Front Desk Coordinator
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Tēnei tūranga – About the role
The Front Desk Coordinator is a professional, knowledgeable, customer focused support service role to our Wellington portfolio staff, visitors and the public. As the first point of contact for visitors and clients, the Front Desk Coordinator will play a key role in providing a positive and welcoming experience while ensuring smooth day-to-day operations of the front desk. This role involves meeting and greeting visitors and staff, handling administrative tasks, and assisting staff and visitors with various needs.
This role will provide customer-centric services which includes but not limited to:
- Delivery of reception services
- Managing general administration duties
- Organising security access
Ngā herenga – Requirements of the role
Personal specifications
- Previous experience in a receptionist or customer service role is preferred.
- Strong communication and interpersonal skills.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams). Any experience using SharePoint or similar enterprise content management systems would be advantageous
- Ability to handle multiple tasks simultaneously and work efficiently in a fast-paced environment.
- Excellent organisational skills and attention to detail.
- A positive attitude and professional demeanour.
- Ability to maintain confidentiality and handle sensitive information.
- Must have legal right to live and work in New Zealand.
- Ability to work in alternative buildings when required
Takohanga tuhinga o mua – Key accountabilities and deliverables
The Front Desk Coordinator will be required to deliver results in the following areas:
Customer Service
- Providing high-quality reception and customer services, ensuring visitors and staff are welcomed, in person or by phone, professionally and promptly ensuring a positive impression. More specifically:
- Ensuring consistent use of the visitor tracking system
- Issuing of visitor and temp identification and security access cards
- Management of security and staff photo ID cards
- On-boarding and off-boarding of employees and contractors
- Pre-registering visitors in the sign in system and assigning security cards
- Assist with safeguarding the security of the building, challenge and escalate when lapses occur
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 and the central support hub.
- Effectively collaborates and develops effective working relationships across MBIE, and externally as required.
Takes responsibility for own behaviour and actively seeks to develop and learn
- Identify opportunities to streamline processes and implement continuous improvement initiatives including supporting development of process documents, other resources, as required.
- 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 & 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.
- Supports daily management of health, safety and security requirements for the site including:
- Ensures completion of health & safety induction for Property’s service providers entering the site
- Contractor site inductions
- Maintains an incident register
- Assists with maintaining fire and health and safety standards and practices
- Maintains best practice in emergency procedures.
Tō tūranga i roto i te Manatū – Your place in the Ministry
The Front Desk Coordinator is part of the Facilities and Workplace Team and reports into the National Manager Facilities and Workplace within Workplace, Safety and Security. The branch is in the Corporate and Digital Shared Services group.
Matatautanga – Competencies (Leadership Success Profile)
The Leadership Success Profile (LSP) is a leadership capability framework, developed by the New Zealand public sector for the New Zealand public sector. It creates a common language for leadership and establishes what great leadership looks like. You can look at the twelve underpinning capabilities and four leadership characters here: Leadership Success Profile | Te Kawa Mataaho Public Service Commission(external link)
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).
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
