Registry Officer
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Tēnei Tūranga – About the role
The Registry Officer is a team member position in MBIE and reports to the Team Leader Processing Centre. The Client Services Advisor will bring their client service understanding and perspective to work in partnership with their team.
The Registry Officer contributes to the operations of the Processing Team. The team is responsible for providing client service through processing information and integrity services to support the Companies Office, particularly in relation to the Companies Act 1993 and related legislation.
The Registry Officer is responsible for ensuring functions are carried out to meet the Statement of Service Performance targets and business objectives aimed at enabling entities to achieve their registration obligations.
Ngā Herenga – Requirements of the role
Personal specifications
- Tertiary qualification preferably in Business or comparable relevant experience.
- Cognitive Power - Ability to identify problems, research alternatives, and suggest solutions.
- He or she would be expected to have the ability to comprehend technical legislation relating to various Business Units within the Ministry.
- Ability to explain technical requirements to clients – verbally and in writing. Demonstrate forward thinking and consider alternatives and consequences of errors.
- Knowledge and Skills – A person at this level organises their own tasks and activities to meet deadlines, peak periods and unexpected situations. This requires prioritising and organising beyond the day to day.
- Effective communication skills, both written and verbal. Strong written English skills, ability to write business letters and reports.
- Superior computer skills, in data capture; must have speed and accuracy.
- Must have the ability and skill to use Excel, Word and Outlook.
- A person at this level must be able to multi –task; work under pressure, achieve tight time frames, work with minimal supervision.
- High problem solving skills and the ability to explain technical terms in simple terms, verbally and in writing.
- Familiarity with cash handling procedures.
- Planning and organising skills - ability to critically assess work-flows and prioritise work, and ability to adjust readily to pressures and changes in the work environment.
- Client Service ethic – focuses on providing quality service to clients, and takes responsibility for managing the client relationship.
- Computer and keyboard skills including ability to use Word, Excel, and information databases, and knowledge of web sites and Internet services
- Emotional intelligence (Judgement, temperament and influence. Ability to maintain sound working relationships – working co-operatively and effectively with others.
- Ability to deal effectively with conflict situations. Willingness to share knowledge with other staff and to provide constructive feedback to others. Willingness to pass on skills and knowledge to other staff
- Works with clients in a way that earns their respect, trust and confidence
- Listens to clients and colleagues and responds to queries and information in a way that demonstrates understanding of the other person’s point of view.
- Valuing diversity – ability to work with people of different backgrounds and abilities
- Self- awareness – is motivated to achieve quality results and is open to constructive feedback
- Ability to work innovatively – takes a forward-looking and pro-active approach to issues
- Valuing Work of Role – Desire to get things done. Understands and works within the Ministry’s purpose, mission and values. Recognises need for effective collaboration across the Branch and Ministry to achieve goals.
- Must have the legal right to live and work in New Zealand
- Credit check required (yes)
- Required to drive (no)
- Police vetting (yes)
Takohanga Tuhinga o mua – Key accountabilities and deliverables
Critical Area of Success
Data Processing/Document registration
- Effective prioritising of work received according to priority, knowledge and experience.
- Check & validate information provided by clients that it complies with the legislation requirements and business processes.
- Perform registration or rejection of the document in accordance with the set documented procedures.
- Online registrations are processed accurately and in the set time frames to avoid escalations.
- Investigate complex registration documents/transactions with Team Lead, senior staff and the legal team before registration proceeds.
- Prepare all processed documents to ensure compliance with imaging requirements, locate/find any missing documents.
- Delivery of services, products and programmes that actively support and contribute to the achievement of the Ministry’s outcomes and that delivery to the needs of internal and external stakeholders.
Takohanga Tuhinga o mua – Key accountabilities and deliverables continued
Customer Focus
Client Service/Correspondence/Resolution of queries through CRM and other
- Contact clients to reduce rejection rates providing professional explanations in writing or email
- Maintain spreadsheets for entities’ not on the electronic register and other lists required by internal stakeholders’ example Legal, IET etc.
- Assist clients with online registrations, Charitable Trusts, Incorporated Societies, Limited Partnerships and other clients from other business units example NZBN, Compliance, Market Services.
- Match up document with letter and correct information have been outlined in the content of the letter.
- Maintain professionalism
Relationship Management
Manage constructive working relationships with work colleagues, internal and external stakeholders to enhance understanding and co-operation needed to achieve desired results.
- Participates as an active team member and contributes knowledge and expertise needed to achieve Business Objectives & SSP’s. 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, where 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.
Action Oriented
Takes responsibility for own work, recognises opportunities and acts with a minimum of direction
- Takes responsibility for own work
- Self-starter
- Knows when to seek direction
- Recognises and acts on opportunities
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
Role model the standards of integrity and conduct for the Sate Service Commission
- Builds commitment to MBIE’s vision, mission, values and services
- Willingly undertakes any duty required within the context of the position
- Complies with all legislative requirements
- Adheres to the Ministry’s and State Services Commission Codes of Conduct
Cash/Credit Card handling in accordance with audit requirements
- Printout transaction report if required
- Complete all receipts daily
- Prepare and add slip to ensure cash balance
- Any moneys secured in the safe
- Follow internal control procedures
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 Registry Officer position reports into the Team Leader Processing Centre within the Business Integrity Services branch. The branch sits within the Market Services 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
