adapts one’s own
behaviour to accommodate
circumstances and individuals
involved
Leadership
Uses appropriate methods and a
flexible interpersonal style to help
build a cohesive team; facilitates
the team’s contribution to the
organisation’s vision, values and
outcomes through the
achievement of team objectives;
takes the organisation’s vision,
values and outcomes into account
when making decisions and plans.
Professional/Technical Skills and Knowledge
Applies the breadth of knowledge and understanding in position-related area achieved through study and/or
experience.
Prerequisites

Demonstrated management experience

Experience in managing supplier relationships

Able to achieve results through people

Strong analytical skills

Experience in business process modelling

Experience with requirements elicitation and documentation

Experienced with P3M3 portfolio management approach, PRINCE2 project management methodology
or other recognised

Experience with managing IT Platforms and technology

Superior communication skills

Strong team player

Understands the College’s obligations to, and government’s policy on, the Treaty of Waitangi and
applies this knowledge in decision-making
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Desirable

A relevant tertiary qualification
Confirmation of Position Description
Full name of employee:
Signature:
Date:
Signed on behalf of the RNZCGP by:
Signature:
Date:
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