PA/Team Administrator – Strategy, Performance and Design

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Tēnei tūranga – About the role

The role is responsible for providing efficient and effective support services to the Director – Service Transformation and to support the wider team of advisors and team leads.

Key Relationships

  • Team members.
  • People in other government agencies.
  • Suppliers of goods and services.
  • Stakeholders.
  • All Executive Assistants and PA/Team Administrators in MBIE.
  • All Managers and people in the team.
  • All Managers and people in MBIE.

Ngā herenga – Requirements of the role

Personal specifications

A proven track record of experience and achievement in:

  • Providing personal and administrative support to senior managers and teams.
  • Demonstrated agility in supporting multiple teams and responding to changes in priorities.
  • An ability to work independently and be a self-starter › Excellent relationship management skills.
  • Ability to work effectively in a team environment and to prioritise to achieve MBIE outcomes.
  • Willingness to work in a flexible and dynamic environment.
  • Demonstrate resilience.
  • Ability to work under pressure in a complex environment.
  • Wide ranging knowledge of administration systems and processes.
  • Sound relationship management skills.
  • Proactive and uses initiative.
  • Good standard of computer literacy and word processing.
  • Ability to work effectively in a team environment and to prioritise work to achieve MBIE outcomes.

Qualifications

  • Comparable relevant experience.
  • Must have the legal right to live and work in New Zealand.

Responsibilities of this position are expected to change over time as the Ministry responds to changing needs. The incumbent will need the flexibility to adapt and develop as the environment evolves.

Critical areas of success

The Personal Assistant/Team Administrator will be required to deliver results in the following areas:

Providing personal support to Managers including:

  • Assisting management in prioritising key tasks.
  • Diary management.
  • Preparation of documentation.
  • Recording of meeting minutes and follow-up actions.

Providing administrative support including:

  • Arranging domestic and international travel.
  • Contract management › maintaining the Operational Policy & Service Design shared calendar.
  • Processing of invoices (e.g., flexipurchase and invoicing).
  • Ordering and purchasing of office equipment.
  • Liaising with facilities and IT people.

As well as:

  • Identifying opportunities of internal best practice, delivering sound administrative systems and processes as part of a business group support team, and maintaining a high quality and consistent MBIE approach.
  • Supporting management and team in utilising self-serve approaches.
  • Managing key working relationships within the Ministry and with people in Ministers’ offices.
  • Collating, monitoring and producing regular reporting as required on various team and project activities, - including but not limited to work programme updates, monthly team, branch and group reporting.

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 people 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.

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.

Organisational commitment and public service

  • Contributes to the development of, and helps promote and builds commitment to MBIE’s vision, mission, values and services.
  • Willingly undertakes any duty required within the context of the position.
  • Understands Equal Employment Opportunities (EEO) principles and the application of these to MBIE.
  • Complies with all legislative requirements and good employer obligations.

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 PA/Team Administrator position reports into the Director Service Transformation within the Strategy, Performance & Design branch. The branch sits within the Te Whakatairanga Service Delivery group.

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. 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

MBIE value: Māia - Bold & brave, Pae Kahurangi - Build our future, Mahi Tahi - Better together, Pono Me Te Tika - Own it