Senior Business Operations Advisor

Tēnei tūranga – About the role

The Senior Business Operations Advisor leads and delivers a range of business initiatives and engagement that supports effective delivery of the Building System Delivery & Assurance team’s regulatory and service delivery functions, and applies their robust and broad business knowledge across a range of areas to ensure that the team follows best business practice, meets all compliance requirements and continuously improves.

This role is also responsible for leading the business planning process for the Building System Delivery & Assurance team and developing and maintaining performance indicators and other metrics to monitor, measure and report on the team’s progress and performance. They have a thorough understanding of the team’s information systems, enabling effective collation of data from various sources, and analysing relevant data to derive insights and present these in accessible ways to inform effective decision-making. 

The role is also responsible for leading and delivering a range of business initiatives representing the Building System Delivery & Assurance team and in collaboration with the wider Building and Tenancy (B&T) branch and Te Whakatairanga Service Delivery (TWSD) group, and/or MBIE’s building system. 

Ngā herenga – Requirements of the role

Personal specifications

• Proven knowledge and experience working across a range of business advisory and improvement functions within an operational environment.
• Solid experience and understanding of business planning processes.
• Good knowledge of systems and tools for business performance reporting and data analysis and the understand detailed business performance information. 
• Ability to design effective data visualisations, presenting information in a clear, accessible manner.
• Ability to develop effective performance measurement approaches.
• Ability to analyse data, derive insights, and communicate these effectively to others. 
• Experience in and understanding of public sector performance measures and accountability frameworks.
• Effective user of ICT tools and confident learning new systems. 
• Demonstrated ability to effectively lead initiatives; taking ownership, generating buy-in and working collaboratively.
• Proven ability to think strategically, develop frameworks and manage organisational systems and processes based on the quality management system framework and MBIE policy.
• Ability to quickly assimilate new information or areas of work and come to an understanding of unfamiliar and complex issues.
• Ability to organise and prioritise workloads effectively to deliver high quality results within deadlines.
• Excellent influencing, interpersonal and communication (oral and written) skills. 
• Displays personal leadership, takes responsibility and produces a high standard of work.
• Experience working effectively in a changing business environment: championing change, solving issues constructively and demonstrating flexibility. 
• Demonstrated ability to identify different approaches to managing risks and issues and develop appropriate ways forward.
• Sound judgement, especially around risk management, privacy and information management.
• Proven ability to proactively identify key stakeholders, and to build and maintain effective relationships with stakeholders at various levels.
• Excellent relationship management skills, with the proven ability to quickly develop trust and credibility with a range of stakeholders at all levels of the organisation. 
• High integrity and able to handle sensitive and confidential information and issues.
• Well-organised and structured thinking.
• Good project planning and management skills; the proven ability to take leadership and ownership of pieces of work, from conception through to completion, is essential.
• Understanding of how the public sector operates and where the team fits in delivering outcomes for this role.
• Tertiary qualification in a relevant discipline and/or professional development demonstrating qualifications for this role.
• Must have the legal right to live and work in Aotearoa New Zealand.

Takohanga tuhinga o mua – Key accountabilities and deliverables

Delivers high quality results which contribute to the Ministry’s outcomes

• Leads development and maintenance of Building System Delivery & Assurance’s business planning and work programme, including developing key success measures and performance indicators for Building System Delivery & Assurance’s priorities.
• Engages with the Building System Delivery & Assurance team to identify the need for operational and performance improvements; develops and implements solutions to contribute to the delivery of the team’s regulatory functions and achievement of Building System Delivery & Assurance’s objectives. 
• Develops and implements effective performance measures; regularly evaluates performance measures for effectiveness and seeks to drive effectiveness and efficiency improvement, and works collaboratively with the Building System Delivery & Assurance team to redefine targets and measures where necessary. 
• Undertakes structured analysis of business performance information; derives relevant, accurate insights and communicates these effectively to inform decision-making.
• Develops an in-depth understanding of the Building System Delivery & Assurance team’s data and intelligence situation and requirements, and analyses problems by collecting available data, eliciting additional information, and constructing an accurate picture of the situation.
• Develops, implements and monitors a reporting framework where reports are relevant, informative and produced in a timely manner; ownership of delivering all reporting for the Building System Delivery & Assurance team, including team, branch, group and MBIE-wide reporting as required.
• Proactively identifies information requirements, assesses existing data sources and new data of value to capture, and leads the development of new reporting and information gathering opportunities.
• Leads the planning and delivery of projects across the Building System Delivery & Assurance team to support the team’s priorities i.e. the delivery of new business initiatives.
• Provides quality advice and support to teams within Building System Delivery & Assurance to contribute to the continuous improvement of services, systems and processes and embeds and champions a best practice and continuous improvement culture in the team. 
• Develops a full understanding of business ICT needs; identifies and implements solutions, supporting team members to utilise these effectively. 
• Takes responsibility for various areas for the Building System Delivery & Assurance team, ensuring that frameworks and processes are in place, all compliance requirements are met and best practice is consistently followed, including risk management, wellbeing health and safety, procurement, privacy and information management, OIAs and Ministerial correspondence.
• Trains, mentors and delegates to other team members, and reporting, and oversees their work as required.
• Contributes to branch, group and building system-wide initiatives, including taking the lead on initiatives as appropriate.

Customer focus

• Identifies the needs or expectations of customers and provides advice to the Building System Delivery & Assurance Leadership Team on ways to improve our services, systems, and processes to ensure needs and expectations are met. 
• Treats internal customers with the same courtesies they would extend to external customers.
• Ability to manage external relationships and influence within the organisation to design, deliver, and integrate solutions.

Relationship management

• Participates as an active team member and contributes knowledge and expertise needed to achieve MBIE’s outcomes.
• Develops effective working relationships with other MBIE managers and staff in order to transfer knowledge and learning from the team to the wider organisation.
• Builds and maintains effective relationships and partnerships with internal and external stakeholders, as necessary, in order to identify and share best practice information and to promote the Ministry, its products and services.
• Represents whole-of-Ministry views and protects its reputation in any external interactions.

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 Senior 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 Aotearoa New Zealand for All.

To Grow Aotearoa New Zealand for All, we put people at the heart of our mahi. 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