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ABERDEEN CITY COUNCIL

JOB DESCRIPTION

All employees are required to carry out their duties and responsibilities in accordance with the Council's Safety Policy and all other Council policies and legislation relevant to the job.

***

All tasks will be performed ensuring accuracy and in accordance with the standards of behaviour and conduct set out in the Council's "Statement of Culture".

1. JOB DETAILS

Job Title: Performance, Audit and Risk Manager

Job Description No:

Service Group: Corporate Governance

Section: PM &QA

Grade (incl. SCP):

Job Profile:

 

Version Date: March 2010

2. JOB PURPOSE

As the Performance Management & Planning Manager you will enhance Aberdeen City Council's ability to continually improve and will utilise available resources to provide the highest standard of service delivery by focusing on citizen needs and robust internal processes. In this support role, you'll plan and deliver your work portfolio to realise service aims and objectives.

3. REPORTING RELATIONSHIPS

Chief Executive

Corporate Director

Head of Service

Performance, Audit and Risk Manager

See structure chart

4. KEY TASKS

4.1

Policy Design and Development - Focus policy development around the organisation and the customer to ensure that every aspect of your work portfolio is aligned to their needs.

4.2

Service Design and Delivery - Ensure that services are designed in order to support internal customers.

4.3

Monitoring and Evaluation - Monitor and evaluate your work portfolio in order to ensure the continuous improvement of service delivery.

4.4

Management of Service and Resources - Ensure high performance within your service and the efficient use of resources in the areas of HR, property, finance, ICT and facilities.

5. ACTIVITIES BY KEY TASK

5.1

Policy Design and Development - Focus policy development around the organisation and the customer to ensure that every aspect of your work portfolio is aligned to their needs.

5.1.1

Developing policies and procedures to ensure compliance with relevant legislation and preparing the Council for upcoming legislative developments.

5.1.2

Maintaining an awareness of European, national and local priorities and ensuring that these are reflected in policies and procedures where relevant.

5.1.3

Communicating and consulting with all stakeholders, including external partners, trade unions and other Council services.

5.1.4

Reporting to committees and ensuring that appropriate authorisation is obtained prior to implementation.

5.2

Service Design and Delivery - Ensure that services are designed in order to support internal customers.

5.2.1

Knowing who your customers are and understanding their values/needs.

5.2.2

Ensuring that teams are organised effectively in order to achieve the highest standard of service delivery.

5.2.3

Using a consultancy approach to support and advise customers in understanding, interpreting and using policies, procedures and systems.

5.2.4

Ensuring that professional best practice is reflected in all areas of your work portfolio and in particular that productivity is maximised in service delivery.

5.3

Monitoring and Evaluation - Monitor and evaluate your work portfolio in order to ensure the continuous improvement of service delivery.

5.3.1

Ensuring that Robust Evidence Mechanisms are in place to measure and monitor service delivery and that these are complied with.

5.3.2

Obtaining feedback from all stakeholders, including customers, external partners and other Council services and using this information to improve services and/or inform policy.

5.4 

Management of Service and Resources - Ensure high performance within your service and the efficient use of resources in the areas of HR, property, finance, ICT and facilities

5.4.1

Effectively managing performance by using people management techniques to ensure optimum staff performance.

5.4.2

Complying with Financial Regulations and Standing Orders and adhering to documents associated with Robust Evidence Mechanisms.

5.4.3

Contributing to the budget process where required as budget holder and/or authorised signatory. You'll also be responsible for ensuring that financial resources are sourced and used to achieve high quality, effective and efficient services and provide value for money.

5.4.4

Ensuring the joined up use of all resources across the Council and public sector in the city and wider region.

5.4.5

Being responsible for the application of and compliance with Council policies and procedures in all areas of managerial and statutory responsibility.

5.4.6

Promoting equalities, human rights, regeneration, health and safety and sustainability within all systems and areas of responsibility.

5.4.7

Being responsible and accountable for health and safety within your work portfolio and the wider organisation, and ensuring that your team are also aware of and meet their responsibilities.

5.4.8

Providing advice as appropriate throughout the organisation on issues affecting service delivery.

5.4.9

Ensuring effective communication methods exist within your own team and with other Council services.

5.4.10

Establishing and maintaining effective working relationships.

5.4.11

Managing risk within your areas of responsibility.

5.4.12

Being jointly responsible for/to all of your service, the Senior Management Team and cross service groups and encouraging joint working throughout the organisation.

5. ACTIVITIES BY KEY TASK

Work Portfolio

The above sections denote the generic responsibilities within your role. Your particular areas of responsibility and accountability are:

  • Corporate Performance Management System

  • Corporate and Service Business Planning

  • Single Outcome Agreement

  • Services Review

  • Quality assurance

  • Internal Audit

  • Risk Management

Areas of responsibility identified are subject to change as part of the ongoing review and performance improvement agenda of the Council.

Your key tasks in relation to your Work Portfolio are to:

  • Design, develop and maintain the strategic corporate performance management framework, working with Services to facilitate progress and provide support, including help and advice on the use of quality tools;

  • Design, develop and maintain corporate business planning model, working with Services to facilitate progress and provide support, including help and advice;

  • Lead on aspects of work relating to the Audit of Best Value & Community Planning and / or other external inspection arrangements (e.g. BV2);

  • Assist the community planning process by co-ordinating the North East of Scotland Performance Management Network; and attending, and providing regular reports to The Aberdeen City Alliance;

  • Lead on performance monitoring and reporting of the Single Outcome Agreement;

  • Provide corporate guidance on quality assurance systems including self-evaluation;

  • Ensure that corporate evaluation arrangements are effectively designed, implemented and maintained as required;

  • Work with Services to ensure that performance measurement data and information produced is regularly collated and updated into central records;

  • Ensure corporate adherence with the requirements of statutory performance indicators;

  • Monitor trends in service performance, identify areas which may benefit from closer examination and propose courses of action which may lead to service improvement;

  • Produce regular reports for Committees and senior management as appropriate;

  • Manage development and implementation of ICT tools to improve performance management;

  • Design and develop strategy and implement corporate arrangements for establishing customer feedback and building this into performance management and planning arrangements;

  • Design and develop strategy and implement corporate arrangements for the statutory duty of Public performance Reporting;

  • Provide advice to other Services in the formulation of Aberdeen City Council policy;

  • Act as Independent Challenger/Project Manager on specific Continuous Improvement Projects;

  • At a strategic level, plan, design and implement an overall risk management process for the organisation by developing operating models to identify and manage threats to the achievement of the Council's business objectives, its customers, reputation, assets and interests of stakeholders;

  • Contribute to business decision making by putting in place arrangements which assess and compare risk with reward;

  • Maintain the Corporate Risk Register;

  • Provide regular data to Committee, senior management and other stakeholders, as appropriate, so that elected members and senior management understand the most significant risks, Services are aware of risks relevant to their parts of the business and individuals understand their accountability for individual risks;

  • Provide regular reports to Committee and senior management on the Corporate Risk Register and the overall risk management process;

  • Monitor and review processes both corporately and across Services to ensure risk and compliance arrangements are in place;

  • Liaise with Internal and External Audit to ensure risks are appropriately built into audit work;

  • Provide support, education and training on risk management to colleagues at all levels.

  • Act as Contract Manager for externally provided Internal Audit Services;

  • Maintain a close liaison with the Internal Audit contractor;

  • Liaise with senior management and understand and represent the Council's interests in the identification, planning and conduct of internal audit;

  • Monitor the performance of the Internal Audit provider in accordance with the requirements of the contract;

  • Review and set performance targets for the Internal Audit provider as detailed in the contract;

  • Present the planned programme of audits and strategic plans for approval by the Committee;

  • Review and agree briefs for all internal audits, including audit days and resource to be allocated, as detailed in the contract;

  • Monitor and review the appropriateness of staff undertaking internal audits as required by the contract;

  • Mediate and adjudicate on points of difference between the Internal Audit contractor and audit sponsors as detailed in the contract;

  • Review and authorise for consideration by Committee the Annual Audit Plan including any appropriate amendments during the audit year;

  • Meet regularly with the Council's external auditors to discuss audits of common interest;

  • Develop and review adherence to the Council's policy on the Prevention and Detection of Fraud;

  • Manage and oversee investigations into the suspicion of financial irregularities or fraudulent action carried out in a thorough and prompt manner by appropriate qualified and experienced staff;

  • Review and report to senior management and Committee on the implementation by Services of audit recommendations;

  • Manage arrangements for the tendering and award of future contracts for Internal Audit Services;

  • Line manage officers responsible for performance management, audit and risk management;

  • Monitor performance of staff in the team;

  • Be responsible for directing the work of the team in line with corporate strategy and planning;

  • Be responsible for the completion of performance appraisal and personal development planning within the team;

  • Be responsible for the Recruitment and Selection and training of staff within the team;

  • Monitor recorded budget expenditure and checking of all invoices/ expenses submitted for payment;

  • Undertake annual and mid-year reviews of the budget.

The above is intended to provide a description of the KEY TASKS and ACTIVITIES of the job. Duties and responsibilities attached to jobs may change from time to time without changing the general character of the duties or the level of responsibility entailed.

7. EXPECTED BEHAVIOURS

Core Competencies

Level 1

Level 2

Level 3

Level 4

Working with Others

 

 

3

Acting with Integrity

 

 

3

Customer Focus

 

 

 

3

Achieving Results

 

 

3

Continuous Improvement

 

 

3

Being Accountable

 

 

3

Management Competencies

Level 1

Level 2

Level 3

Team Leadership

 

3

 

Developing Others

 

3

 

Empowering Others

 

3

 

Best Value Focus

 

3

8. HEAD OF SERVICE

Name:

Date:

Signature: