Business Coordinator

Tēnei tūranga – About the role

The Associate Deputy Secretary Immigration (ADSI) branch supports the Deputy Secretary Immigration to lead Immigration New Zealand into the future. It manages key strategic partnerships related to global immigration system, our authorizing environment and our commitments under Te Tiriti o Waitangi.

The Business Coordinator works closely with teams across the branch and provides administrative and coordination support to the ADSI leadership team and wider branch, including reporting for internal and external audiences.

The Business Coordinator is a member of the Business Support team. The team provides administrative and business advisory support to the ADSI leadership team and wider branch across five key areas:

• International Engagement.
• Privacy, Complaints and Resolutions.
• Specialist Engagement.
• Māori Partnerships and Capability.
• Director Public Information.

The Business Support team provides support to the Office of the Deputy Secretary and Future Services branches as need arises.

Ngā herenga – Requirements of the role

Personal specifications

• Solid administrative and coordination experience.
• The ability to quickly establish and build strong and trusted working relationships.
• Proven ability to support multiple teams.
• The ability to multi-task, meet deadlines and prioritise in response to changes in priorities.
• A high degree of attention to detail.
• A can-do, positive and proactive customer-focused attitude.
• Intermediate skills in Microsoft Office, including Visio, Word, Excel and PowerPoint.
• Ability to maintain a high degree of confidentiality and manage sensitive information.
• Strong written and verbal communication skills, including the ability to synthesise written content.
• Must be a New Zealand citizen or hold a permanent resident visa.
• Police vetting required.

Takohanga tuhinga o mua – Key accountabilities and deliverables

Associate Deputy Secretary Immigration coordination activity

• Assist with the co-ordination of setting up of regular meetings for internal and external attendees.
• Assist staff with equipment requests and administrative functions for onboarding and offboarding staff across the branch.
• Provide support to members of the ADSI leadership team, including email and diary management.
• Assist with project-related work as required.
• General administrative duties, including arranging meetings, travel and logistics; and taking meeting minutes, following up action points and holding and maintaining action registers.
• Identifying opportunities for best practice and continuous improvement of administrative systems and processes.
• Ad hoc tasks, where required, in support of the branch.
• Back up support services to the Offshore Coordinator role.

Ministerial servicing

• Assist with ministerial servicing, including the coordination and processing of responses to Official Information Act requests, parliamentary questions, and correspondence.
• Assist with ensuring the quality and timeliness of papers, including proof-reading and collation.

Team responsibilities

• Provide administrative and coordination support to ADSI.
• Responds to stakeholder queries and feedback, as and when required.
• Schedules regular team meetings for planning, tasking and prioritisation.
• Work with other team members to generate and identify customer insights to analyse what changes or improvements are required to improve customer experience.

Self-management

• Takes responsibility for own behaviour and is open to development.
• Models positive behaviours.
• Models the desired values and culture of the organisation.
• Willingly shares knowledge and expertise within the branch and with others in the organisation.
• Acts with honesty and integrity.
• Welcomes feedback and is receptive to input from others.

Wellbeing, health and safety

• Displays commitment through actively supporting all safety and wellbeing initiatives.
• Ensures own and others' safety at all times.
• Complies with relevant safety and wellbeing policies, procedures, safe systems of work and event reporting.
• Reports all incidents/accidents, including near misses in a timely fashion.
• Is involved in health and safety through participation and consultation.

Tō tūranga i roto i te Manatū – Your place in the Ministry

The Business Coordinator position reports into the Business Support Manager in ADSI. The branch sits within the Immigration New Zealand group.

More information about MBIE’s structure

To mātou aronga – What we do for Aotearoa New Zealand

Hīkina Whakatutuki is the te reo Māori name for the Ministry of Business, Innovation and Employment. Hīkina means to uplift. Whakatutuki means to move forward, to make successful. Our name speaks to our purpose – Grow New Zealand for All.

To Grow New Zealand for All, we put people at the heart of our mahi (work). Based on the principles of Te Tiriti o Waitangi / The Treaty of Waitangi, we are committed to upholding authentic partnerships with Māori.

• As agile public service leaders, we use our breadth and experience to navigate the ever-changing world.
• We are service providers, policy makers, investors and regulators. We engage with diverse communities, businesses and regions. Our work touches on the daily lives of New Zealanders.
• We grow opportunities (Puāwai), guard and protect (Kaihāpai) and innovate and navigate towards a better future (Auaha).

Ngā matatau – Our competencies

Cultivates innovation We create new and better ways for the organisation to be successful by challenging the status quo generating new and creative ideas and translating them into workable solutions.

Nimble learning We are curious and actively learn through experimentation when tackling new problems by learning as we go when facing new situations and challenges.

Customer focus We build strong customer relationships and deliver customer-centric solutions by listening and gaining insights into the needs of the communities we serve and actively seeking and responding to feedback.

Decision quality We make quality and timely decisions that shape the future for our communities and keep the organisation moving forward by relying on an appropriate mix of analysis, wisdom, experience, and judgement to make valid and reliable decisions.

Action oriented We step up, taking on new opportunities and tough challenges with purpose, urgency and discipline by taking responsibility, ownership and action on challenges, and being accountable for the results.

Collaborates We connect, working together to build partnerships with our communities, working collaboratively to meet shared objectives by gaining trust and support of others; actively seeking the views, experiences, and opinions of others and by working co-operatively with others across MBIE, the public sector and external stakeholder groups.

Te Tiriti o Waitangi

As an agency of the public service, MBIE has a responsibility to contribute to the Crown meeting its obligations under Te Tiriti o Waitangi (Te Tiriti).

Meeting our commitment to Te Tiriti will contribute towards us realising the overall aims of Te Ara Amiorangi – Our Path, Our Direction, and achieve the outcome of Growing New Zealand for All.

The principles of Te Tiriti – including partnership, good faith, and active protection – are at the core of our work.

MBIE is committed to delivering on our obligations as a Treaty partner with authenticity and integrity and to enable Māori interests. We are committed to ensuring that MBIE is well placed to meet our obligations under the Public Service Act 2020 (Te Ao Tūmatanui) to support the Crown in strengthening the Māori/Crown Relationship under the Treaty and to build MBIE’s capability, capacity and cultural intelligence to deliver this.

Mahi i roto i te Ratonga Tūmatanui – Working in the public service

Ka mahitahi mātou o te ratonga tūmatanui kia hei painga mō ngā tāngata o Aotearoa i āianei, ā, hei ngā rā ki tua hoki. He kawenga tino whaitake tā mātou hei tautoko i te Karauna i runga i āna hononga ki a ngāi Māori i raro i te Tiriti o Waitangi. Ka tautoko mātou i te kāwanatanga manapori. Ka whakakotahingia mātou e te wairua whakarato ki ō mātou hapori, ā, e arahina ana mātou e ngā mātāpono me ngā tikanga matua o te ratonga tūmatanui i roto i ā mātou mahi.

In the public service we work collectively to make a meaningful difference for New Zealanders now and in the future. We have an important role in supporting the Crown in its relationships with Māori under the Treaty of Waitangi. We support democratic government. We are unified by a spirit of service to our communities and guided by the core principles and values of the public service in our work.

What does it mean to work in Aotearoa New Zealand’s Public Service?(external link) — Te Kawa Mataaho The Public Service Commission