Position Title:Operations Assistant

Reports to:Operations Manager – Marlborough

Direct reports:N/A

General

Seasonal Solutions is a grower based Cooperative providing temporary and permanent seasonal workers to the horticulture and viticulture industry in New Zealand. This labour comes from Kiwi job seekers, backpackers and workers under the Governments Recognised Seasonal Employment (RSE) scheme. The Cooperative commenced in 2004 in Central Otago and has been operating in the Marlborough region since 2006. In 2014 the company commenced operations in Canterbury. In Marlborough, Seasonal Solutions currently has 10 members and 3 members in Canterbury.

The Operations Assistant reports to the Operations Manager.

Purpose

This role supports the Operations Manager to ensure that the arrival and departure of RSE workers is completed accurately and in a timely manner, takes a lead in Health and Safety administration and supervision of the New Zealand Seasonal Work Scheme, day to day management of advocate team, vehicle fleet management and shareholder labour supply needs through New Zealand and working holiday recruitment. A wide range of general administrative tasks are included in the role.

DUTIES:

  • Administration:
  • Liaison with SSCO Management and Administration team.
  • Ensure all documentation and inductions for seasonal staff is completed accurately and within set time frames including but not limited to employment contracts, SSCO and member H&S inductions, health insurance, IRD, driver agreements, loan/deductions, passports and visas.
  • Coordinates seasonal worker inductions and banking on arrival and departure.
  • Coordination of driver assessments and training for seasonal workers.
  • Maintains accurate records of all MSD engagement including meetings/phone calls/emails of all positions listed number/date/shareholder.
  • Advocate Supervision:
  • Supervise a team of advocates providing pastoral care to RSE workers and New Zealand seasonal work scheme.
  • Ensure that all documentation required is completed in a timely and accurate manner.
  • Supportadvocates dealing with difficult situations involving seasonal staff including but not limited to disciplinary action, health/medical issues, banking, police/courts, housing, driving and vehicles.
  • Ensure that advocates are properly trained and supported to fulfil their roles
  • Health and Safety
  • Gather, record and report Health and Safety documentation including accident/incident reports, hazards and emergencies
  • Liaise with supervisors and shareholders as appropriate to ensure records are made available in a timely manner
  • Monitor absences from work and identify causes
  • Liaise with SSCO Health and Safety Coordinator to ensure standards are set/maintained
  • Represent the Marlborough Region on the SSCO Health and Safety Committee (via Skype or in person)
  • Conduct H&S audits and investigations when required
  • New Zealand Seasonal Work Scheme
  • Liaise with WINZ and MSD to recruit suitable workers under the NZ Seasonal Work Scheme (NZ SWS), place jobseekers in appropriate positions and ensure that vacancies are listed with WINZ
  • Liaise with shareholders to identify suitable job opportunities for workers under the NZ SWS
  • Organise travel and accommodation as appropriate for workers under the scheme coming to Marlborough
  • Supervise the pastoral care of workers under the NZ SWS
  • Prepare a quarterly report covering placement of job seekers, outcomes of NZ SWS and positions listed and an annual report (June) for Immigration New Zealand.
  • Relationship Management:
  • Maintain and enhance key relationships with –
  • Members and supervisors
  • Other Seasonal Solutions staff including Managers, payroll and administrative team and SSCO Labour coordinator
  • MSD personnel from Work & Income
  • SSCO suppliers and contractors including vehicle servicing, accommodation providers, medical insurance.
  • Other:
  • Ensure timely and accurate completion of timesheets, travel and expenses claims
  • Attend and participate in meetings with RSE workers when requested
  • Assist with worker arrivals and departures as requested – this may involve working late in the evening or early morning
  • Ensure that the cooperative maintains a positive profile locally and nationally
  • Some travel within the region and elsewhere in New Zealand will be required periodically
  • Occasional deputising for the Operations Manager
  • Any other reasonable duties
  • Skills/Qualifications

Strong people and communication skills, knowledge of IT and attention to detail are essential. Problem solving ability and flexibility are required and an ability to work with Government agencies is needed. A knowledge of Health and Safety legislation and practice would be useful, but training will be given. Must be able to deal with a wide variety of cultures, backgrounds and languages. Team player essential.