Job Description

Job Title: Business Support Coordinator, Kairuruku

Team: Business Support

Group: Corporate Services, Te Kāhui Tangata

Reporting to: Manager, Business Support (dotted line to DCE, Corporate Services)

Location: Wellington

Salary band: 12

Date: June 2021

Public Service Purpose / Te Aronga o te Ratonga Tūmatanui

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. You can find out more about what this means at (https://www.publicservice.govt.nz/aboutus).

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How we do things – our values

INVESTED - We are committed and responsible

BOLD - We are courageous, shaping our place in the world

COLLABORATIVE - We are connected and journey with others

Enabling New Zealanders to flourish – our purpose

Our purpose statement goes beyond describing what our organisation does. It succinctly and powerfully captures the value that we will deliver to New Zealanders.

➢ Flourish: A living organism flourishes when it grows or develops in a healthy or vigorous way, especially as the result of a particularly congenial environment. We think that’s what transport should do for New Zealanders.

➢ New Zealanders: New Zealanders are central to what we do. This includes New Zealand Inc, the business sector, and our international connections, but at the heart of all of it people.

➢ Enabling: We are here to help create the transport ecosystem that will enable society and businesses to flourish, and grow.

Business Support Coordinator

The Ministry of Transport is the Government’s system lead on transport. Our purpose is to enable New Zealanders to flourish, reflecting transport’s role in shaping our society, economy and environment.

The Corporate Services Group is responsible for leading the development of, and supporting the effective implementation of the Ministry’s organisational and policy strategy, through the effective delivery of specialist corporate services.

The Business Support Coordinator is part of the Business Support Team. The Business Support team provides a range of high quality, professional support services to the Ministry, including office administration and facilities management. The team adopt an integrated team approach which is customer focussed and flexible to ensure that tailored and seamless support is provided to all areas of the organisation.

Business Support Coordinator’s are assigned a specific administrative portfolio to champion, which requires the jobholder to deliver expert advice, assistance and improvement in assigned areas.

What you will do to contribute - key responsibilities

The Business Support Coordinator role has responsibility for providing high quality, effective, customer focussed support and understands customer’s needs to provide administrative solutions that solve problems and add value.

Business Support Coordinators work proactively with customers to anticipate future needs and issues by “owning their space” and finding effective and proactive solutions to address these needs. An outcome will be that customers feel understood and supported. This role is responsible for:

This role is responsible for:

Trusted adviser

• Be the key contact for your group regarding Ministry systems, policies and procedures

• Maintain up to date knowledge of the Ministry’s business systems and be able to trouble shoot

• Promote administrative systems, policies and processes to their group

• Providing high quality, effective, customer focussed support -

• understanding customer’s needs and provide administrative solutions to solve problems and add value

Executive Assistance

• Providing administrative support to the business group managers, including diary and event management

• Coordinating meetings, preparing agendas, taking and distributing minutes and following up actions as required

• Providing secretariat support service for transport entities as required by relevant managers

Business and Administrative Support

• Formatting documents, setting up meetings, set up external activities, printing or photocopying for the managers they are responsible for

• Providing shared secretarial and administrative support to the business group to ensure they are supported and have the right tools to perform in their roles

• Ensuring papers, documents, reports and presentations are prepared to required timeframes and quality standards

• Arranging travel and accommodation.

• Assisting with organising seminars, workshops, conferences and/or functions, by coordinating arrangements, invitations, budgets etc.

Facilities

• Maintain knowledge to be able to act as a back up for the Business Support and Facilities Coordinator role

Manage relationships

• Working collaboratively with other Business Support team members to provide an integrated and seamless customer service.

• Develop and maintain relationships with key internal and external stakeholders that contribute to the effective support of the Ministry.

Financial

• Processing/certifying invoices for approval and payment

• Preparing expense claim forms, arranging reimbursements, and preparing monthly credit card reconciliations

• Reconciling taxi-charge and travel statements, in accordance with Ministry guidelines

• Assisting with monthly accruals

The duties and responsibilities in this document are not exhaustive. The incumbent may be required to perform other work which is consistent with the nature of the role.

Who you will work with to get the job done

What you will bring specifically

Essential:

• Worked in a complex multi functional office environment.

• Sound understanding of the role of public servants and public service, working with Ministers and other government departments and agencies.

Internal Senior Leadership team

All managers and staff

External Ministers and Associate Ministers Office

External Providers and contractors

• High level of proficiency in Microsoft Office tools and products (e.g. word, excel, outlook, PowerPoint, visio), is essential

• Proactive willing approach

• Agile, flexible work style

• Understanding of business processes, including financial processes and reporting

• Proven interpersonal and relationship building skills

• Ability to work under pressure, set priorities and manage tight timelines

• Able to work without close supervision and under pressure to meet deadlines while producing high quality, accurate work

• Proficiency in Microsoft Office tools and products (e.g. word, excel, outlook, powerpoint, visio)

Your health, safety and wellbeing

At the Ministry we expect all employees to:

• Work safely and take responsibility for keeping self and colleagues free from harm

• Report incidents and hazards promptly

• Know what to do in the event of an emergency

• Ensure personal health and safety standards are adhered to when at work or offsite when working

Capabilities

We use the Leadership Success Profile (LSP) to help guide our people, including those not in management positions, towards the skills and capabilities needed for success within the Ministry and across the public sector.

Honest and courageous Deliver the hard messages, and makes difficult decisions in a timely manner to advance the longer-term best interests of customers and New Zealand.

Curious

Show curiosity, flexibility, and openness in analysing and integrating ideas, information, and differing perspectives; to make fit-for-purpose decisions.

Self-aware and agile Leverage self-awareness to improve skills and adapt approach; to strengthen personal capability over time and optimise effectiveness with different situations and people.

Resilience Show composure, grit, and a sense of perspective when the going gets tough; to help others maintain optimism and focus.

Job title: Executive Assistant to Deputy Chief Executive | Kaiāwhina ki te Pou Turuki

Group: Corporate Services | Te Kāhui Tangata

Reporting to: Kaiwhakahaere | Manager Business Support

Location: Wellington

Salary band: 13 Date August 2022

Public Service Purpose | Te Aronga o te Ratonga Tūmatanui

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.

You can find out more about what this means at (https://www.publicservice.govt.nz/aboutus).

Our values / Ngā uaratanga matua

Enabling New Zealanders to flourish – our purpose

Our purpose statement goes beyond describing what our organisation does. It succinctly and

powerfully captures the value that we will deliver to New Zealanders.

• Flourish: A living organism flourishes when it grows or develops in a healthy or vigorous way, especially as the result of a particularly congenial environment. We think that’s what transport should do for New Zealanders.

• New Zealanders: New Zealanders are central to what we do. This includes New Zealand Inc, the business sector, and our international connections, but at the heart of all of it people.

• Enabling: We are here to help create the transport ecosystem that will enable society and businesses to flourish and grow.

Te Whakahuatanga| Job Description

BOLD

HE MĀIA

We are courageous,

shaping our place in the

world

INVESTED

KEI ROTO MĀTAU

We are committed and

responsible

COLLABORATIVE

HE MAHI NGĀTAHI

We are connected and

journey with others

Kaiāwhina ki te Pou Turuki | Executive Assistant to Deputy Chief Executive

The Ministry of Transport is the Government’s system lead on transport. Our purpose is to enable New Zealanders to flourish, reflecting transport’s role in shaping our society, economy and environment.

The Corporate Services Group is responsible for leading the development of, and supporting the effective implementation of the Ministry’s organisational and policy strategy, through the effective delivery of specialist corporate services.

This role is part of the Business Support Team. The Business Support Team provides a range of high quality, professional support services to the Ministry, including office administration and facilities management.

The role of the Executive Assistant to the DCE is to contribute to the effective and efficient operation of the Group by providing high-level professional support services to the DCE and other senior leaders in the Group.

What you will do to contribute - key responsibilities

The Executive Assistant is responsible for ensuring that the DCE’s group is managed in a professional and highly efficient manner. In addition, this role is also responsible for having a detailed understanding of relevant delegation procedures and key Ministry policies in order to support the DCE in taking appropriate actions and making key decisions.

The role also provides guidance and support to Business Support Coordinator roles across the business to help ensure managers and senior leaders are consistently well supported.

This role is responsible for:

Trusted Adviser

• Build a strategic partnership with the DCE to be a confidential and trusted adviser by developing the knowledge and understanding of the group and the work we carry out

• Ensure that the DCE is kept up to date is issues, priorities and developments

• Perform an intermediary role between all contacts to the DCE, ensuring effective communication channels and administrative systems are in place and the DCE’s expectations are met in regards to how they are represented internally and externally.

• Maintain an up to date knowledge of and apply all Ministry policies and procedures to ensure compliance.

Executive Assistance

• Proactively identify and draw attention to matters that require urgent action and prepare the groundwork ready for response, ensuring matters of risk and important issues are effectively flagged and resolved and sensitive information appropriately handled

• Provide effective diary and email management for the DCE, plan and optimise their schedule considering commitments, priorities and conflicting demands. Screen, asses and manage request of their time.

• Anticipate meetings the DCE regularly attends and ensure all papers and/or briefings are available and prioritised.

• Acting as a main point of contact for the DCE with the Minister’s office and coordinating meeting requests with the Minister, including coordinating the weekly meeting with the Minister.

• Maintain an overview of, and assistance to, the provision of secretariat support for relevant transport entities as required.

• Arrange and coordinate all aspects of meetings including forward agenda, following up actions, timely minutes are prepared to ensure the effective operation of meetings.

• Provide administrative support to senior leaders within the group.

Business and Administrative Support

• Organising functions, on behalf of the DCE; including invitations, guest lists, caterers to ensure functions run smoothly.

• Ensure that the DCE’s tasks are completed in a timely and efficient manner and that correspondence is timely and appropriate to the circumstances.

• Arranging domestic and international travel and accommodation, including itineraries.

Manage relationships

• Develop and maintain effective working relationships with transport sector agency DCE’s and their EA’s as well as other external stakeholders in the private sector and wider public sector that contribute to the effective executive support of the DCE.

Contributes to the wider Ministry

• Understand and keep updated with Ministry’s strategic direction and organisational structure, policies and practice

• Coordinating and liaising with other EA’s to exchange information on best practice and assist in the development of standards for team support.

The duties and responsibilities in this document are not exhaustive. The incumbent may be required

to perform other work which is consistent with the nature of the role.

Who you will work with to get the job done

Internal Chief Executive

Senior Leadership team

All Managers and staff

Corporate Services staff

External Ministers and Associate Ministers

Private Secretaries and office staff of the Ministers office

Board members of the transport Crown entities

Counterparts in other relevant departments and agencies

Professional associations

International stakeholders

Direct reports

• Nil

Delegations

• NIl

What you will bring specifically

Experience:

Essential

• Experience in providing professional support at a senior level, preferably in the public sector

• Outstanding organisational, prioritisation and time management skills

• Excellent communication skills, both written and oral including excellent listening skills • High level attention to details, presentation layout and accuracy

The ability to relate easily and effectively to a wide variety of people, with consideration and diplomacy

• Ability to work under pressure

• High level of proficiency in Microsoft Office tools and products (e.g. Word, Excel, Outlook, PowerPoint, Visio) is essential

Desirable

• Experience in, or knowledge of, the transport sector • Experience of working in government, a sound understanding of the role of the public

services and working with Ministers and other government departments and agencies

Knowledge and Skills:

• Proficiency in Microsoft Office tools and products (e.g. word, excel, outlook, powerpoint, visio)

Your health, safety and wellbeing

At the Ministry we expect all employees to:

• Work safely and take responsibility for keeping self and colleagues free from harm

• Report incidents and hazards promptly

• Know what to do in the event of an emergency

• Ensure personal health and safety standards are adhered to when at work or offsite when working

Leadership Success Profile - capabilities •

We use the Leadership Success Profile (LSP) to help guide our people, including those not in management positions, towards the skills and capabilities needed for success within the Ministry and across the public sector.

Honest and courageous

Deliver the hard messages and makes difficult decisions in a timely manner to advance the longer-

term best interests of customers and New Zealand.

Curious

Show curiosity, flexibility, and openness in analysing and integrating ideas, information, and differing

perspectives; to make fit-for-purpose decisions.

Self-aware and agile

Leverage self-awareness to improve skills and adapt approach; to strengthen personal capability

over time and optimise effectiveness with different situations and people.

Resilience

Show composure, grit, and a sense of perspective when the going gets tough; to help others

maintain optimism and focus.