Personal Assistant – Team Administrator
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Tēnei tūranga – About the role
Te Ara Amiorangi as our organisational strategy, sets a number of collective focus areas including being People Centred. We have a specific focus on our customers, putting them at the centre of our thinking and service design to deliver outstanding outcomes to the public – customer centricity.
Our Kiritaki, our customers, are anyone impacted by our policy, regulations or laws, or who use our services. Our Customer Promise is Simple, Safe, Certain.
This role is responsible for providing efficient and effective support services to the Head of Kiritaki Centricity and Innovation and support to the wider team.
Key Relationships
- Team members.
- Executive Assistants and PA/Team Administrators in MBIE.
- People in other government agencies.
- Suppliers of goods and services.
Ngā herenga – Requirements of the role
Personal specifications
A demonstrated achievement in:
- An ability to work independently and be a self-starter.
- Excellent people skills.
- Agility in responding to changes in priorities.
- Ability to work effectively in a team environment and to prioritise to achieve MBIE outcomes.
- Willingness to work in a flexible and dynamic environment.
- Resilience.
- Being proactive and using initiative.
- Good standard of computer literacy and word processing.
- Some knowledge of administration systems and processes.
- Providing personal and administrative support to senior managers and teams (preferred).
Qualifications
- Comparable relevant experience / willingness to learn.
- Must have the legal right to live and work in New Zealand.
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 Personal Assistant/Team Administrator will be required to deliver results in the following areas:
- Identifying opportunities of internal best practice, delivering sound administrative systems and processes and maintaining a high quality and consistent MBIE approach.
- Supporting management and team in utilising self-serve approaches.
- Collating, monitoring, and producing regular reporting as required on various team and project activities, - including but not limited to work programme updates, monthly team, branch and group reporting.
Providing personal support to Managers including:
- Assisting management in prioritising key tasks.
- Diary management.
- Preparation of documentation.
- Recording of meeting minutes and follow-up actions.
Providing administrative support including:
- Arranging domestic and international travel.
- Contract management.
- Maintaining the team shared calendar.
- Processing of invoices (for example, flexipurchase and invoicing).
- Ordering and purchasing of office equipment.
- Liaising with facilities and IT people.
Relationship Management
- Participates as an active team member and contributes knowledge and expertise needed to achieve MBIE’s outcomes.
- Builds and maintains effective relationships and partnerships with internal and external stakeholders, as 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.
Self-Management
- 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.
Organisational commitment and public service
- Contributes to the development of, and helps promote and builds commitment to MBIE’s vision, mission, values and services.
- Willingly undertakes any duty required within the context of the position.
- Understands Equal Employment Opportunities (EEO) principles and the application of these to MBIE.
- Complies with all legislative requirements and good employer obligations.
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 Personal Assistant/Team Administrator position reports into the Head of Kiritaki Centricity and Innovation within the Kiritaki Customer Centricity Team. The function sits within the Te Whakatairanga Service Delivery 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
