Job details

Job description # 2907

Title Personal Assistant – School Transport

Business Group Te Puna Hanganga Matihiko

Salary band A5

Location Wellington

Reports to Group Manager / Director

Direct reports Nil

Organisation Context

Our Purpose

We work together to shape an education system that delivers excellent and equitable outcomes.

Ko tā mātou he waihanga i tētahi pūnaha mātauranga e tuku ai he otinga tōkeke, he otinga hiranga

Our Behaviours

Aroha: care and concern for others

Ōrite: equitable opportunities for all

Whanaungatanga: a shared purpose and sense of belonging

Kaitiakitanga: looking after our relationships and our resources

Manaaki: we are kind, generous and respectful

Pono: we do the right thing, not the easy thing

Mahi Tahi: we connect and collaborate

Whakamanawa: we empower each other to do our best

Whakawhirinaki: by consistently demonstrating our behaviours we build trust with each other and the people we service.

Job Context

Job Purpose

Te Puna Hanganga, Matihiko is the Infrastructure and Digital group at Te Tāhuhu o te Mātauranga, Ministry of Education.

It’s our job to provide and maintain school buildings, administer school transport assistance and ensure schools and kura have digital solutions that work for them.

The School Transport group spends around $220m on transport assistance each year, helping get more than 100,000 students to and from school each day.

The Personal Assistant will provide support to the Group Manager by effectively managing their schedule and performing a wide variety of administrative, planning, and organising duties for the whole group. The Personal Assistant also supports and coordinates group wide activities including supporting other Managers in the group.

JOB DESCRIPTION | Personal Assistant – Te Puna Hanganga Matihiko

Duties performed require considerable initiative, tact and confidentiality, and the exercise of independent, mature judgment.

Accountabilities

Key accountabilities Key activities

Proactive Assistance • Develop knowledge and understanding of the Group Manager’s / work commitments and priorities.

• Apply good judgement and maturity in pro-actively assisting the Group Manager to make decisions and undertake required actions.

• Identify and draw attention to emerging issues, associated risks and potential solutions for the Group Manager. Follow through on any actions required and monitor issues until it is resolved.

• Maintain strong relationships at all levels across the Ministry and with external stakeholders.

Support for the Group • Arrange travel bookings and itineraries for domestic and international travel for Group Manager and staff in the group.

• Coordinate recruitment activity in the group as well as other processes for onboarding, staff moves, changes and people leaving.

• Understand the corporate processes and provide advice to Managers in the group on requirements.

• Perform administrative and coordination activities for the group and Managers as required.

• Organise and set up meetings and seminars including equipment and catering.

• Contribute to the smooth running of TPHM by responding to administrative and coordination requests that have a cross TPHM impact.

Diary Management • Pro-actively manage the Group Manager diary effectively and efficiently in order support them in the discharge of their duties.

• Ensure all papers and/or briefings required for meetings are provided.

• Allow adequate time for review of papers and reading time.

• Anticipate demands on the Group Manager’s time and proactively manage commitments and diary changes at times without consultation, i.e. display judgment and initiative.

Workflow coordination • Ensure the Group Manager is aware of reporting and other processes they need to be contribute to.

• Assist the commissioning of pieces of work, particularly around the management and leadership of the group that supports the Group Manager to do their job well.

• Monitor the progress of some pieces of work commissioned and follow up as required.

• Help manage the digital and physical storage and organisation of files and other information.

• Assist in the drafting of correspondence, presentations or other material as required.

JOB DESCRIPTION | Personal Assistant – Te Puna Hanganga Matihiko

Job specific competencies

Behavioural expectations of all people linked closely to our mission and behaviours and Code of Conduct. To be successful in your role, you’ll need to display the behaviours and attitudes that are described in our competency framework. For more information, visit publicservice.govt.nz/resources/leadership-success-profile/

Capability Level Capability Level

Leading strategically 1 Developing talent 1

Leading with influence 1 Managing work Priorities 2

Enhancing organisational performance

2

Enhancing system performance 2

Leading at the political interface 1

Tātai Pou Demonstration of Tātai Pou competencies:

• Pou Hono – Valuing Māori

• Pou Mana – Knowledge of Māori content

• Pou Kipa – Achieving equitable education outcomes for Māori

Develops, implements, innovates and strategically resources, to achieve equitable outcomes for Māori and leads others to do the same.

Supports and advances the growth of cultural competency within the team.

Key working relationships

Internal Type of relationship

Support staff within TPHM and across the Ministry

network

Managers and staff within the Group support

Staff that provide corporate services to the Group Manager / Director

network

External Type of relationship

Key stakeholders of the Group Manager / Director

network

Technical and specialist capabilities

Qualifications

Expertise, Knowledge and skills

• Computer literate, including MS Word, Outlook, Excel, Power Point, Visio to intermediate or advanced level

• Experience in a similar role

• Knowledge of and experience of the Machinery of Government and/or public sector advantageous

• Strong time management and organisational skills

• Ability to build and maintain strong relationships across a diverse group of contacts

• Demonstrated ability to learn and operate a wide range of administrative and financial systems.

Job details

JOB DESCRIPTION | Personal Assistant – Te Puna Hanganga Matihiko

Financial Delegation Nil

People Delegation Nil

Health, Safety and Wellbeing

I am responsible for:

• My own health and safety and that of my colleagues.

• Reporting of all incidents and near misses.

This position has the following specific requirements

Nil

Office use

Date reviewed & approved March 2022

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POSITION DESCRIPTION Position title: Legal Personal Assistant

Reports to: Legal Support Manager

Group: Operational Services, Strategy and Corporate Group

Direct Reports: Nil

Document Date: June 2019 (update July 2021)

Crown Law Overview

Crown Law provides legal advice and representation services to the government in matters affecting the executive government. The services provided include matters covering judicial review of government actions, constitutional questions including Treaty of Waitangi issues, the enforcement of criminal law and the protection of revenue. Crown Law also administers the prosecution process in the criminal justice system, in particular, Crown prosecutions.

Crown Law’s vision is to provide collaborative, indispensable, legal service. Crown Law’s purpose is summarised in the following statements:

• Legal experts: We are experts in public, criminal, constitutional and Treaty of Waitangi law; enabling Government to pursue its policy objectives according to law.

• Kaitiaki of the rule of law: We support the Law Officers (the Solicitor-General and Attorney- General) to determine the Crown’s view of the law.

• System leaders: We provide leadership for the networks of Crown Solicitors, public prosecuting agencies and in-house Government lawyers.

Crown Law team members strive to demonstrate the following Ways of Working in our interactions with each other, our clients and in all we do.

• We take pride in all we do

• We value our differences

• We look after the mana of other people

• We recognise our impact on others

• We care about each other

The organisation is committed to flexibility and provides a range of flexible working arrangements that allow our team members to work in ways that allow them and the organisation to perform at their best.

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Public Service

Mahi tōpū ai ngā Kaimahi Tūmatanui e whai tikanga ai te noho a ngā tāngata o Aotearoa. Hei tā te Public Service Act ko te pūtake o ngā Kaimahi Kāwanatanga, ko te tautoko i te kāwanatanga whai ture me te kāwanatanga manapori; ko te āwhina i te Kāwanatanga o te wā nei me ō anamata ki te whakawhanake, ki te whakatinana hoki i ā rātou kaupapa here; ko te tuku i ngā ratonga tūmatanui e nui ana te kounga, e nahanaha ana anō hoki; ko te tautoko i te Kāwanatanga e tūroa ai te whai oranga o te marea; ko te huawaere i te whai wāhitanga o te kirirarau ki te ao tūmatanui me te whakatutuki i ngā mahi i runga i tā te ture i whakahau ai. E hiranga ana te wāhi ki a mātou ki te tautoko i te Karauna i ana hononga ki ngā iwi Māori i raro i te Tiriti o Waitangi. Ahakoa he nui ngā momo tūranga mahi, e tapatahi ana ngā kaimahi tūmatanui i roto i te whakaaro nui ki te hāpai i ngā hapori, ka mutu, e arahina ana ā mātou mahi e ngā mātāpono matua me ngā uara o ngā Kaimahi Tūmatanui.

The public service works collectively to make a meaningful difference for New Zealanders.  The Public Service Act states that the purpose of the public service is to support constitutional and democratic government, enable both the current Government and successive governments to develop and implement their policies, deliver high-quality and efficient public services, support the Government to pursue the long-term public interest, facilitate active citizenship and act in accordance with the law.  We have an important role in supporting the Crown in its relationships with Māori under the Treaty of Waitangi and te Tiriti o Waitangi.  Whilst there are many diverse roles, all public servants are unified by a spirit of service to the community, and guided by the core principles and values of the public service in our work.

Role Context

The Operational Services Group provides high quality administrative and business services to enable Crown Law to deliver collaborative, indispensable legal service to the government. We take a business partnering approach to delivering professional, customer-centred services. These include tailored support for legal counsel, a range of services to enable successful litigation, and business services to ensure the smooth running of the Crown Law Office.

The Legal Support Teams provide personal administrative support to legal counsel, enabling them to deliver quality legal advice and representation services. The Legal Support Teams work closely with the Litigation Enablement Team to ensure quality outcomes and end-to-end support services for counsel and litigation matters.

Role Purpose

Deliver high quality administrative services to several counsel through a business partnership based on strong relationship management skills, which contributes to Crown Law delivering on its vision and strategy.

Key Result Areas

Information Maintenance • Prepare and manage documentation for Counsel. Depending on the needs and area of

expertise of specific Counsel, this may include the following activities. Note this is an illustrative and not exhaustive list of tasks:

• Creating court memos and non-evidential documents

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• Coordinating affidavits and finalise for filing and serving

• Transcription / dictation including witness briefings and chronologies

• Updating and maintaining precedents

• If required, creating some matter-related documents adhering to Crown Law’s standards for saving and retrieving documents, plus accurate formatting aligned to appropriate legal standards and guidelines

• If required on occasion, preparing and managing material for Pleadings. This includes updating electronic and/or hardcopy court document files, loading information onto electronic devices, filing and service of court documents.

• As requested by the Legal Support Manager, coordinate the timely response to office-wide requests for information under the Official Information Act, Privacy Act, Ministerial requests, or similar

• Proof-read and check work to ensure quality of all documents meets expectations and standards

• Source and/or locate information for Counsel in a timely manner

• Coordinate and track requests, including files where appropriate

• Effectively maintain all systems with accurate data in a timely manner including 3E maintenance and databases

Logistics • Plan, organise and manage meetings and timetables specific to Counsel cases and litigation

(including minutes and actions)

• Manage Counsel calendars and appointments

• Organise travel for Counsel including booking, coordination and managing travel and accommodation

Communication • Assist Counsel with reports, files and briefings to external parties, including presentations

• Share information (advice, letters, memos, outcomes)

• Provide guidance and support to other Operational Services staff

• Establish and maintain external relationships (including clients, courts) as appropriate to Counsel cases, ensuring information flow is timely and accurate

Financial Administration • Assist Counsel with time-sheeting and preparation of client bills

• Request cheques to file court documents as required

• Organise credit card payments and reimbursements, checking invoices for accuracy and gaining sign-off

Health and Safety • Complies with all reasonable instructions regarding Health and Safety policies and

processes and the Health and Safety at Work Act 2015

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• Takes reasonable care to ensure that in the performance of their employment they do not undermine their own health and safety or the health and safety of any other person; and

• Works in a safe and responsible manner, ensuring incidents, accidents, hazards or near misses are promptly reported

General • Complete or assist with any other duties consistent with the position required from time to

time by the Legal Support Manager.

Key Working Relationships

Internal • Counsel

• Team Managers

• Litigation Support Team Leaders and teams

• Finance

• IT

External • Barristers

• Clients

• Attorney-General’s Office

• Ministers

• Courts

Skills, Experience and Qualifications

The ideal appointee will have the following skills, qualities and experience:

• Significant experience in providing quality administrative support in a legal environment

• Strong relationship management skills, building positive working relationships and influencing others

• Strong problem-solving and decision-making capabilities

• Excellent organisational and time management skills with the ability to effectively prioritise tasks

• Advanced MS Office skills (specifically advanced features in Microsoft Word including referencing and indexing and Microsoft Outlook)

• Clear oral and written communication skills with accurate grammar and spelling

• Accurate typing, formatting and proofreading skills.

Personal Attributes

The Legal Personal Assistant will be motivated and engaged by:

• Producing quality work consistently with accuracy and attention to detail

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• Taking a trusted advisor approach with Counsel to develop options in meeting deadlines and understanding the big picture pressures

• Providing coaching and guidance to other administrative staff

• Anticipating Counsel requirements and proactively providing appropriate administrative support

• High degree of confidentiality and ability to build trusted relationships

• Being a reliable team player and dependable buddy who listens and contributes to ideas, creating a trustworthy and cohesive environment

• Problem solving and managing complex tasks

• Supporting change and managing a number of different things at once.

Date approved June 2019

Review /Content updated date July 2021

Document owner Human Resources