Personal Assistant - Team Administrator
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Tēnei tūranga – About the role
The Personal Assistant/Team Administrator is responsible for providing confidential, efficient and effective administrative support to the managers and teams in their branch to ensure they are able to effectively perform their role and efficiently use their time and skill to help deliver MBIE’s outcomes.
Ngā herenga – Requirements of the role
Personal specifications
- Proven track record of experience and achievement in providing personal and administrative support to managers and teams.
- Demonstrated agility in supporting multiple teams and responding to changes in priorities.
- Wide ranging knowledge of administration systems and processes.
- Sound interpersonal and relationship management skills.
- Excellent written and verbal communication skills
- Good standard of computer literacy and word processing.
- Ability to work effectively in a team environment and to prioritise.
- Ability to show initiative and be proactive.
- Willingness to work in a flexible and dynamic environment.
- Must have the legal right to live and work in New Zealand.
- Credit check required (yes/no)
- Required to drive (yes/no)
- Police vetting (yes/no)
Takohanga tuhinga o mua – Key accountabilities and deliverables
Responsibilities of this position are expected to change over time as the Ministry responds to changing needs. The incumbent will need the flexibility to adapt and develop as the environment evolves.
Critical areas of success
The PA/Team Administrator will be required to deliver results in the following areas:
- Providing personal support to managers including:
- Assisting management in prioritising key tasks.
- Diary and email management.
- Meeting set-up.
- Assisting with on-boarding and off-boarding activities.
- Preparation of documentation, including taking meeting minutes and collating research.
- Follow-up action.
- Providing general administrative support to the branch including:
- Arranging travel (domestic and international)
- Event organisation including catering for business units and teams.
- Formatting documents.
- Support and leave cover for the General Manager’s Executive Assistant.
- Supporting branch staff in following MBIE policies and processes.
- Creating Sensitive Expenditure memos.
- Ordering and purchasing of office equipment.
- Support with invoices and expense claims.
- Administering the branch Sharepoint site.
- Identifies opportunities for improvements, delivering sound administrative processes as part of a branch business support team.
- Liaising with facilities and IT staff.
- Ad hoc tasks where required in support of branch leadership team and branch Executive Assistant.
Action oriented
- Takes responsibility for own work.
- Self-starter.
- Seeks input if required.
- Recognises and acts on opportunities.
Customer focus
- 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.
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, expertise and within the team and with others in the organisation.
- Acts with honesty and integrity.
- Welcomes feedback and is receptive to input from others.
Wellbeing, health & 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 PA/Team Administrator position reports into the Business Services Manager within the Business and Consumer branch. The branch sits within the Te Whakatairanga Service Delivery (TWSD) group.
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
