Business Coordinator – Strategy, Performance and Design
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Tēnei tūranga – About the role
The Business Coordinator is responsible for providing confidential, efficient, and effective support to the Director Group Performance, Manager Group Business Management, Manager Ministerial Services, the wider Group Performance directorate, and Strategy, Performance and Design branch, to ensure they can effectively perform their roles and efficiently use their time to help delivering Te Whakatairanga Service Delivery Group and MBIE’s outcomes.
Ngā herenga – Requirements of the role
Personal specifications
- Proven track record of experience and achievement in providing personal and administrative support to managers and teams.
- Wide ranging knowledge of administration systems and processes.
- Excellent stakeholder relationship management skills.
- Well-developed organisational and planning skills including time management, the ability to multi-task, and perform well under pressure.
- Accuracy and attention to detail.
- Excellent working knowledge and experience of Microsoft Office suite particularly Word, PowerPoint, Excel, and Adobe Professional.
- Ability to work effectively in a team environment and to prioritise to achieve outcomes.
- Demonstrated agility in supporting multiple teams and responding to changes in priorities.
- Discretion and tack to handle sensitive and private information.
- An understanding in the machinery of government and the New Zealand political landscape.
- Must have the ability to work in New Zealand.
Takohanga tuhinga o mua – Key accountabilities and deliverables
Support to managers
Provides personal support to Director Group Performance, Manager Group Business Management, and Manager Ministerial Services including:
- Assisting in prioritising key tasks.
- Diary management.
- Email management.
- Preparation of documentation and papers.
- Processing invoices and payments.
- Preparing agendas and taking leadership team meeting minutes.
- Identifies opportunities for best practice, delivering sound administrative systems and processes as part of a branch business support team.
- Maintains a high quality and consistent MBIE approach.
- Supports management and team in utilising self-serve approaches.
- Manages key working relationships with Ministry staff.
Team coordination
- Arranging travel.
- On / off boarding of new or departing staff.
- Contract administration, including loading contract information to financial systems.
- Organising stakeholder meetings including agenda preparation and minute taking.
- Assisting with event management and catering.
- Supporting branch staff in following MBIE policy and process.
- Arranging training.
- Ordering and purchasing of office equipment.
- Liaising with facilities and IT staff.
- Ad hoc tasks where required in support of branch leadership team and branch executive assistant.
Ministerial Services support
- Coordinating responses to Official Information Act and Privacy Act requests, as required.
- Logging items for processing and directing/redirecting correspondence as appropriate.
- Provide back-up support to the team when required, including assisting with redactions, and drafting response letters.
Group Business Management support
- Provide back-up support to the team when required, including assisting with self-reviews, Monthly Reporting, printing, and other administrative duties as required.
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 Business Coordinator position reports into the Manager Group Business Management, Group Performance Directorate within the Strategy, Performance and Design branch. The branch sits within the Te Whakatairanga Service Delivery 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
