Business Support Advisor
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Tēnei tūranga – About the role
The People and Culture (P&C) Business Management team are a small team dedicated to the success of the P&C Branch as a whole, helping to ensure that they deliver to MBIE through business planning, tracking, reporting and risk management. They provide the Branch with advice, support and guidance to help P&C people leaders and staff get what they need to get the job done. The Business Support Advisor will bring their organisational, coordination and relationship management skills to work in partnership with the Business Manager and other staff in the People and Culture (P&C) Branch.
The Business Support Advisor supports the P&C Business Manager in providing comprehensive business support, advice and coordination across the P&C Branch and Leadership Team. Specifically, the role contributes to financial and contract management compliance, on-boarding/off-boarding support (equipment), P&C event management and provides a wide range of general business support and advice for the Branch on MBIE business practices. The Business Support Advisor also provides project support for P&C work programmes where capacity allows and supports the Business Manager and Business Advisors in meeting corporate obligations including preparing information for Select Committee responses and documentation handling for personal and official information releases.
Ngā herenga – Requirements of the role
Personal specifications
- Demonstrated experience in a broad range of business management practices.
- Experience with monitoring, tracking and reporting activities.
- Known for their can-do, positive and customer focused attitude.
- Known for their discretion in the handling of sensitive people matters.
- Ability to quickly establish and build strong and trusted working relationships.
- Significant administrative and coordination experience.
- Is proactive, independent (just gets on with things) and uses good judgement.
- Experience in using Microsoft Office functions including Word, Excel and PowerPoint.
- Experience working with project managers in developing key project management material.
- Able to plan and prioritise work to meet timeframes.
- Demonstrated agility and practicality in supporting multiple teams and responding to changes in priorities.
- Sound written and verbal communication skills.
- Experience in writing minutes, reports and presentations.
- Proven ability to develop trust and credibility with managers and staff.
- Must have a legal right to live and work in New Zealand.
Takohanga tuhinga o mua – Key accountabilities and deliverables
Business Management Support
- Provides business management support for compliance monitoring and reporting as required by MBIE.
- Proactively manages the upcoming calendar of P&C activities and events as well as providing support and assistance with accountability documents such as responses to the financial Annual Review questions.
- Provides coverage and demonstrates Mahi Tahi for other Advisors in the team and support for the Executive Assistant to the GM as needed.
- Identifies areas for continuous improvement in Branch processes and practices.
Project Coordination and Support
- Keeps the Business Manager informed of all critical reporting times to ensure projects and programmes of work meet their deadlines for delivery, including highlighting any risks associated and impacting on deadline delivery.
- Coordinates meetings, including scheduling and arranging resources and equipment, production of agendas and collation of papers related to relevant projects. Provides minute taking support for meetings where required and as appropriate.
General Administrative Support
- Ensures the effective on-boarding and off-boarding process for all employees within the branch. This includes working with the hiring manager in terms of equipment issued/returned and access to resources.
- Provides comprehensive general administration support for the Branch which involves maintenance of the Branch team site, assisting with reporting, coordination of agendas for Branch events, general troubleshooting and support for P&C staff with respect to scheduling external meetings, appointments and travel arrangements.
- Undertakes coding and processing of invoices and payments, taxi vouchers and cards, purchase card transactions and monthly accruals on behalf of the Branch where needed.
- Books all travel for the Branch.
- Provides support to other projects and initiatives arising from the P&C Branch business programme work plan as required.
P&C Leadership Team Support
- Provides complex calendar management support for the Business Management, Office of the GM and Leadership Team as needed.
- Provides recruitment support for the P&C Leadership Team as required, such as collating applications, printing packs, co-ordinating time for the panel to meet, and organising interviews.
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 Support Advisor position reports into the Business Manager within the People and Culture branch. The branch sits within the Ngā Pou o te Taumaru 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
