Team Leader – Ministerial Services Business Advisory

Tēnei tūranga – About the role

The Team Leader, Ministerial Services Business Advisory is responsible for leading the Ministerial Services Business Advisory Team within the Strategy, Performance and Operations Team in MBIE.  This team holds the role as the enterprise (or system) leader within the ministerial services area, ensuring that all ministerial services items (including, but not limited to Official Information Act requests, correspondence, written parliamentary questions and Ombudsman complaints) are logged, allocated and tracked accordingly, to ensure that the ministerial services system within MBIE works smoothly and efficiently.  

This role also manages the proactive release work and the ministerial briefing workflow processes in the Ministry ensuring the policy and processes are implemented by the team and appropriate advice is given.

The Ministerial Services Business Advisory (MSBA) Team hold a critical business intelligence function within MBIE, and it is expected that the Team Leader of this team is able to ensure risk and issues are identified quickly, escalated and managed appropriately so that the reputational risks to MBIE are known and can be mitigated.

This requires closely monitoring the status and quality of work of the team and given resourcing constraints and fluctuating demand, this is expected to be a hands-on doing role as well as a leadership role.

Ngā herenga – Requirements of the role

Personal specifications

• A strong understanding of the processes that underpin the operations of the public sector environment, including policy development, Cabinet and parliamentary processes, accountability, and reporting.
• A strategic analytical thinker who can make connections between various aspects of the organisation and is able to identify an efficient processes and system approach across the organisation.
• A strong risk awareness and understanding of appropriately managing and escalating risk to ensure that reputational risks to MBIE can be managed and mitigated.
• Demonstrated success in developing and implement new operational delivery practices and approaches.
• Ability to focus on both strategic and operational issues.
• Ability to produce and recognise high quality work and provide peer support and coaching to team.
• A demonstrated ability to form robust professional working relationships which includes collaboration and co-operation with internal and external stakeholders when developing new models and systems.
• Sound knowledge and experience of Parliamentary and Select Committee accountability processes, Ministerial correspondence, OIAs and PQs.
• Strong written and verbal communication skills.
• Coaching, mentoring and training experience.
• Proven success in leading, motivating and managed a team of engaged professionals.

Takohanga tuhinga o mua – Key accountabilities and deliverables

Oversight and system leadership

• Identify and drive opportunities to improve the system through having a continuous improvement approach to process and system development.
• Develop and lead the business intelligence function within the team to manage and escalate risk to ensure that reputational risks to MBIE are managed and mitigated appropriately.
• System leadership and oversight role to ensure that business groups and the MSBS Team are using the ‘ministerial services workflow tool’ effectively to manage and track ministerial items and resolving any system or other performance issues impacting on delivery.
• Ensures systems are in place to monitor and report on the quality of the business support services from the team, resolving any system or other performance issues impacting on delivery.
• Prioritises and manages work assignment for the MSBS team members, reassigning and directly assisting as necessary.
• Ensures system training and support is provided for users of the ‘ministerial services workflow tool’.
• Works with business customers to recommend, implement and measure against service level agreements and measurement targets for Ministerial Workflow.
• Oversees the provision of business services support to develop and deliver on strategies and initiatives, to help shape appropriate responses to address emerging issues.
• Monitors any customer service disruptions and implements resolution strategies, informing and advising appropriate business leads on actions required where appropriate.
• Serves as a system leader, expert and champion of relevant technology and processes within ministerial services.
• Manage advice on due diligence and risk assessment including withholding grounds consistent with the Official Information Act and other instruments governing the availability of official information.
• Manage the publication of proactive release information in close collaboration with business groups and Digital Channels.

Relationship Management

• Building and maintaining a strong relationship-based approach to engaging with the business groups, being seen as the system leader and earning the respect of the business groups in this role.
• Building and maintaining effective relationships and partnerships with internal and external stakeholders, as necessary in order to identify and share best practice information and to promote MBIE, its products and services.
• Developing effective working relationships with other MBIE managers and staff to share knowledge and learning from the team to the wider organisation.
• Representing whole-of-MBIE views and protects its reputation in any external interactions.
• Participating as an active team member and contributing knowledge and expertise needed to achieve MBIE’s outcomes.

Delivery of high quality results to support MBIE’s outcomes

• Developing best practice standards, processes and systems for ensuring ministerial items are acknowledged, tracked, coordinated and processed in a timely, accurate and efficient manner.
• Lead the MSBS team to ensure that they work collaboratively within multiple business groups and stakeholders across the end-to-end Ministerial Services processes in order to ensure timely, accurate and customer-centric service delivery.
• Ensure advice is given to business groups of their responsibilities to make sure Cabinet material and associated lead advice is published within 30 business days of agreement by Cabinet subject to Ministerial approval and other consideration.

Team management

• Implementing strategies, work programmes and performance targets for the team with supporting measurement, monitoring and reporting mechanisms.
• Regularly monitoring and reporting on progress towards achievement of plans and strategies.
• Continually reviewing and considering improvements to all elements of the team’s operations.
• Effectively and consistently identifying and managing risk.
• Managing expenditure and resources in line with approved delegations, guidelines, budget, deadlines and reporting requirements, with a focus on cost effectiveness in MBIE.

Team Leadership

• Establishing clear accountabilities, expectations and performance standards with direct reports and ensures regular performance management and development occurs.
• Monitoring individual and team performance to ensure that performance targets are met.
• Providing feedback to staff on team and individual performance.
• Motivating team members and gives them opportunities to participate.
• Coaching and developing staff to meet the needs of MBIE now and in the future.

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 Team Leader, Ministerial Services Business Support position reports into the manager, Strategy, Performance and Operations within the Engagement, Communications and Ministerial Services branch. The branch sits within the Ngā Pou o te Taumaru group.

More information about MBIE's structure

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