Business Change Portfolio Coordinator

Tēnei tūranga – About the role

The Business Change Portfolio Coordinator is primarily responsible for the TWSD portfolio-level reporting and supports initiative-level reporting, to ensure that it is accurate, relevant and usable. The role also ensures that portfolio activities are well coordinated, with a strong focus on the continuous improvement of portfolio systems, processes and tools. This portfolio coordinator also provides support to the Te Whakatairanga Service Delivery (TWSD) group and Customer, Design and Innovation (CDI) branch as required.

A key responsibility of this role is to raise awareness and build understanding of the group change portfolio with participants and other stakeholders.

Key relationships

• Koru Advisory Group members
• General Manager CDI
• DDI Portfolio Management Office
• Branch Stakeholders including Initiative Leads
• Business Operations team in CDI.

Ngā herenga – Requirements of the role

Personal specifications

• Strong reporting and analysis skills, and desire to develop this capability.
• Excellent planning, organising, time management, record keeping, and project coordination skills.
• Demonstrable ability to quickly establish and build strong working relationships at all levels.
• Strong critical thinking skills and attention to detail.
• Strong written and verbal communication skills, including writing and presenting reports.
• Familiarity with the administration of business workflow systems and processes and experience delivering a high standard of customer service.
• Strong level of confidence with Sharepoint and Excel, and desire to develop this capability.
• Experience of portfolio coordination work in large organisations preferred.
• A relevant tertiary qualification or equivalent experience in a relevant discipline.
• Must be a NZ citizen or hold a permanent resident visa.

Takohanga tuhinga o mua – Key accountabilities and deliverables

Monitoring and reporting

• Maintaining an accurate view of existing, committed, paused and emerging change initiatives that is visible and accessible to all staff.
• Producing high quality, accurate inflight portfolio-level reporting (periodic and on-demand) to fulfil different stakeholders’ needs, including governance groups and the TWSD Group.
• Supporting delivery leads and project managers to provide high quality, accurate and consistent reporting to business owners and steering groups, as appropriate.
• Supporting delivery leads and project managers to provide high quality, accurate and consistent change requests and closure reports to the governance group, as appropriate.

Portfolio coordination

• Provides support to users and participants to follow business change portfolio processes and use affiliated tools and templates effectively.
• Supports the Director with preparing recommendations and other papers for governance groups.
• Supports any other lead roles with providing visibility of evaluation results and preparing recommendations and other governance papers.
• Supports any other lead roles with ensuring that benefit measures are recorded and that realisation is reported.
• Maintains tools and templates to facilitate effective retrospectives at the completion of each phase of the Change Lifecycle.
• Maintains Lessons Learnt registers from Change Lifecyle retrospectives, ensuring these are visible to their intended audience.
• Plans, schedules, administers and supports business change portfolio meetings and other activities including out-of-cycle meetings as necessary.
• Collaborates with other members of the team to continuously improve processes, tools and frameworks.
• Contributes to the success of a high-performing team that delivers sound evidence-based advice, has a culture of continuous learning, and provides excellent customer service to all participants in the TWSD Portfolio.

Relationship management

• Manages constructive relationships with work colleagues and external stakeholders.
• Builds strong and resilient relationships with Business Change Portfolio participants.
• Represents whole-of-Ministry views and protects its reputation in all interactions.
• Tests the effectiveness of stakeholder relationships using a range of appropriate measures and processes (including stakeholder feedback).

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 Business Change Portfolio Coordinator will report to the Manager Operations Portfolio Office within the Customer, Design and Innovation Branch. The branch sits within the TWSD 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 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