Personal Assistant/Team Administrator

Tēnei tūranga – About the role

The Personal Assistant /Team Administrator is responsible for providing professional secretarial, organisation and administrative support services to managers and teams in the Science System Investment and Performance (SSIP) branch, ensuring all tasks are completed in a proactive manner, facilitating the needs of the business. This will be executed by:

• Providing proactive and efficient diary management, correspondence and administrative.
• Supporting managers and ensuring their day-to-day work activities are managed effectively.
• Being a communications link between your manager and the wider organisation by building highly effective relationships and strong connections.
• Providing efficient and effective administrative support services to the People Leader and wider team in a proactive and collaborative way.
• Exercising discretion and initiative to enable information to flow efficiently between your manager and the organisation.
• Operating as a self-managing team to help facilitate knowledge transfer, skills development, back up services and workflow practices that deliver a highly effective administrative service.

Ngā herenga – Requirements of the role

Personal specifications

• A proven track record of experience and achievement in providing personal and administrative support to managers and teams.
• Experience with a government agency preferably but not essential.
• Demonstrated agility in supporting multiple teams and responding to changes in priorities.
• Wide ranging knowledge of administration systems and processes.
• Sound relationship management skills.
• Proactive and uses initiative.
• High standard of computer literacy and word processing.
• Ability to work effectively in a team environment and to prioritise work to achieve MBIE outcomes.
• Willingness to work in a flexible and dynamic environment.
• Has high ethical and professional standards and exercises discretion.
• Must have the legal right to live and work in New Zealand.

Qualifications

• Comparable relevant experience.

Takohanga tuhinga o mua – Key accountabilities and deliverables

Critical areas of success

• Developing and delivering sound administrative systems and processes to assist senior management to achieve decision making outcomes.
• Organising external and internal engagement and appointments, using discretion.
• Understanding the business group and branch priorities and business plans and the key agencies with which it interacts in order to inform assessment of priorities or redirection of workflow.
• Coordinating stakeholder management for the group or branch.
• Maintaining effective internal and external relationships and enhancing information sharing.
• Managing key working relationships within the Ministry.
• Liaising with suppliers and contractors.
• Identifies opportunities for best practice, delivering sound administrative systems and processes as part of a branch business support team.
• Supports management and team in utilising self-serve approaches.

Providing executive assistance to support managers to meet their priorities and accountabilities including:

• Assisting in the prioritising of key tasks.
• Diary management and bring up system.
• Monitoring and screening of emails and other communication.
• Preparation of documentation, including taking meeting minutes and materials to support the wider team.
• Follow-up action.

Providing administrative support including:

• Arranging travel, accommodation, and transport.
• Assisting with event management managing and catering for branch and teams.
• Processing of invoices and payments.
• Ordering and purchasing of office equipment.
• Liaising with facilities and DDI staff.
• Maintaining filing of documents and files.

Customer focus

• Identifies the needs or expectations of customers.
• Treats internal customers with the same courtesies they would extend to external customers.
• Works hard to meet customer deadlines.
• Always looks to improve service.
• Maintains professionalism.

Relationship Management

• Participates as an active team member and contributes knowledge and expertise needed to achieve MBIE’s outcomes.
• Develops effective working relationships with other MBIE managers and staff in order to transfer knowledge and learning from the team to the wider organisation.
• Builds and maintains effective relationships and partnerships with internal and external stakeholders, as necessary, in order to identify and share best practice information and to promote the Ministry, its products and services.
• Represents whole-of-Ministry views and protects its reputation in any external interactions. 

Action Oriented

• Takes responsibility for own work.
• Self-starter.
• Seeks input if required.
• Recognises and acts on opportunities.

Self-Management

• Models positive behaviours.
• Models the desired values and culture of the organisation.
• Willingly shares knowledge, expertise and within the team and with others in the organisation.
• Acts with honesty and integrity.
• Welcomes feedback and is receptive to input from others.
• Tasks responsibility for own behaviour and is open to development.

Wellbeing, health and 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 Personal Assistant/Team Administrator position reports into the Manager Investment Operations in the Labour, Science and Enterprise group.

The Science System Investment and Performance (SSIP) branch makes, manages, and assesses scientific investments to meet New Zealand’s economic, social, and environmental goals. 

The branch delivers:

• Through a portfolio approach, based on broad scientific knowledge within the branch, and the contribution of specialised expertise from the sector (e.g. through Panels and assessors).
• Through sector stewardship, working as a credible partner and neutral broker within the sector and across government to facilitate discussions and identify opportunities.
• As a smart operator, with both scientific and government sector credibility, and the ability to marry these to find practical solutions.
• By being the expert on best practice and running efficient, clear processes.

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 (work). 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