Privacy Officer
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Tēnei tūranga – About the role
The Privacy Officer is a team member position in MBIE. The Privacy Officer will bring their business understanding and perspective to work in partnership with their manager and other staff.
The Privacy Officer contributes to the operations of the Support Services team by ensuring the Refugee and Protection Unit meets its obligations under the Privacy and Official Information Acts by managing the timely in and outflow of files and/or information and performing associated administrative work.
The Privacy Officer is responsible for ensuring quality and consistency of advice and practices in relation to their contribution to the team’s work.
Ngā herenga – Requirements of the role
Personal specifications
The ideal appointee will have:
- Knowledge and understanding of the Privacy Act 2020 and the Official Information Act 1982.
- Knowledge of immigration law, policy and procedures.
- A demonstrated knowledge and understanding of the principles of natural justice and fairness.
- A knowledge of EEO principles and practices.
- A demonstrated knowledge and understanding of Treaty of Waitangi issues and their current implications.
The ideal appointee will have experience in:
- working in an administration role with government legislation.
- performing a range of tasks under competing demands with minimal supervision.
The ideal appointee will demonstrate:
- Good oral communication and interpersonal skills, encompassing putting the other party at ease, active listening, questioning and summarising.
- Good writing skills, that is the ability to present ideas, information and advice, in a way that is understandable and acceptable to a range of audiences.
- Excellent organisational skills, with an ability to prioritise and manage high workloads in sometimes challenging situations and to meet deadlines.
- Ability to identify, meet or exceed customer needs.
- Ability to discreetly deal with confidential information.
- Good computer and keyboard skills including Windows experience (Word, Excel, Outlook, Access).
Personal attributes
- Ability to work with people from differing cultural backgrounds, gender, and abilities.
- Ability to work effectively as a member of a team to achieve overall results.
Qualifications
- A broad/ general educational background with tertiary study and/or relevant equivalent experience working in a government administration environment.
Other
- The ability to gain and maintain a national security clearance as required.
- Must be a NZ citizen or hold a residence class visa (if the role is located in New Zealand).
- Must have the legal right to live and work in the country in which this position resides (if the role is located outside of New Zealand).
Takohanga tuhinga o mua – Key accountabilities and deliverables
Critical areas of success
The Privacy Officer will be required to deliver results in the following areas:
- Providing quality processing and support around Privacy Act & Official Information Act (OIA) requests within the statutory timeframe of 20 working days.
- Keeping other staff and managers appraised of changes in privacy and official information processes, law and practice.
- Understanding complex issues that may arise in particular cases and raising them to management.
- Seek appropriate MBIE legal team input when anticipating or managing risks.
- Photocopying (if necessary) and screening of files in accordance with the provisions of the Privacy Act and OIA.
- Logging and finalising the privacy request in AMS and internal Databases.
- Contacting the requester about delays and reasons.
- Transferring requests that are the responsibility of another branch or body within the 10 working day limit prescribed in the legislation and advise the requester in writing of any such transfer.
- Liaising with other MBIE staff, government agencies, Legal Services and representatives regarding the release of materials where necessary.
- Provide backup administration support for the Support Services team as required, such as:
- General administration and reception
- Data entry
- Raise refugee claims
- Process Biometrics
- Record and process RRFs
- File management including files requests, returns and reallocations
- Interpreter booking.
- Delivery of quality services, products and programmes that actively support and contribute to the achievement of the Ministry’s outcomes and that deliver to the needs of internal and external stakeholders.
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 Privacy Officer position reports into the Immigration Manger within the Refugee and Migrant Services branch. The branch sits within the Immigration New Zealand 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
