Coordinator

Tēnei tūranga – About the role 

The Policy Capability team is situated in the Office of the Deputy Secretary Building Resources and Markets (BRM) and supports all policy professionals across MBIE. 

MBIE’s Policy Capability programme focuses on building the skills, tools, processes and enablers required to deliver high-quality policy advice consistently to Ministers and ensure delivery of the Te Ara Poutama quality assurance panels and the Regulatory Impact Assessment panel reviews. The Policy Capability programme includes professional development initiatives, tools to support analysis and develop advice, and processes to measure and manage the quality of advice.  

The Coordinator will provide support for MBIE’s Policy Capability activities including:

• Managing the delivery of workshops, seminars, working groups and governance forums including preparation and distribution of meeting agendas, papers, minutes and actions from meetings.
• Planning and organising meetings, quality assurance and review panels, and stakeholder engagement activities.
• Supports the development of policy capability initiatives, collateral and training materials.
• Assists with contract management including the management of external contracts as required.
• Provides timely and accurate reporting.

The Coordinator must work well and share their knowledge in a busy team environment and embrace different ways of working.  It is imperative that the Coordinator collaborates well with their peers, has 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.

The Coordinator will require flexibility to adapt to provide support as the nature and content of the work will change depending on the requirements of the Policy Capability programme over time.

Ngā herenga – Requirements of the role

Personal specifications

• Experience providing administration and coordination support within a fast-paced environment.
• Experience providing great customer service, building, and delivering solutions that meet customer expectations.
• Well organised with excellent planning skills to ensure tasks and actions are completed in a timely way.
• Attentive to details and deadlines; ability to manage multiple initiatives or projects and works well under pressure.
• Excellent interpersonal and relationship management skills, and confident in working with managers and staff.
• Ability to work effectively across teams.
• Flexibility to adapt within a fast-moving environment and learn new systems and approaches.
• Significant proficiency with Microsoft Office applications and general troubleshooting.
• Ability to work effectively in a highly collaborative team environment, be willing to help out, and share the workload as required.
• Knowledge and understanding of working in a government agency, with experience working in a policy setting desirable but not essential.
• Must have the legal right to live and work in the country in which this position resides

Takohanga tuhinga o mua – Key accountabilities and deliverables

Responsibilities for this position are expected to change over time as the Ministry responds to changing needs. The Coordinator will need the flexibility to adapt and develop as the environment evolves.

Provides co-ordination and administration support 

• Support the delivery of work and programme activities to ensure successful outcomes.
• Provides administration/coordination support as required including booking rooms, preparing content, distributing meeting agendas, papers and minutes and ensures follow up on actions from meetings.
• Manages the delivery of training workshops including liaising with presenters, advertising, registrations, catering, logistics, audio visual, signage, etc.
• Manages the delivery of seminars and networking events with internal and external speakers including liaising with presenters, advertising, registrations, logistics etc.
• Manages the delivery of Te Ara Poutama quality assurance panels and Regulatory Impact Assessment panel reviews.
• Supporting development of process documents, other resources, as required.
• Supports set up and monitoring of any contracts required, including financial administration.
• Supporting the management of external contracts as required.
• Supports the management of systems and processes i.e., updating content on the intranet/team site, distribution lists.
• Could have a responsibility to help manage and keep track of the information flow through a specific inbox.
• Identify opportunities to streamline processes and implement continuous improvement initiatives.

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

• 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.

Tō tūranga i roto i te Manatū – Your place in the Ministry

The Coordinator position reports to into the Business Director in the Head of the Office of the Deputy Secretaries within the Te Waka Pūtahitanga 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