Title:Administration Support – Residential and High Needs Services

Group:

Reports to:Team Leader Service Support

Location:National Office, Wellington

Delegated Authority:Nil

Staff Responsibility: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 bestinterests 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 Residential and High Needs Services group provides residential and group home facilities and a range of programmes and services for children and young people with high and complex needs. Our residential facilities are among the most modern internationally, and provide an environment where we can meet the security and rehabilitation needs of our most challenging young people. We also provide care services through our group home facilities and offer a continuum of programmes and services for children and young people with high and complex needs. The role of Administration Support is to provide the day to day administrative support to Residential and High Needs Services Group in National Office.
The role reports to the Team Leader Support Services in National Office.
Key accountabilities / Administration Support – Residential and High Needs Services will provide a range of high quality, efficient and effective services that may include the following:
Administrative support
-Provide word processing of draft correspondence, reports and confidential work.
-Co-ordinate, process and maintain all administration functions including vehicle, travel and meetings requirements, word processing, stationery and printing and record keeping in accordance with Departmental policies and practices.
-Minute taking and secretarial duties if required
Communications
-Operate and ensure on-going maintenance and upkeep of all communication equipment and systems, including photocopiers, facsimiles, TRIM, mail, filing and contact lists.
Finance
-Manage the smooth and efficient operation of grievance panel claims, staff expense claims and supplier invoices.
Human resources
-Initiate recruitment processes if/when required
-Provide payroll support including timesheet management, data entry and follow up if required
Reception
-Ensure all general and client enquiries received in person and by telephone, fax or e-mail are actioned appropriately and in a timely manner.
-Maintain the reception area including stocks of pamphlets etc.
-Maintain staff locator board.
Support work
-Provide personal assistant support to the Manager Operational Support and National Clinical Manager as required, including diary management
-Provide administrative cover as and when required, eg: TLSS, EA, etc.
-Provide efficient and professional support to the Care and Protection Resource Panel including the taking of minutes, inputting outcomes, scheduling meetings and preparing payments.
Other
-Any other duties as and when required.
Specific skills and experience / Technical/professional knowledge and experience
-Knowledge and understanding of, and experience in financial and/or administration in a public and/or state sector environment.
-Demonstrated excellence in the provision of customer focussed financial, administrative and corporate advice and services to managers and staff.
-Demonstrated ability to work in collaborative peer and other stakeholder relationships
-High level competence in the use of the Microsoft Office suite, particularly Microsoft Word, Outlook, Excel and PowerPoint.
Attributes/success factors
-The incumbent needs to demonstrate:
-Shows initiative and drive while having an eye for detail.
-Well-developed written and verbal communication skills and effective interpersonal skills.
-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.
-Builds and maintains rapport with others based on their own integrity and honesty, has the ability to collaborate with others, across the spectrum of departmental functions.
-Works to resolve problems, conflicts or difference by finding areas of agreement that benefit the organisation and individuals.
-Commitment towards positive outcomes for Children, Young People and their Families.
-Sensitivity towards Maori, Pacific Peoples and other cultures.
Other requirements
-Holds current drivers licence and is prepared to drive the Ministry’s vehicles if required.
Key internal partners / -Team Leader Support Services
-Manager Operational Support
-General Manager, Residential and High Needs Services
-Executive Assistant to the General Manager
-National Clinical Manager, Residential and High Needs Services
-Residence Managers
-Residence Team Leader Support Services and their staff
-Other MVCOT business units
Key external partners / -Public, State sector and other organisations
-Service providers and suppliers
-General Public

Position Description – Administration Support – Residential and High Needs Services 1