Tēnei tūranga – About the role

The Senior Reporting Analyst role is responsible for the design and delivery of

reporting and business analysis to the Employment Services Branch across a wide

variety of areas. The role ensures that information is used to inform good

governance and management decisions, supports the branch to implement

technology changes and ensures that Quality Management processes across the

branch are managed, fit for purpose and effective.

The Senior Reporting Analyst assists with design, implementation, maintenance of

Branch governance and performance monitoring activities, including reporting,

analysis, and delivery of ongoing reporting obligations. The Senior Reporting Analyst

uses their technical capability to extract data from our CRM systems and produce

reports of high accuracy for performance and monitoring purposes, OIA and broader

government reporting requirements

Information, analysis, and reporting provided from the Senior Reporting Analyst

supports both internal and external interactions.

Ngā herenga – Requirements of the role

Skills and Experience

A proven track record of experience and achievement in an analytical role, utilising

complex information.

• Wide ranging knowledge of systems and tools for reporting.

• Good understanding of the principles of database architecture and experience in writing database query scripts.

• Proven ability to use reporting infrastructures tools such as those included in SQL, BI Object etc.

• Experience in understanding multiple data sources and create simple, understandable information and analysis to support decision making.

• Ability to analyse data requirements and design solutions using appropriate business intelligence tools.

• Excellent relationship management skills, with the ability to communicate appropriately and effectively with stakeholders at all levels of the organisation.

• Highly organised with good time and task management skills and the ability to manage multiple priorities and demands from a range of stakeholders.

• Strong commitment to providing outstanding client service and public value for money.

• Working knowledge of public sector processes.

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

Qualifications

Tertiary qualification, preferably in information management, systems development,

statistics, computer science or other relevant discipline and/or extensive and

comparable relevant experience; and a commitment to ongoing professional

development.

Takohanga tuhinga o mua – Key accountabilities and deliverables

Critical areas of success

The Senior Reporting Analyst is required to deliver results in the following areas:

• Extracts data from various register databases through the use of specialist technical reporting tools.

• Identifies data or information requirements, assesses existing registry data sources, and develops new reports where necessary.

• Creates Ad-hoc data reports for one-off requirements.

• Creates and maintains automated reports to provide for ongoing data requirements.

• Creates and maintains self-service reports to provide for data frequently requested on an ad-hoc basis.

• Assists with administration, maintenance, and enhancement of the reporting infrastructure to enable high value, relevant, informative reporting in a timely manner.

• Extract data for OIA’s, Privacy Act and media requests within tight timeframes.

• Monitors trends and brings issues to management’s attention in a timely manner.

Communication

• Uses a range of appropriate communication tools and methods to communicate effectively.

• Can write in a style that is well organised, easily understood and relevant.

• Communicates technical information and/or complex information in an easy to understand manner.

• Presentations are fit for purpose and easily understood by the target audience.

• Can communicate confidently across a range of nationalities and roles.

Stakeholder Management

• Relationships are established, maintained and enhanced with relevant clients and stakeholders.

• Works collaboratively to provide services that are sought after and recognised for being of high quality.

• Understands the different drivers of each business unit and what these mean for reporting, and analysis of requirements.

• Transfers knowledge and learning to the team and wider organisation.

• Timeliness of delivery is effectively managed to meet business and stakeholder needs.

• Issues and risks are identified and managed.

• Responds quickly and appropriately to complaints and /or feedback and facilitates solutions to preserve a win-win situation.

• 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.

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 Senior Reporting Analyst position reports into the Manager Business Advisory

Services Employment within the Employment Services 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

Position Description

Kaiāwhina Rangapū | Executive Assistant

Manager Director Corporate Services

Location Wellington

Direct reports 0 Delegations 0

Date January 2023 Job band 13

About Te Hiringa Mahara

Te Hiringa Mahara, the Mental Health and Wellbeing Commission, is an independent Crown entity with the objective to contribute to better and equitable mental health and wellbeing outcomes for people in Aotearoa New Zealand.

Te Hiringa Mahara is an organisation committed to being grounded in Te Tiriti o Waitangi. Not only do legal obligations require Te Hiringa Mahara to take account of Te Tiriti o Waitangi in its work, but it is committed to enabling a system that achieves better and equitable mental health and wellbeing outcomes for Māori. We are also required to seek the views of people who have experienced mental distress, people who have experienced addictions (or both), and the persons (including family and Whānau) who support them.

We are a young organisation established to provide system oversight and leadership in the transformation of our mental health and wellbeing system. We will contribute to better and more equitable mental health and wellbeing outcomes for all people in Aotearoa through monitoring and reporting, advice, and advocacy.

Further details can be found at www.mhwc.govt.nz.

Vision, Mission, and Values

Our vision is: Tū tāngata mauri ora, thriving together.

Our mission is: Whakawateatia e tātou he ara oranga, clearing pathways to wellbeing for all

Our values are:

Tūhonotanga – we are inclusive, connected and stronger for it

Māia – we are courageous and speak up about what is important to people

Māramatanga – we learn by listening, seek knowledge, and use it for good

Tika – we are fair and respectful in supporting pathways to wellbeing

Aroha – we work with compassion – we care about the work we do and the people of Aotearoa

Position Description

Organisational Structure

The Data and Insights team is normally part of Wellbeing System Leadership & Insights but will be separate for 6 months due to staffing exigencies.

Position purpose

The Executive Assistant provides professional, high quality, timely one-to-one executive support to the following leaders in the organisation (referred to as Directors though the PD)

• Director Mental Health and Addiction Sector Leadership

• Director Wellbeing System Leadership and Insights

• Director Corporate Services

The support will include dealing with matters of a highly confidential and sensitive nature. The role requires exercising initiative and managing work to ensure smooth operation for the directors.

Key functional accountabilities and deliverables for this position

• Exercise judgement and initiative with respect to issues and risks and communicating these to the directors, ensuring the directors are kept informed of important and relevant developments.

• Prepare draft documentation/communication, proof read, format, check formatting and process documentation on behalf of the directors.

• Provide a forward look view of diary commitments and key milestones (e.g. Board papers, submissions) on a monthly and weekly basis and provide a daily summary of key priorities.

• Coordinate the Directors communication flow between them and the team.

• Assist with monthly and ad hoc report development

• Manage the directors’ electronic diaries, consistent with key priorities, including screening and managing requests for the directors’ time, assessing priorities,

Chief Executive

Wellbeing System Leadership

Mental Health and Addiction

Sector Leadership

Corporate Services

Data and Insights (temporary)

Senior EA Board & CE Director Māori

Position Description

facilitating space to complete work priorities and ensuring directors are aware of scheduled commitments

• Manage the directors’ correspondence and emails, including monitoring communications, assessing priorities, alerting the directors to items of priority and preparing draft responses. As appropriate, allocate and redirect items for action and follow up to ensure required actions are delivered.

• Use judgment and nouse in identifying and preparing the directors’ information requirements for meetings, appointments, presentations etc, ensuring briefing packs are developed in a timely manner.

• Act as a conduit to the directors following up inwards and outwards requests for information, outstanding items and correspondence, monitoring progress of items and alerting the directors to timing and delivery issues.

• Manage the directors’ travel arrangements and processing of administrative expenses.

• Support the organization in general administration tasks e.g., booking travel, drafting contracts, organizing approvals, catering

• Support the coding of invoices, ensure they hare accurately authorised at the appropriate level, and follow financial procedures and delegations

• Maintain documentation with appropriate confidentiality, ensuring accurate capture, distribution, index, catalogue, storage and retrieval.

• Provide quality assurance and process expertise to the ongoing development and improvement of administrative processes, procedures and systems within Te Hiringa Mahara as part of the administration team.

• Support the EA to the CE and Board Chair when required and as agreed with the Director Corporate Services.

• Ensure all work reflects our responsibilities to the priority of equity and meeting Te Tiriti o Waitangi obligations.

This position description is intended as an insight to the main tasks and responsibilities required for the role and may be subject to change in consultation with the job holder.

Health, safety and wellbeing

At Te Hiringa Mahara we expect all of our Individual Contributors to:

• Help maintain a safe working environment by complying with and supporting all health and safety policies, guidelines and initiatives

• Know what to do in the event of an emergency or if a health and safety incident or near miss occurs

• Know how to keep yourself and others safe at work from hazards and risks relevant to your role

Key relationships

Position Description

The Executive Assistant has a key role in developing and maintaining effective working relationships with internal and external stakeholders.

Internal External

The Commission Board Government agencies

All Commission staff Vendors and contractors Service providers

Lived experience networks

Person specification

Essential

• Experience as an Personal Assistant/Executive Assistant

• Demonstrated ability to build and maintain relationships at all levels, including with the Board.

• Good analytical skills and attention to detail

• Excellent organisational skills along with the ability to think ahead, use initiative, establish priorities and meet deadlines whilst preserving the highest levels of accuracy and confidentiality

• Strong interpersonal, oral and written communication skills and the capacity to manage relationships at all levels, including with the Board, Government agencies and health sector leaders

• Proven record of delivery of high-quality work, including when working with ambiguity and time constraints

• Computer literate; proficient in Windows 2000 or later, MSWord/Excel and other Microsoft Office applications

• An understanding of Te Tiriti o Waitangi, Māori tikanga and Māori environments or a strong desire to develop your experience in this area.

• A first-hand experience or strong interest in supporting those who have lived and are affected by mental illness, distress and/or addiction would be highly valuable

Desirable

• Relevant tertiary qualification

• Experience in working in Government or health sector

Diversity and Inclusion

Te Hiringa Mahara welcomes and supports people of all gender identities, ages, ethnicities, sexual orientations, disabilities, and religions. A requirement of this role is to actively support and promote our diversity and inclusion principles.

Key Competencies

Position Description

Commitment to purpose - is committed to the organisation’s goals and strategies, and understands the socio-political context in which it operates

Te ao Māori - has the skills, understanding and confidence to work in true Te Tiriti o Waitangi partnership with Māori, as set out in the Te Tairawhiti capability framework.

Collaboration - builds and maintains highly effective working relationships with stakeholders and partners.

Teamwork - builds and maintains highly effective working relationships with colleagues within the Commission.

Impact & advocacy - is committed to creating system transformation and understands how to prioritise for greatest impact.

Delivering results - sets objectives, plans and organises activities and resources to achieve results.

Analysis & judgement - uses logical thinking and analysis to clarify and resolve problems and make decisions.