Coordinator

Tēnei tūranga – About the role

The purpose of the Office of the Deputy Secretary is to provide strategic and operational support to the Deputy Secretary, Corporate and Digital Shared Services and wider group and to ensure the effective functioning of the group.

The Coordinator is a member of the Office of the Deputy Secretary. The Coordinator works closely with teams across the Corporate and Digital Shared Services Group to provide administrative and coordination support.

They will bring their business understanding, administrative and secretariat experience, and perspective to work across Corporate and Digital Shared Services and MBIE to grow relationships and inform strategic and operational projects across the group.

Responsibilities of this position are expected to change over time as the Office of the Deputy Secretary responds to changing needs. The incumbent will need the flexibility to adapt and develop as the environment evolves.

Ngā herenga – Requirements of the role

Personal specifications

• Experience providing administration and coordination support within a high pressured environment, with the ability to manage competing priorities, meet deadlines and respond effectively to changing demands.
• Well organised with strong planning skills and a high degree of attention to detail, ensuring quality outcomes under pressure.
• Experience providing great customer service, building and delivering solutions that meet customer expectations.
• Excellent interpersonal, relationship management and collaboration skills, with the ability to quickly establish trusted working relationships across a variety of functions and levels.
• Flexibility to adapt within a fast-moving environment and learn new systems and approaches.
• Significant proficiency with Microsoft Office applications and general troubleshooting; experience with AI-enabled tools such as Microsoft Copilot would be advantageous.
• Strong written and verbal communication skills, including the ability to synthesise information and produce clear, accurate written content.
• Ability to maintain a high degree of confidentiality and exercise good judgement when handling sensitive information.
• Knowledge and understanding of working in a government agency, with experience working in a policy setting desirable but not essential.
• Previous or comparable relevant experience in a similar role.
• Must have the legal right to live and work in New Zealand.

Takohanga tuhinga o mua – Key accountabilities and deliverables

Responsibilities for this position are expected to change over time as the Ministry responds to changing needs.

The Coordinator will need the flexibility to adapt and develop as the environment evolves.

Provides co-ordination and administration support

• Assist the Head of Office for the Deputy Secretary with a range of administrative and coordination activities, including diary management and scheduling.
• Contribute to the day-to-day work of the Office through coordination of planning, reporting, governance, risk, assurance and business continuity activities.
• Coordinates reporting, governance and planning activities to support effective business operations and decision-making.
• Provide secretariat support for leadership and governance forums, including agenda planning, paper coordination, minute taking, action tracking and follow-up.
• Provide administration and coordination support including arranging meetings, booking venues and rooms, preparing content, distributing agendas and papers, and supporting meeting logistics.
• Assist with coordinating and supporting Group-wide initiatives, meetings, development activities and events.
• Assist with project-related work as required.
• Support the preparation and maintenance of process documentation, guidance materials and other resources.
• Support the management and continuous improvement of information, records, systems and including group sites, intranet content, distribution lists and knowledge repositories.
• Identify opportunities to improve administrative systems, processes and ways of working, and support the implementation of continuous improvement initiatives.
• Manage information flows through shared inboxes and other coordination channels.
• Undertake ad hoc tasks and responsibilities as required to support the Office and wider Group.

Work management

• Actively plans and manages workload in line with key outcomes and timeframes and ensures timely delivery to a high standard.
• Participates as an active team member, contributes knowledge and expertise needed to support the work of Group.
• Effectively collaborates and develops effective working relationships across MBIE, and externally as required.

Self management

• Takes responsibility for own behaviour and is open to development.
• Models positive behaviours and MBIE’s values.
• Willingly undertakes any duty required within the context of the position.
• Welcomes feedback and is receptive to input from others and actively seeks to learn and develop.
• Acts with honesty and integrity; complies with all legislative requirements and adheres to the Ministry’s and the Public Service Commission’s Codes of Conduct.

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 Coordinator position reports into the Head of the Office within the Office of the Deputy Secretary branch. The branch sits within the Corporate and Digital Shared Services 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