Analyst/Administrator

Organisational background

The Remuneration Authority | Te Mana Utu Matua (the Authority) is established under the Remuneration Authority Act 1977 (the Act). It is an independent statutory body comprising three members: 1 Chair and 2 Members who are supported by an Executive Director, an Analyst/Administrator and occasional contractors.  The role of the Authority is to determine the:

• salary of the Governor-General and annuities for former Governors-General and their surviving spouses of partners;
• salaries, allowances and superannuation rights and obligations of members of Parliament (MPs);
• accommodation services within New Zealand for Ministers, MPs and qualifying electoral candidates;
• travel services within New Zealand for family members of Ministers, MPs and qualifying electoral candidates;
• annuities for former Prime Ministers and their surviving spouses or partners, and travel services within New Zealand for former Prime Ministers and their spouses or partners;
• salaries, allowances and superannuation rights and obligations of the judiciary;
• remuneration, allowances and expenses payable to elected members of local authorities;
• remuneration of members of specified independent Crown entity boards; and the
• remuneration of specified statutory officers who exercise a high degree of independence.

In this position description, the individual role holders specified above are referred to as the Authority’s “clients”.  Authority members have the primary relationship with these clients.

Organisational context

The staff of the Authority operate within a matrix relationship structure as displayed in the following chart. The two staff are employed by the Ministry of Business, Innovation and Employment (MBIE), and are permanently seconded to the Authority.

Position

• Role: Analyst/Administrator
• Location: Authority premises, Wellington.
• Employed by: MBIE and permanently seconded to the Authority under Section 11 of the Act.
• Reports to: The Executive Director of the Office of the Remuneration Authority (the Executive Director).
• Working hours: The Analyst/Administrator is a full-time position. There may be times when additional hours are worked and there is flexibility for time to be taken in lieu.
• Purpose: The Analyst/Administrator supports the work of the Authority by undertaking research and analysis activities along with providing secretarial and administrative duties.

Key accountabilities

Note: the term ‘accountability’ in this position description means that the role has:

• responsibility for the activity concerned - the activities specified are the incumbent’s job not someone else’s;
• authority to undertake the activity - the incumbent needs no further permission to undertake the activities; and
• ownership of the outcome – the incumbent’s performance is assessed based on the results achieved in these activities.

Research and Analysis

This is by far the most important component of the role.

Under the broad guidance of the Executive Director:

• matters relating to the Authority’s mandate are well researched and the results reported accurately in the required timeframes;
• information and data relating to Authority determinations are analysed thoroughly and detailed results collated and reported accurately in the required timeframes;
• spreadsheets and databases utilised in the research and analysis are maintained and filed appropriately.

Administer Consultation Processes

This is the second most important component of the role.

• During the Authority’s consultation with clients, documentation is accurately produced and distributed in accordance with the Executive Director or members’ instructions;
• Submissions are received, acknowledged, collated and referred to the Executive Director and/or Authority members as appropriate;
• Clients who wish to meet the Authority receive appointments in a timely manner;
• Clients who the Authority wishes to meet are provided with appointments in accordance with Authority protocols; and
• The Executive Director is assisted to provide the members with all appropriate information prior to meetings.

Authority Secretariat

This component is important but should not constitute more than 20% of the work.

• Under the Executive Director’s general guidance and within the agreed timeframes:
  • papers relating to meetings of the Authority are prepared and distributed to members;
  • minutes and decisions are accurately recorded and transcribed for distribution;
  • Authority Determinations are accurately word-processed according to Authority standards; and
  • Authority correspondence is managed appropriately;
• All papers, minutes and other documents follow the style guides and documentation protocols required by the Authority;
• Visitors to the Authority are greeted and their needs cordially met.

Office administration

This should not constitute more than 10% of the work because this must not impede the more important components.

Provide general administrative support to the Authority and Executive Director including: 

• answering telephones, direct calls, and take messages;
• collecting and posting mail;
• updating and maintaining filing, inventory, mailing, and database systems;
• maintaining office systems (PCs, photocopier, files etc), consumables and kitchen supplies;
• processing of invoices;
• arranging travel and accommodation;
• liaising with MBIE on website and office management related issues. 

Note: there will be a need during meetings with clients for the Analyst/Administrator to prepare refreshments for meeting attendees and to tidy up the dishes etc. afterwards. The Analyst/Administrator will also tidy the kitchen and clean dishes at the end of each working day.

Maintaining secrecy

In performing all duties associated with the work of the Authority, the Analyst/Administrator must treat all Authority business as secret. Section 9 of the Act 1977 says:

• Every member of the Authority and every person engaged or employed in connection with the work of the Authority shall maintain and aid in maintaining the secrecy of all matters which come to their knowledge when carrying out his functions or duties under this Act, and shall not communicate any such matters to any person except in the discharge of their functions and duties under this Act.
• Every person commits an offence and shall be liable on conviction to imprisonment for a term not exceeding 3 months or to a fine not exceeding $1,000 or to both who willfully acts in contravention of subsection (1).

Note: this section of the Act applies to all members and staff of the Authority and to anyone engaged or employed on the work of the Authority.

Relationships

The Analyst/Administrator must maintain effective relations with people as follows:

External relationships

Authority clients

• Making consultation appointments as required;
• Greeting visitors respectfully;
• Answering telephone queries where appropriate.

Service and information providers (e.g. contractors or consultants)

• Passing and receiving information as required by the Executive Director or members.

MBIE

• Matters relating to the service level agreement / arrangements between MBIE and the Authority as appropriate.

Internal relationships

Authority members

• Servicing research, analysis, administrative and meeting support needs.

The Executive Director

• Servicing research, analysis, administrative and meeting support needs.

Contractors & consultants

• Support of activities.

MBIE Employment Services

• All personal matters pertaining to employment (to be channeled through the Executive Director).

Most challenging aspects of the role

The most challenging aspects of the role are:

• Researching, analysing and reporting within the required timeframe on complex matters relating to the Authority’s work;
• Ensuring that determinations and other documents are word-processed accurately according to the decisions of the Authority, and in accordance with legal, policy and style requirements; and
• Dealing with Authority clients, parliamentary and public sector agencies, Crown Law, MBIE and individual local authorities, while being respectfully and professional at all times and being assertive when necessary.

Person specification

The Analyst/Administrator must have expertise sufficient to meet all the accountabilities of this position description, including:

Qualifications

Essential:

• Bachelor’s degree (or similar level of knowledge gained in another process) providing the incumbent with expertise in research, analysis and reporting of complex issues and capability to complete complex reports, policy papers and business cases, e.g. degree or knowledge focusing on human resources, mathematics, law, public policy/administration or business.

Desirable:

• Relevant post graduate degree in human resources, public administration or business.

Experience

Essential:

• Provided that the Analyst/Administrator has appropriate qualifications as above, this could be a graduate entry role.

Desirable:

• Time spent in a business, policy analyst or administrator role.

Interpersonal skills

• High standard of oral and written communications skills.
• Capability to interact respectfully with a wide range of critical stakeholders.

Skills

Essential:

• Competent levels of skills in using computer applications such as spreadsheets (MS Excel), statistical calculators, word processors (MS Word) and databases.

Desirable:

• Advanced training and/or qualifications in using spreadsheets, statistical calculators, word processors and databases.

The Analyst/Administrator must have the following levels of competence:

Highly Competent:

• Research and analysis techniques to assist and inform the Authority’s remuneration determinations.
• Using spreadsheets and databases.

Competent:

• Accurate word-processing and minute taking.
• Interpersonal interaction with senior government officials and statutory officers.

Awareness:

• Core principles, values, ethics and morals of the New Zealand public service.