Business Operations Advisor

Tēnei tūranga – About the role

The Business Operations Support role is a team member responsible for providing business support across a wide range of business as usual and continuous improvement activities undertaken by the Business Systems and Operations team. They are the go-to person for the wider Building System Delivery & Assurance team, particularly in relation to training and support on ICT systems and tools.

Ngā herenga – Requirements of the role

Personal specifications

• Solid experience working within a business support function.
• Strong ICT skills and understanding; confident learning new systems quickly and with ease.
• Good organisational skills, with proven ability manage a varied workload, prioritise effectively and meet deadlines.
• Sets and maintains high standards and is consistent in producing high quality work
• Proven ability to build and maintain positive and professional relationships with colleagues and stakeholders at various levels.
• Ability to communicate information clearly, both verbally and in writing, in a manner and style appropriate to the intended audience.
• Proactive approach, with the ability to both show initiative and ask for support when appropriate.
• Demonstrates sound judgement and discretion.
• Strong awareness of privacy and information management principles and good practice.
• Keen to learn and grow; happy to receive and act on constructive feedback.
• Must have the legal right to live and work in New Zealand.

Takohanga tuhinga o mua – Key accountabilities and deliverables

Delivers quality results which contribute to the Ministry’s outcomes

• Provides business support for a wide variety of work undertaken across the Business Systems and Operations team, including business as usual tasks and continuous improvement initiatives; provides back-up to colleagues during periods of leave.
• First point of contact for general business support queries from the wider Building System Delivery & Assurance team; provides support or directs people appropriately.
• Provides day-to-day support for team members using ICT systems and tactical tools (ie. MS Office and Teams); keeps abreast of new technology opportunities and proactively introduces and promotes these to the team.
• Organises, co-ordinates and delivers team events, meetings, training sessions, presentations etc.
• Takes ownership and accountability of small-scale projects, including identifying opportunities, developing recommendations, implementing agreed actions, driving progress and overcoming challenges, managing stakeholders and timeframes, and monitoring and reporting.
• Supports the implementation of Building System Delivery & Assurance’s new ICT system (and other system changes); system superuser, team trainer and go-to person for queries/issues, working collaboratively with the project team and system users.
• Contributes to team planning and development of work programmes, including identifying and sharing opportunities for innovation and improvement.
• Creates, improves and maintains business artefacts and collateral ie. templates, processes, intranet content.
• Organises and delivers induction of new team members in liaison with people leaders.
• Schedules, monitors and reports on Building System Delivery & Assurance business activities.
• Initiates and implements continuous business improvements in collaboration with colleagues.

Customer focus

• Delivers a targeted service to internal and external stakeholders.
• Works to a high standard and always looks for ways to do things better.
• Identifies the needs or expectations of customers.
• Treats internal customers with the same courtesies they would extend to external customers.
• Works hard to meet customer deadlines.
• Always looks to improve service.
• Maintains professionalism.

Action orientated

• Takes responsibility for own work, recognises opportunities and acts with a minimum of direction.
• Self-starter.
• Seeks input if required.
• Recognises and acts on opportunities.

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 Operations Advisor position reports into the Manager, Business Systems and Operations within the Building and Tenancy branch. The branch sits within the Te Whakatairanga Service Delivery 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