Core/Non-Core: Non-Core

Title: Administration Services

Core/Non-Core: Non-Core

Reports to: Manager Administration Services

Location: Regional Office

Delegations: Nil

The Ministry / The Ministry for Vulnerable Children, Oranga Tamariki (MVCOT) works to advance the wellbeing and positive long-term outcomes of children and young people. We support families and whānau to provide a safe, stable and loving home for their children. We protect children and young people who are not having their needs met at home and address the impact of any harm they have experienced. The Ministry prevents and responds to offending by young people and addresses the rights and interests of victims of offending. We support care-experienced young people to successfully transition to adulthood.
We develop strategic partnerships with others, particularly Iwi and Māori organisations, to help realise this vision. We ensure a common approach with our partners to understanding the return on investment from our activities.
The Ministry’s core outcomes are:
-  All children and young people are in loving families and communities where they can be safe, strong, connected, and able to flourish.
-  Improved outcomes for all children, especially Māori tamariki and rangatahi.
Our guiding principles / In everything we do, the wellbeing and best interests of children are paramount. The voices of children and young people underpin the design and operation of our services.We seek to strengthen the relationships between children and young people and their families, whānau, hapu and iwi, and we respect children’s sense of belonging and identity. We recognise the importance of whakapapa and whanaungatanga to the mana and wellbeing of tamariki Māori.
Purpose of role / The role of Administration Services – Regional Office is to work as a member of a multi-skilled team to provide a full range of business support services to the Region and Sites.
Key Accountabilities / Working closely with the National Accounting Centre MSD, the regional administration services team will be multi-skilled providing a range of high quality, efficient and effective service that will include:
Administrative Support
-  Co-ordinate, process and maintain all administration functions as they relate to:
Ø  Travel and accommodation for the Region.
Ø  Vehicle management for the Regional Office and reporting of FBT liability for all vehicles within the region.
Ø  Collating and reporting of assets at Site and Regional Offices to the Financial Analysts.
Ø  Co-ordinating and reporting of complaint statistics to the Regional Executive Manager.
Ø  Managing the maintenance and/or replacement of Regional Office equipment and property repairs.
Ø  Providing administrative support to Family Homes.
Ø  Ensuring all general and client enquiries received in person and by telephone, fax or e-mail are actioned appropriately and in a timely manner.
Finance
-  Process, prepare and support the smooth and efficient operation of financial systems and documents as they relate to:
Ø  The accounts payable process by ensuring that standards and compliance are met before accounts is submitted to NAC for payment.
Ø  Ensuring the effective management of the debt management system including the overpayment of board payments and recovery of cell phone debt.
Ø  Operating and monitoring alternative funding such as YSS, HCCF, HCN, and SAS and ensuring journals are actioned in a timely manner.
Ø  Implementing and supporting local initiatives that would enhance Child Support recovery.
Payroll
-  Entering leave data into the CHRIS payroll system and ensuring quality control standards are met through independent checking.
-  Entering credits and other allowances data into the CHRIS payroll system and ensuring quality control standards are met through independent checking.
-  Managing all payroll enquiries.
Human Resources
-  Assisting with health, safety and security compliance systems and training as appropriate.
-  Assisting with the monitoring of the Performance Development System.
POI Database Administration
-  Managing and maintaining POI databases and information framework.
-  Expertly managing the searching of documents and files in TRIM and CYRAS.
-  Maintaining TRIM data documentation.
-  Filtering information via the database for reporting.
-  Preparing files for reading – CYRAS and paper files.
-  Entering data and information into the database.
Administration and Secretarial Support
-  Providing secretarial or other administrative support services.
-  Managing all aspects of file and archive movements and storage.
-  Collating papers for meetings, preparing and circulating agendas and taking minutes.
-  Maintaining confidentiality of documentation and information as required.
-  Updating all procedures within desk files.
-  Photocopying of files to assist with legal requirements and research.
-  Assisting as may be required, with the preparation of client files for release under the Privacy and Official Information Acts.
-  Monitoring requests from sites and recall in a timely manner.
-  Following up on outstanding requested files.
-  Ensuring active files are copied and returned to sites promptly.
-  Escalating appropriately if requests for files are not being responded to in a timely manner.
-  Any other function as directed by the line manager.
Correspondence
-  Collecting and collating timesheets for all staff including casuals, and preparing timesheet schedules for payroll processing at National Office in a timely and accurate manner.
-  Processing accurate reconciliation of leave records including TOIL.
-  Ensuring that premises health, safety and security compliance systems and training are in place.
-  Maintaining and updating the Hazard Register in line with the Department’s Health & Safety policies and procedures.
Liaison and Relationship Management
-  Liaising with, and maintaining effective relationships with key Information Services, Archives and Legal Services staff.
-  Responding to client enquiries where possible in the absence of the Manager Administration Services or relevant team members.
Appointee Specification / Knowledge and Experience
-  Knowledge and understanding of, and experience in financial and/or administration in a public and/or state sector environment.
-  Knowledge of the applicable legislation; Public Finance Act, Health & Safety and State Sector Act, as well as experience in working with public service department policies, systems and processes.
-  Demonstrated excellence in the provision of customer focussed financial, administrative and corporate advice, and services to managers and staff.
-  Experience in the development and implementation of financial and administration systems and standard operating procedures.
-  Demonstrated ability to work in collaborative peer and other, stakeholder relationships.
Skills and behaviours
The incumbent needs to demonstrate:
-  A high level of competence in the use of the Microsoft Office suite, particularly Microsoft Word, Outlook, Excel and PowerPoint. Competent data entry skills.
-  Well-developed written and verbal communication skills and effective interpersonal skills.
-  Excellent attention to detail.
-  Calm professional demeanour, with the ability to maintain performance under stress.
-  Effective organisation, planning and time management skills.
-  The ability to manage sensitive and confidential information in an appropriate manner.
-  Professional presentation at all times.
-  Build and maintain rapport with others based on their own integrity and honesty, has the ability to collaborate with others, across the spectrum of Ministry functions, to achieve mutually agreed goals.
-  Work to resolve problems, conflicts or differences by finding areas of agreement that benefit the organisation and individuals.
-  Commitment towards positive outcomes for children, young people and their families.
-  Sensitivity towards Māori, Pacific people and other cultures.

Essential Competencies

Competencies / Descriptors /
1.  Client Focus
The desire and willingness to understand and meet or exceed client expectations. Clients are those groups or individuals, internal or external, who use MVCOT’s services. / ·  Delivers superior service to clients.
·  Understands, empathises with, and identifies the needs, concerns and priorities of clients and ensures that services are delivered to take account of these.
·  Takes professional responsibility for correcting client service problems and/or “championing” client issues.
·  Corrects problems promptly, without getting defensive.
·  Attempts to give added value to the client.
·  Actively supports the interests of the client by making choices and setting priorities to meet their needs.
2.  Planning and Organisation
The ability to identify objectives and develop effective action plans to achieve them. This may include using sound personal organisation disciplines, a methodical and systematic approach towards planning workloads and using project management skills. / ·  Manages resources so that priority tasks are achieved.
·  Reviews and adjusts priorities as circumstances change.
·  Communicates what needs to be done to all who need to be involved.
·  Sets realistic timetables and monitors progress against targets.
·  Introduces straightforward systems and monitors their use.
3.  Information Gathering
The ability to collect and manage information relevant to an issue through a variety of methods. This includes research, networking with others, observation, computer databases and sharing knowledge and information with others. / ·  Identifies and locates appropriate sources of information for routine situations.
·  Finds out the key facts from people involved in situations.
·  Gathers pertinent information from external sources.
·  Uses readily available information, or consults others who can get it.
4.  Communication
The ability to clearly convey thoughts and ideas effectively. This may include listening, interpreting, formulating and delivering: verbal, non-verbal, written, and/or electronic messages. / ·  Communicates clearly, concisely, confidently, courteously, calmly and tactfully.
·  Listens and understands.
·  Shares information in an open and honest way.
·  Demonstrates basic written and oral skills, including telephone skills and ability to use email.
·  Takes clear and accurate messages.
·  Records/inputs information accurately and collates information appropriately.
·  Produces accurate basic letters, following a standard formal.
5.  Technical Skills and Knowledge
Demonstrates specialist or technical knowledge and skills within one’s functional area (e.g. Administration, Finance etc.). / ·  Uses technical knowledge appropriately.
·  Possesses the technical skills and knowledge required to effectively deal with more complex or unusual tasks or problems.
·  Independently performs most work activities.
·  Provides informed advice.
·  Keeps up to date with current issues and trends.
6.  Results Oriented
The ability to take personal responsibility for the delivery of results. This includes delivering required results consistently and successfully, exhibiting appropriate initiative and persistence, and focusing on work that is of high quality. / ·  Is clear about own objectives.
·  Achieves planned results on time and to agreed standard.
·  Understands and accepts responsibility for own performance goals and productivity.
·  Deals with both difficult tasks and routine aspects of job; does not procrastinate.
7.  Relationship Management
The ability to interact with and develop effective working relationships with a wide range of people of different types and in different situations. / ·  Builds good rapport with people at all levels.
·  Actively seeks opportunities to contribute to positive outcomes for clients, stakeholders, staff and colleagues.
·  Approaches issues or disagreements with the objective of reaching win/win solutions.
·  Develops relationship with the intent of achieving effective delivery or relevant services.
8.  Teamwork
The ability and willingness to work with others co-operatively and productively in order to achieve group objectives. This may include informal work groups, advisory groups or committees and project teams. / ·  Contributes positively by actively sharing information and listening and accepting other’s points of view.
·  Shares the workload with others and contributes by being prepared and completing assigned tasks.
·  Maintains a positive outlook and shows flexibility to new approaches and ideas.
·  Is willing to learn from others at all levels.
·  Promotes team co-operation.

Desirable Competencies

Competencies / Descriptors
1.  Change Orientation
The ability to think about a situation, issue or process in new or varying ways and to generate new ideas. This includes the willingness to seek out and implement better ways of doing things and to embrace change. / ·  Is open to new and better ways to do things.
·  Is positive about changes that may lead to improvements.
·  Keeps one’s emotions under control when facing a situation that requires adaptability.
·  Is prepared to take responsibility for implementing ideas for improvement within one’s own work area.
·  Readily contributes new ideas.
2.  Problem Solving and Judgement
The ability to apply an objective, logical reasoning process to a problem or work situation in order to develop a conclusion or recommendation. / ·  Sees the relationship between components of a problem or situation; recognises cause and effect relationships (“If this, then that” thinking).
·  Produces practical, workable solutions.
·  Knows when to refer upwards, with appropriate recommendations.
3.  Cultural Responsiveness
The ability and desire to show cultural sensitivity, awareness and understanding of diversity. This includes reinforcing culturally sensitive behaviour, being responsive to Maori and other cultural groups, effectively relating to clients from diverse cultural backgrounds, fostering a culturally safe working environment for staff. / ·  Knows how to address issues that impact on clients, employees, stakeholders and communities from different cultural backgrounds.
·  Provides services to clients with sensitivity, understanding, and respect for the client’s culture.
·  Works in ways that enhance consultative relationships with different cultural groups and acts on opportunities to engage with them.
· 
4.  Integrity
The ability to maintain, confidences and trust, and to act in an honest, ethical and professional manner. / ·  Takes action based on a clearly stated set of values, even if such action might disadvantage oneself.
·  Does not lie to cover up disadvantageous facts.
·  Challenges or confronts abuse of power.
5.  Self-Development
The ability and desire to take ownership of one’s development and to proactively pursue opportunities to learn and develop. / ·  Learning is focused on current role, but also on career development.
·  Designs a personal action plan to address own issues constructively and understand the most appropriate learning style for self.
·  Uses a range of sources to develop own knowledge and skills.
·  Seeks feedback from others with the intent of self-improvement.
Health and Safety / It is the Ministry’s policy to act positively in creating and maintaining a safe and healthy working environment and to comply with health and safety measures required by law. This includes providing necessary information, training and supervision for all employees.
Personal Commitments / Demonstrated evidence of ability to commit to the following principles:
-  MVCOT’s vision, mission and goals
-  Treaty of Waitangi
-  Working with clients and colleagues in a culturally sensitive and appropriate manner
-  Equal employment opportunities.
Key internal relationships / -  Site Support staff
-  Social Work Supervisors
-  Social Workers
-  Social Work Resource Assistants
-  MVCOT staff.
Key external relationships / -  Public, State sector and other organisations
-  Service Providers and suppliers
-  General Public.

Position Description – Administration Services 8