Title:Team Administrator, Operational Policy and Support

Title:Team Administrator, Operational Policy and Support

Group:Policy, Investment and Evidence

Reports to:Manager, Operational Policy and Support

Location:National Office, Wellington

OUR ORGANISATION

About us / The Ministry for Vulnerable Children, Oranga Tamariki is a new Ministry dedicated to supporting any child in New Zealand whose wellbeing is at significant risk of harm now, or in the future. We also work with young people who may have offended, or are likely to offend. Our belief is that in the right environment, with the right people surrounding and nurturing them, any child can, and should flourish.
Our vision / Our vision is: New Zealand values the wellbeing of tamariki above all else.
Our purpose / Our purpose is: To ensure that all tamariki are in loving whānau and communities where oranga tamariki can be realised.
The Oranga Tamariki way / We’re introducing a new way of doing things. A way of looking at the world that guides everything we do:

Our core outcomes / Our 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 Maori tamariki and rangatahi.

PURPOSE OF POSITION

The purpose of this role is to provide high quality and efficient secretarial support as well as personal assistance and administrative support to the Operational Policy and Support Manager and theirteam. The key focus of this role is to ensure the processes that support the team are highly efficient and organised.

KEY ACCOUNTABILITIES

Key Result area / Key Accountabilities
Management support / -Ensure a high level of support service is provided to the Manager Operational Policy and Support
-Arrange appointments and travel arrangements
-Maintain diaries for managers and staff, as required
-Bring urgent issues to the attention of the appropriate manager
-Maintain confidentiality of documentation and information as required and as appropriate
Secretariat support / -Provide secretariat and administrative services to groups and bodies as required including: co-ordinating meetings (scheduling meetings, organising resources, making travel arrangements, producing agendas, photocopying and delivering papers, attending meetings and taking minutes as required).
Team administrative support / -Provide administrative support services to Operational Policy Support team in a timely and accurate manner
-Provide back up to other administrative roles within the Policy team as required
-Set up and maintain effective electronic and paper filing systems and procedures, and develop new systems as required to ensure quick access to information
-Provide photocopying services, collation and distribution of papers as necessary
-Book venues for meetings, workshops and focus groups - arrange catering and necessary resources
-Arrange and update travel arrangements for staff if required and as appropriate
-Ensure that all office equipment is operational and all photocopiers, faxes and printers are supplied with sufficient stocks of paper and toner
-Ensure office supplies, equipment and stationery are purchased and available as required
-Undertake one-off projects, compile and process data for the project manager or project team where required.
Administration services systems and procedures / -Participate in the development and maintenance of administrative processes, including improvements of administrative support standards for systems and internal procedures within the Policy team
-Coordinate with and assist other administrative support staff such that best practice is shared and overload situations can be managed efficiently
-Operate all systems and procedures in such a manner as to meet Ministry requirements
Account / financial administrative support / -Provide financial/budgeting administrative support to Managers, where requested by manager
-Input requisitions into the Oranga Tamariki purchasing system (KEA) when required
-Prepare invoices for payment by the Manager, when required
-Ensure that receipts for personal expenses are accurately collated, recorded and submitted to the appropriate sources for reimbursement.
Wordprocessing and presentation production / -Provision of a high standard of documentation (to include word processing, production of spread sheets and presentation material) to support the efficient functioning of the team
-Respond to and compose letters and memoranda where required
-Assist with the production of ad hoc reports
-Format reports and other material in accordance with the Oranga Tamarikistyle guide as required
-Ensure that all documentation and correspondence meets business standards and complies with the Oranga Tamarikistyle guide
-Maintain confidentiality of documentation and information as required and as appropriate.
Facilities services / -Ensure the provision of a high quality service to visitors and staff
-Ensure all meeting and utility rooms are maintained and replenished weekly as required
-Co-ordinate despatch and collection of courier packages for their respective teams as required
-Deliver documents or packages to other areas of the Ministry as and when require.
Event, seminar and conference planning support / -Assist in the organisation, management and delivery of events, seminars and conferences, including finding venues, catering and travel/accommodation requirements.
Team and Individual Performance / -Participate in the development and operation of projects that include team members and others
-Contribute in a positive way to the team, with a ‘can-do’ attitude and working with others to assist them achieve their targets
-Identify personal needs and personal training/developmental needs.
Being part of the Oranga Tamariki team / -Actively and positively participate as a member of the team
-Proactively look for opportunities to improve Oranga Tamariki’s operations
-Perform any other duties as needed by Oranga Tamariki
-Comply with and support all health and safety policies, guidelines and initiatives
-Ensure all incidents, injuries and near misses are reported into our H&S reporting tool
-Comply with all legislative and regulatory requirements, and report any breaches as soon as they become known
-Adhere to all Oranga Tamariki’s procedures, policies, guidelines, and standards of integrity and conduct
-Commitment to the Treaty of Waitangi and respect and incorporate these into your work.

KEY RELATIONSHIPS

Internal / Manager, Operational Policy and Support
Operational Policy and support team members
Other administration staff within Policy, Investment and Evidence
All other Policy, Investment and Evidencestaff
Other Oranga Tamarikimanagers and staff.
External / Service providers
Suppliers and contractors
Other government agencies
Key stakeholders


QUALIFICATIONS & EXPERIENCE

Experience / -Experienced in providing administrative and secretarial services at a senior level
-Sound knowledge of general administrative functions and procedures
-Proven successful experience in maintaining and improving office systems
Skills / -Demonstrated ability and skills in design, layout and publishing of training materials
-Ability to show professional presentation at all times
-Ability to generate confidence when dealing with managers, officials and clients and young people
-Excellent keyboard skills and knowledge of desktop computer applications including Word, Excel, Power Point and email
-Skilled in general administration functions.
-Proactive problem solver who can work with and through people to achieve desired outcomes with a minimum of effort and drama
-Exceptional interpersonal skills to be able to engage effectively with young people – being approachable, supportive, empathetic and accessible.

POSITION COMPETENCIES

Competency / Description of success profile behaviour
Engaging others
Connect with people; to build trust and become a leader that people want to work and for. / -Connects with others (i.e. makes a personal connection with people, puts them at ease and shows an interest in them and their wellbeing).
-Listens (i.e. allows others space to speak, and shows a keen interest and understanding of others’ points of view).
-Displays a sensitivity towards Māori
-Displays a sensitivity towards Pacific Peoples and other cultures
-Reads people and situations (i.e. picks up on ‘what is not being said’ in situations).
-Communicates tactfully (i.e. conveys potentially sensitive messages in a diplomatic way).
Managing work priorities
Plan, prioritise, and organise work; to deliver on short and long-term objectives across the breadth of their role. / -Manage and deliver on work priorities (i.e. plan and organise yourself to deliver work commitments to required timeframes and quality standards)
Achieving ambitious goals
Demonstrate achievement drive, ambition, optimism and delivery focus; to make things happen and achieve ambitious outcomes. / -Committed and tenacious(i.e. takes ownership; is persistent in the face of obstacles; and shows a strong focus on achieving outcomes, rather than a narrower focus on following processes).
-Ambitious(i.e. sets and achieves specific and challenging goals; focuses on opportunities rather than constraints; and takes an expansive view of the outcomes they can achieve for their organisation and New Zealand.
Curious
Show curiosity, flexibility, and openness in analysing and integrating ideas, information, and differing perspectives; to make fit-for-purpose decisions. / -Thinks analytically and critically(i.e. gets to the heart of issues and uncovers underlying causes; and clearly describes their analytical process and the rationale for their decisions).
-Takes into account the impact of decisions on Māori tamariki and rangatahi, and Oranga Tamariki’s goals for diversity and inclusion;
-Displays curiosity(i.e. identifies a range of alternative options and encourages others to critique their ideas).
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-Mitigates analytical and decision-making biases(i.e. insightful about the strengths and weaknesses of their analysis and decision-making approach, so that they mitigate potential decision-making biases).
Honest and courageous
Deliver the hard messages, and makes unpopular decisions in a timely manner; to advance the longer-term best interests of Māori tamariki and rangatahiand New Zealand. / -Shows courage (i.e. makes the hard and unpopular decisions and takes the lead on controversial issues).
-Shows decisiveness (i.e. acts decisively when required, even when information is conflicting or incomplete).
-Leads with integrity (i.e. acts according to a clear set of ethical principles aligned with Public Service values; and challenges behaviour that does not meet ethical standards).
Resilient
Show composure, grit, and a sense of perspective when the going gets tough; to help others maintain optimism and focus. / -Displays resilience (i.e. bounces back after setbacks; maintains focus and optimism in challenging situations; and adopts habits which maintain personal balance and wellbeing).
-Demonstrates composure (i.e. displays a calm and composed approach and a sense of perspective in challenging situations).
Self-aware and agile
Leverage self-awareness to improve skills and adapt approach; to strengthen personal capability over time and optimise effectiveness with different situations and people. / -Encourages feedback on own performance (i.e. actively encourages feedback on their leadership approach and/or work style from a range of sources).
-Self-assesses (i.e. reflects self-critically to develop a strong awareness of their preferences, strengths and development needs).
-Adapts approach (i.e. adroitly adapts their approach to optimise their effectiveness with new and different situations and people).
-Shows commitment to development (i.e. sets challenging self-development objectives; takes action; and achieves gains on the areas targeted for development).

Position Description – Team Administrator, Service Design November 2017 1