POSITION DESCRIPTION
Position:
Division:
Location:
Reports to:
Date:
Parks Officer /Contracts Manager
Property and Infrastructure
Queenstown
Maintenance and Operations Manager
November 2015
BACKGROUND
The Queenstown Lakes District continues to be one of the fastest growing districts in New Zealand. It
has a relatively small number of resident ratepayers (approximately 22,000) and experiences high
visitor numbers throughout the year.
The Queenstown Lakes District Council has a significant role to play in delivering a high quality
experience to residents and visitors alike – ensuring the provision of good quality local
infrastructure, public services and regulatory functions at the least possible cost to households and
businesses.
QLDC has a 10-year plan for the period through to 2022 which sets out its goals and how it might
achieve them in an affordable manner. QLDC’s overarching outcome is the achievement of
sustainable growth management. Its other key outcomes include:
 An enabling forward-looking financial strategy that is sustainable in the long term;
 A balanced growth strategy that promotes employment and business opportunities and
supports a strong and diverse community;
 A resilient and participating community that celebrates success, has pride in the district and
its heritage and has thriving arts, cultural and sporting groups;
 Councillors and Council staff are respected for their approach, attitude, service delivery and
governance; and
 A natural built environment that makes Queenstown Lakes District a place of choice to live,
work and visit.
These outcomes and goals in turn inform QLDC’s activities and priorities.
QLDC comprises around 250 staff operating throughout the district.
PURPOSE
QLDC is currently looking for a Parks Officer/Contract Manager to manage the delivery of high
quality parks and reserves in the Queenstown-Lakes district.
The role will investigate and resolve issues, provide advice on technical matters to Council, residents
and community groups on all matters relating to Parks and Reserves maintenance and contracts.
KEY TASKS
Contract Management
 Day to day contract management of all parks and reserves related contracts
 Monitor the status of all contract deliverables for compliance with contract requirements
 Brief and make recommendation to management on parks and reserves issues
 Process contract claims
 Resolve issues regarding contractual performance and manage contract variations
 Undertake contract reviews and assist with procurement of new contracts as required
 Hold regular and productive contract meetings
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Set up and ensure completeness of contract files
Undertake regular contract auditing
Incorporate new assets into maintenance contracts (handover process)
Contract Risk Management (HSE, financial, reputation, environment)
General
 Maintain key networks with other parks/reserves providers, in order to identify opportunities for
collaboration and service improvement.
 Deal with customer enquiries promptly and fairly, liaising with staff and management as
required
 Be proactive in identifying opportunities and solutions for process improvement, and assist with
driving business process improvement
 Budget management (including forecasting)
 Build effective partnerships and relationships based on win/win principles with internal and
external parties and contactors
 Provide information and support to Senior Management and Elected Representatives on parks
and reserves matters as required
 Deliver high quality customer service at all times and encourage others to do likewise
OUTCOMES
 Ensure high quality parks and reserves assets
 Ensure contractors are delivering value for money and achieving KPI’s targets
 Contracts are compliant with specifications (proven through audit results)
 Contract outcomes delivered to budget and programme
 Building trust and confidence with internal and external stakeholders
 Risks are well understood, documented, managed and when necessary escalated
KEY RELATIONSHIPS
Internal:
 Maintenance & Operations Manager
 Parks Service Delivery Manager
 Parks and Reserves Planning Team
 Asset Planning Team
 Parks and Operations
 Project Management Team
External:
 Residents and Ratepayers
 The Maintenance Contractors
ACCOUNTABILITIES AND DELEGATIONS
Financial Authority
 CEO Sub-Delegations Category D
Staff Authority
 Direct Reports – 0
PERSON SPECIFICATION
Five or more years of progressive experience in a parks and reserves based role or other role
requiring industry experience.
 Knowledge of contract formation and administration activities.
 Proven ability to establish and maintain effective relationships with contractors and gain their
trust and respect.
 Must be able to prioritize and meet deadlines with minimal supervision and work outside of core
hours from time to time as required.
 Technical expertise in Microsoft Office.
 Proven practical experience with financial information systems.
 Well-developed people and communications skills and a strong customer ethos.
 Convey a professional and positive image.
 Tertiary qualification in a technical or business related discipline desirable (Diploma level or
higher).
COMPETENCIES
Core competencies for all employees of QLDC:
Customer focus
Is dedicated to meeting the expectations and requirements of
internal and external customers; Gets first hand customer
information and uses it for improvements in products and
services; Acts with customers in mind; establishes and
maintains effective relationships with customers and gains their
trust and respect.
Action Oriented
Enjoys working hard; is action oriented and full of energy for
the things he/she sees as challenging; not fearful of acting with
a minimum of planning; seizes more opportunities than others.
Drive for results
Can be counted on to exceed goals successfully; is constantly
and consistently one of the top performers; very bottom line
oriented; steadfastly pushes self and others for results.
Integrity & Trust
Is widely trusted; is seen as a direct, truthful individual; can
present the unvarnished truth in an appropriate and helpful
manner; keeps confidences; admits mistakes; doesn’t
misrepresent him/herself for personal gain.
Relationship Management &
Relates well to all kinds of people, up, down, sideways, inside
Teamworking
and outside of the organisation; Builds appropriate rapport
quickly; Builds constructive and effective relationships; Uses
diplomacy and tact; Can defuse high tension situations
comfortably.
Health & Safety
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Ensures compliance to all legal/statutory and company
requirements for Health and Safety
Adheres to all QLDC’s Health & Safety policies and
procedures
Is actively involved in QLDC’s health and safety systems
Wears relevant personal protective clothing and
equipment as and when required* Use only for roles
where PPE may be required
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Problem Solving
Timely Decision Making
Negotiating
Business Acumen
Reports any pain, discomfort or other health & safety
concerns as soon as possible
Ensures all accidents, incidents and hazards are
reported using QLDC’s Health & Safety reporting
procedures
Uses rigorous logic and methods to solve difficult problems;
probes all fruitful sources for answers; can see hidden
problems; is excellent at honest analysis; looks beyond the
obvious and doesn’t stop at the first answers.
Makes decisions in a timely manner, sometimes with
incomplete information under tight deadlines and pressure;
able to make a quick decision
Can negotiate skilfully in tough situations with both internal and
external groups; Can settle differences with minimum noise;
Can win concessions without damaging relationships; Can be
direct and forceful as well as diplomatic; Gains trust quickly of
other parties to the negotiations; Has a good sense of timing.
Knows how businesses work; knowledgeable in current and
possible future policies, practices, trends, technology, and
information affecting his/her business and organisation; knows
the competition; is aware of how strategies and tactics work in
the marketplace.