Manager (Volunteer Systems)

[What the role is] Assists Deputy Director (VPD) and Assistant Director (VS) in driving the Division's work to provide a seamless digital journey for PA volunteers. Support in the planning, development, administration and maintenance of volunteer-related systems aligned to the Division's efforts on volunteer management, including recruitment, development, engagement, recognition, retention, renewal and exit management of grassroots and community volunteers. Manages system governance including automated account management and annual access rights reviews. Works with the CDDs, CDC Offices, GCDOs, COs and other PA Divisions to achieve PA’s desired volunteer outcomes through strategic digital transformation initiatives.

[What you will be working on]

Strategic Planning

• Assist to drive Division's work on supporting PA to provide a seamless digital journey to PA volunteers across all touchpoints and platforms

• Support and be involved in strategic planning initiatives for volunteer-related systems guided by the principles of Planning, Development, Administration and Maintenance of Volunteer-based systems

• Establish and maintain governance frameworks and standards for volunteer management digital platforms

• Provide strategic oversight for the Division's digital transformation efforts in volunteer management

Development of Systems/Solutions

• Support and be involved in discussions on potential new systems/tools to support PA and VM Division’s efforts and address the needs in volunteer management, engagement and development

• Assist to plan and drive the development of systems/solutions, e.g. GRL@PA for grassroots volunteers and Community Portal Application for community volunteers, dashboards

• Work with stakeholders, including InfoComm Technology Division (ICT) and PA units, on the project specifications/business requirements, needs analysis and funding/project approvals to address volunteer management requirements and stay close to needs of volunteers

• Assist in coordinating with stakeholders, including ICT, vendors appointed and users (e.g. PA staff and grassroots volunteers), on meetings, discussions and activities (e.g. focus group discussions)

• Stay current with evolving IT trends and recommend their use to enhance/support existing systems and processes

• Tap on IT tools/solutions, e.g. RPA, to help VM Division enhance its processes

System Management

• Utilise secured and governance-regulated central platforms to automate removal and disablement of accounts for government systems

• Facilitate and coordinate annual account and access rights reviews to ensure appropriate access controls

• Implement and monitor governance frameworks for system administration and user management

Maintenance of Systems/Solutions

• Work with ICT and vendors to manage/maintain systems/solutions

• Manage and track service requests to modify functions/processes and monitor progress with ICT, vendors

• Provide regular updates and reports from ICT, vendors, etc. to system owners

• Ensure system performance monitoring and proactive scheduling of maintenance messaging

Support to Data Analysis and Processes Beyond Systems

• Drive use of data that can help/support VM Division and other PA users in recommending strategies/policies, streamlining operations or enhancing users’ experience

• Generate reports from the systems to support VM Division’s data analysis

• Provides system performance and user engagement data to support continuous improvement analysis

Administrative Support

• Provide administrative support, e.g. collation of submissions, prepare notes of meeting and reports for management, procurement, etc.

• Assist to handle/manage public/volunteer enquiries on volunteer management related matters

• Maintain documentation for systems and processes

[What we are looking for]

Minimum - Two years of administrative work experience

Desired - Three years of administrative work experience, including field experience and project management, preferably in IT systems, AI tools and dashboard development