Position description

Title:Corporate Administrator

Group:Organisational Support

Location:Tauranga

Reports to:Team Leader Corporate

Date:August 2012

Purpose of position

The purpose of the role is to provide proactive and collaborative administration services to regions and offices that are aligned to the needs of the organisation and represent best practice corporate services delivery.

Organisation profile

The NZ Transport Agency (NZTA) is a Crown entity set up to contribute to an affordable, integrated, safe, responsive and sustainable land transport system for New Zealand as set out in the Land Transport Management Act 2003.

Our three main functions are -

-Planning and investing in land transport networks

-Managing the state highway network

-Providing access to and use of the land transport system

In 2011-14, we will focus on five priorities as we progress towards the government’s long-term transport impacts:

-Plan for and deliver roads of national significance (RoNS)

-Improve the road safety system

-Improve the efficiency of freight movements

-Improve the effectiveness of public transport

-Improve customer service and reduce compliance costs

We employ approximately 1300 staff throughout New Zealand and are structured into six business groups. We encourage staff to work collaboratively across the organisation. We are committed to linking people together and drawing from the combined skills and knowledge held within the organisation, in order to develop innovative solutions and work more effectively with stakeholders.

NZTA purpose and behaviours

Our purpose – ‘creating transport solutions for a thriving New Zealand.’

Whatever your role is in the NZTA, we are creating transport solutions for a thriving New Zealand. It’s the same whether you work in planning and investing in land transport networks, providing the State highway, or managing access to and use of the land transport system.

We are solutions-oriented, focusing on the needs of our customers.

If New Zealand is to thrive, transport is vitalfor connected communities, and a growing economy.

Our behaviours

-Sign up – Commit to where we are going and put our heart into what we do. Get engaged every day.

-Team up – Enjoy the people we work with. Appreciate their talents. Use joined-up thinking to find solutions for our customers.

-Front up – Be courageous. Tackle the difficult issues. Know our own value and bring it to work with confidence and good judgement.

Business Group Background – Organisational Support

The Organisational Support Group, one of six business groups within the NZTA, comprises a cluster of five divisions with a purpose of “We sign-up, team-up and front-up to provide fit for purpose services to enable the NZTA to deliver”. The functional divisions in the group are:

  • Finance
  • Information Services
  • Legal Services
  • Corporate Support
  • Assurance and Risk

The Group’s key drivers and leadership messages are:

  • Developing our people – growing our people and building our culture
  • Partnering and customer service ethos – embedding a service culture and ethos
  • Transform and optimise – understanding the business and bringing the service culture, people and technology together to transform the way we do business.
  • Value for money – offering enhanced value for money.
  • Trusted business advice – adding real value to the business
  • Fit for purpose solutions – providing services that focus on the real value-add
  • Transparency and accountability – what we do is transparent, open and inclusive.

Key accountabilities

Customer service

  • Develops a customer service ethos for both internal and external customers that focuses on the provision of high quality, proactive and timely service, support and advice, which is aligned to the NZTA’s needs and strategies.
  • Delivers a range of customer services, as required, and participates in service development initiatives.
  • Works collaboratively with administration staff within NZTA to deliver services and develops constructive relationships to underpin this.
  • Takes the lead in the delivery of identified services and works with others to ensure consistency and/or local responsiveness occurs as requested.
  • Identifies and takes advantage of opportunities so that there is continuous improvement in business processes, and improved value is delivered to customers and stakeholders.

Facilities and Office Management

Assists with:

  • purchasing and management of office equipment, furniture and supplies including stationery and other consumables
  • Incoming/outgoing mail including couriers
  • maintenance and management of building and security facilities [e.g. access cards; parking; lighting; plumbing; air con; cleaning; etc]
  • management of common areas of the office e.g. meeting rooms, utility areas, sick bay, showers, lockers etc
  • management of common assets such as pool cars, photocopiers, etc
  • disseminating NZTA internal corporate information as required.
  • arranging whole office events or forums as required
  • business continuity consistent with the NZTA requirements and decisions
  • health and safety and emergency management practices and compliance consistent with National Office requirements and decisions (with managers and staff fully responsible for ensuring that premises and facilities are used in a safe and healthy manner).

Reception and Telephone

  • Staffs the Reception area, greeting all visitors and clients and answers enquiries or refers them on.
  • Responds to and/or deals effectively with all incoming telephone calls to the office. Uses discretion to divert calls to other managers or staff as appropriate.

Administration

Takes responsibility, works collaboratively and leads when required, in order to achieve service delivery standards around the following:

  • coding and preparation of accounts for payment
  • administering petty cash and banking
  • organizing the induction and exiting arrangements for staff
  • arranging travel and accommodation bookings for staff when required
  • filing of Corporate Support documents [electronic and paper based]
  • performing, other related duties as directed or required from time to time.

Business relationships

  • Effectively and politely deals with a wide range of people both internal and external to the NZTA.
  • Builds and maintains effective working relationships with other administration staff, senior managers and staff throughout the Agency to ensure the Unit is perceived as efficient, and approachable.

Word Processing

  • Provides efficient, effective and confidential word processing, Excel spread sheets and PowerPoint services as agreed by their Manager.

Team Contribution

  • Active participation in team processes including business planning, service development and regular team meetings
  • Demonstrates support for all the NZTA initiatives and organisational development activities, modelling expected behaviours to managers and other staff
  • Works in a manner that reflects a clear alignment with the values and expectations of the NZTA staff and works to understand and resolve issues that may be in conflict with these values and/or expectations
  • Actively supports an organisational culture based on high quality, innovation, responsiveness, excellent communication and continuous improvement.
  • Demonstrates initiative and energy for the role and initiates, after discussion with their manager, improvement activities which benefit the organisation.

Risk and issue management

  • Escalates any significant risks and issues to their manager in a timely way and looks for opportunities to promote the NZTA or Group
  • Oversees a comprehensive risk management approach to the way the business is managed on a day to day basis. Identifies threats to business and the NZTA so that risks can be managed, mitigated or minimised

Health and safety

  • Takes responsibility for own health and safety
  • Ensures own actions keep self and others safe
  • Identifies, reports and assists to eliminate hazards in their own workplace
  • Participates in local workplace safety management practices.
  • Supports workplace safety management practices and takes responsibility for the elimination of hazards.

Self development

  • Takes responsibility for own personal and skills development to ensure ongoing delivery of efficient and effective services
  • Continually develops own professional expertise.

Financial dimension

Not applicable

Committee /Steering Group / Team memberships

Area specific Corporate Support team meeting

Office related administrative support staff team meeting

Key relationships

Internal

  • Team Leader Corporate
  • Select from Regional Manager Corporate/Manager Corporate Support and Development/Manager Corporate Palmerston North
  • Corporate Support Division
  • Other Organisational Support staff
  • NZTA staff and managers

External

  • Stakeholders, Public
  • Consultants, Contractors and Suppliers

Person specification

Education and training

Proven experience in an administration role.

Expertise in use of the standard Microsoft office suite (Excel, Word, PowerPoint) is essential.

Above average numerical skills.

Knowledge and experience

  • The ability to multi-task, prioritise, work well under pressure and stay calm when dealing with matters of high priority and importance to ensure the demanding needs and challenges of a Manager are successfully met
  • Experience in working in situations demanding flexibility to adapt quickly to changing circumstances as the need arises
  • Proven discretion, tact and diplomacy in dealing with confidential, commercially sensitive and/or personal work related information
  • Possesses a strong achievement/delivery focus – sets high standards including accuracy and attention to detail, meets deadlines, demonstrates a high level of organisational and time management skills

Personal attributes

  • Actively demonstrates, promotes and models desired organisational behaviours and values
  • Displays strong interpersonal and verbal and written communication skills
  • Experience in building and fostering relationships
  • Displays a strong customer service ethos
  • Possesses a strong achievement/delivery focus – sets high standards including accuracy and attention to detail, meets deadlines etc
  • Promotes a high quality climate of innovation, collaboration, change and adaptation in own area
  • Actively looks for opportunities to improve services and support organisational change
  • Displays strong team skills, contributing to team success
  • Takes accountability for the responsibilities of the position and own actions.

Other

  • Regular travel within New Zealand may be required
  • Must hold a full, clean New Zealand Driver’s licence

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