Operations Coordinator
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Tēnei tūranga – About the role
The purpose of the Operations Coordinator is to provide confidential, and accurate data entry, and support to the team and to ensure the best outcome for MBIE employees. The Operations Coordinator must have a strong understanding of current New Zealand payroll and employment legislation, including the Privacy Act and a good understanding of complex contractual agreements, especially in relation to terms and conditions and employment.
They must work well and share their knowledge in a busy team environment and embrace different ways of working, and is fluid and flexible in their approach. It is imperative that the Operations Coordinator collaborates well with their peers, and has a strong attention to detail, and a solid understanding of prioritisation of workload to ensure the work is with the right person in a timely manner, along with the ability to escalate as required, and to ensure SLAs are meet, and fully documented.
Ngā herenga – Requirements of the role
Personal specifications
- Priority setting - spends their time and the time of others on what’s important; quickly zeroes in on the critical and can quickly sense what determines a key priority and eliminates roadblocks.
- Interpersonal savvy - relates well to all kinds of people—up, down, and sideways, inside and outside the organization; builds appropriate rapport; builds constructive and effective relationships; uses diplomacy and tact; can diffuse even high-tension situations comfortably.
- Experience in team administration and processing in a large complex Corporate environment.
- Attention to detail, and accurate data entry skills.
- Understanding of HR and payroll legislation, policies, process and procedures.
- Customer Service focus.
- Excellent written and spoken communication and interpersonal skills.
- Be able to deal with large volumes of work and work under pressure.
- Work as part of a team and be willing to help out, and share the workload as required.
- Common sense and a practical approach.
- Must have the legal right to live and work in the country in which this position resides (if the role is located outside of New Zealand).
Takohanga tuhinga o mua – Key accountabilities and deliverables
Processing
- Provides suggestions for changes to processes where required within the Operations team.
- Collaboratively works with internal and external stakeholders to enhance processes and systems.
- Builds and maintains effective relationships with key internal and external stakeholders.
- Provides ongoing support to the Operations leadership team and colleagues.
- Ensures the accurate and timely processing of employee records at different stages in the employee lifecycle. Ensures employee and other requests and queries are responded to in a timely and efficient manner and provides related advice.
- Maintains current knowledge of applicable policies.
- Follows processes and ensures all actions are fully documented, auditable and audit logs are monitored.
- Ensures data integrity is maintained.
- Undertakes transactional administrative activities, such as scanning and filing documentation, submitting information to payroll for processing, maintaining files and records, collecting completed and required forms and ensuring data is complete.
- Identifies inefficient processes, suggests improvements and opportunities to streamline processes and implements continuous improvement initiatives.
- Has a willingness to step in and help out cross functionally if required in the Operations team.
- Completes data sets from regular reports, and highlights areas of mismatch to the Team Leader.
- Completes certificates of service and other related employee queries as required.
- Other Operational duties as required.
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 Operations Coordinator position reports into the Manager Case Management within the Corporate Services branch. The branch sits within the Corporate, Finance and Enablement 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
