Office Manager Job Description May 2023_1 1 | P a g e

Height Safety Solutions  Building and Structure Inspections  Rope Access Projects

Office Manager - Job Description

The Office Manager supports the company in order to efficiently meet agreed business goals and objectives.

As an integral and valued senior team member, the support the Office Manager provides the company is pivotal to the company’s performance in the field, quality-of-service delivery and company reputation.

The Office Managers role is varied and encompasses all aspects of administrative support. The combination of these role requirements provides a varied, challenging and stimulating work environment.

Key Responsibilities Key Tasks Health and Safety

Adhere to and be familiar with the Company’s Health and Safety requirements.

Have a clear understanding of the Company’s requirements in relation to Health and Safety systems and processes.

Update Health and Safety Procedures and Policies as advised by management.

Administrative & Accounting Duties

Ensure that all tasks are undertaken within the nominated timeframes.

Maintain high level of presentation, professionalism, productivity and minimise rework.

Ensure that completed tasks meet specifications and pre-determined internal and/or external quality standards.

Process and enter creditor and debtor invoices into the Company accounting program.

Load payroll and run payroll reports and reconcile against accounting program debtor invoice to ensure all hours are captured.

Ensure all job-related costs are correctly coded to ensure COS and GM of jobs is accurate.

Manage monthly debtor reporting and correspondence with clients, highlight overdue payments to Senior Management.

Reconcile creditor invoices against accounting program load to ensure correlation and pass on to Senior Management for payment.

Receiving and distributing correspondence, messages, and deliveries.

Run month end financial reporting off accounting program and identify any WIP revenue.

Review all systems and processes and identify areas where efficiencies can be applied.

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Height Safety Solutions  Building and Structure Inspections  Rope Access Projects

Client and Internal relationships

Build good rapport and strong working relationships with key stakeholders, both internally and externally.

Equipment Inspections

Upon completion of the equipment inspection run both the CORE inspection and summary sheets and check all information is correct.

General Assist Senior Management, Co-Ordinator’s, Supervisors, and the Administration team when required.

Notify the building owner of any building-related matters, including defects highlighted in the premise inspections and ensure any repairs have been carried out.

Duties:

Summary list of duties is indicative only as due to the nature of the Company’s business additional duties which are not outlined below may also be required to be undertaken.

Accounts

• Manage Accounts Payable and Accounts Receivable

• Account reconciliations and load banks creditor batch payments • Monthly revenue projections and stock take • Generate month end journals and close off each month. Bank Reconciliation. Debtor Control. • Liaise with company accountant.

Certification

• Issue Certificates of Compliance following inspection of Safety Systems/PPE • Maintain CORE Databases

• Maintain PPE/Height Safety System control

Administration

• Process Payroll, monitor IRD Website. Processing Timesheets ex WFM and submit Payroll to business accountant.

• Process all Invoices & Statements, Accounts Receivable & Accounts Payable, Bank Reconciliation, process bank batch payments and manage Debtor Control.

• Email and liaise with Company Accountant. • Manage Company Insurances, Lease Agreements, and Sub-Contracts Agreements etc. • Assist operations and project mgr in preparation of Tender Documents/Quotations and prequalification’s. • Open creditor accounts when requested by snr mgmt. • Ensure monthly materials stock take is completed and Accountant is notified as/if required. • Oversee for Landlord - Office/Yard Building Warrant of Fitness Compliance. • Update, review and correspondence and enquiries through Company website. • Maintain Staff Health Assessments including Southern Cross and Drug Assessments. • Fire Warden

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Height Safety Solutions  Building and Structure Inspections  Rope Access Projects

Key Skills and Role Attributes:

• Displays high level of accuracy with regards to completion of financial related documentation

• High level of computer literacy in use of accounting programs

• High level of competence in use of MS office suite

• High level of experience with Xero and WorkFlowmax or other accounting software.

• Clear communicator, with good written, verbal and interpersonal communication skills

• Ability to identify new more efficient processes or systems.

• Open collaborative working style with strong working relationships with internal stakeholders and snr management.

• Exhibits initiative and flexibility in adopting new systems and processes.

• Relates well to a diverse range of people and working styles.

• Works well under pressure and meets critical deadlines.

• Provides excellent Customer Service.

This job description serves to illustrate the scope and responsibilities of the role and is not intended to be an exhaustive list of duties. You will be expected to perform other job-related tasks requested by management and as necessitated by the development of this role and the development of the business.

ACKNOWLEDGEMENT

I certify that I have read, understood and accept the duties, responsibilities and obligations of my position.

SIGNED BY YOU ......................................................... Employee

............................................. Date

SIGNED BY MANAGEMENT ......................................................... Manager

............................................. Date

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Position Description

Title: Investment Business Partner

Branch: Corporate Services

Directorate: Finance & Procurement

Reports to: Manager Capital and Project Accounting

Location: Wellington

Approved by: Head of Finance Business Partnering

Date: January 2024

Let us introduce ourselves Ko wai mātou New Zealand Public Service Commission 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.

Ministry for Primary Industries (MPI) The Ministry for Primary Industries works to safeguard New Zealanders’ way of life, both now and well into the future. To ensure this, we have a vision where New Zealand is the world’s most sustainable provider of high- value food and primary products. Our organisational strategy sets the direction we need to take to achieve this vision and ensure the success of the food and primary industries for the benefit of all New Zealanders. For more information on our current strategy, see Our Strategy. As we deliver on our key outcomes of Prosperity (Tōnuitanga), Sustainability (Kauneke Tauwhiro), Protection (Whakangungu), and Visible Leadership (Ngā Manukura), we work hard to deliver for New Zealand. Using our key working styles, we always strive to be open, agile, engaging, and proactive.

Our commitment to Diversity and Inclusion To mātou kaingākau mo ngā rerekētanga me te tāpititanga

At MPI we respect the individual and want everyone to feel they can bring their whole selves to work every day. For more information on what Diversity and Inclusion looks and feels like at MPI, refer to - Our Diversity and Inclusion.

What is the purpose of this position? Te whainga poto o tēnei tūranga The Investment Business Partner reports to the Manager Capital and Project Accounting in Finance & Procurement to provide strategic financial management for MPI’s investment programme(s).

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This position will provide business and financial information and advice that assists in strategic decision making, and assist the internal stakeholders to manage, monitor and report on the financials. Working with our internal stakeholders, facilitate the development of multi-year investment plans comprising of initiatives relating to the introduction of new technologies, lifecycle, performance, capacity, and coverage, and support the business in the execution of these initiatives to realise the agreed business benefits.

What will you be doing? Ngā kawenga mahi Provide financial leadership for the implementation business case process. Work with the service providers and business owners to complete the economic analysis required to support the Economic Case, e.g NPV. Lead the medium- and long-term financial advice and reporting for relevant business units, programmes, governance boards, taking a whole of MPI approach to the advice provided. Lead the improvement in the internal financial and relevant non-financial reporting for specific business units or programmes. Evaluating and advising on proposed budget initiatives and new investment proposals. Understanding the programme’s key cost drivers and pressures and using this knowledge to provide proactive, relevant, and integrated business and financial advice to the programme governance board. Work with the programme team and Finance team to facilitate a detailed programme planning, budgeting, and reporting that is consistent with organisation wide processes. Ensure financial information are accurately produced in a timely manner. This may be through the month end processes, monthly programme governance board report or on an ad-hoc basis. Deliver effective financial training and support to those involved in the programme to ensure their financial capability matches the needs of the programme. Provide proactive, relevant, and integrated business and financial information and advice to programme team by developing an understanding of the business operations. Ensure stakeholders who are involved in the programme are financially literate by conducting adequate and effective training and support. Work within constraints such as the Public Finance Act, NZ GAAP, Treasury Instructions and Treasury Circulars in the Ministry for Primary Industries (MPI) context. Procurement – Lead the financial analysis work on behalf of the procurement team in the competitive dialogue process with the vendors. This will involve analysing the different cost / pricing models from the vendors and framing it up so that cost/pricing comparisons can be made. These costs will feed into the implementation business case process. Lead the financial work associated with the RFP process by developing the financial model to be used as part of the RFP process and lead the financial workstream for the RFP evaluation process. Benefits Management – Lead the financial work associated with developing the benefit profiles and the management plan, including driving the different financial instruments to work out the wellbeing cost benefit analysis.

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General Ngā korero Whānui Respond to the changing needs of the Ministry for Primary Industries (MPI), performing other tasks as reasonably required.

Participate in responses (using the New Zealand Coordinated Incident Management System) if required and support others to participate in response as required.

Maintain a strict sense of professional ethics, maintain confidentiality and privacy, and abide by MPI’s Code of Conduct.

This position description is not intended to be an exhaustive list of tasks, but to act as guide as to the main duties

and responsibilities of the position. Its content will be subject to regular review in conjunction with the job holder.

Who would you be working with? Ko wai ō hoa mahi?

Internal Nature of the relationship Manager Capital and Project Accounting

For guidance, support, and advice and to report progress, and identified issues

Programme Team or Other Project teams

To share information, work together, seek input, ensure alignment, and discuss technical issues.

Finance and other Business Units

To share information, work together, seek input, and ensure alignment and discuss technical issues.

MPI Managers To understand the business that MPI operates within and provide support and advice in achieving goals.

External Nature of the relationship Equivalents in other ministries To collaborate on initiatives across Government such as the application of

the Public Finance Act, NZ GAAP, Treasury Instructions and Treasury Circulars.

External suppliers Communicating and liaising with the consultants regarding the programme objectives and plans.

Treasury Completion of reporting requirements as allocated to required accuracy and within deadline. Liaison on matters as required.

Auditors Liaison on any audit issues within allocated programme as required.

Dimensions of the position Ngā ahuatanga ō tēnei turanga FREEDOM TO ACT The authority to exercise Human Resource Delegations of Authority for non-managerial positions as detailed in the Human Resource Delegations of Authority.

The ability to incur financial costs for non-managerial positions, as detailed in the Financial Delegations of Authority.

Non-Departmental Financial delegations (as approved by the Minister from time to time for specific programmes).

Expenditure within approved budget and delegated authority.

Planning, prioritising, and deploying all resources within the defined area of responsibility.

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SECURITY CLEARANCE To fulfil the requirement of this position a security clearance classification to the following level is required:

Criminal Conviction Check

Who are we looking for? Ko te tangata mo tēnei tūranga?

Qualifications Essential

• Chartered Accountant (CAANZ or equivalent) with 5 years post qualification experience

Experience and knowledge

Essential

• Understanding of programme planning, programme budgetary processes and systems relating to programme performance, reporting and governance

• Experience in contributing to strategic decisions and formulating business decisions

• Greater than 5 years’ experience on large scale >$10m programmes/projects, as lead accountant or equivalent business expertise and experience

• Experience in analysing technical issues and making business decisions with financial impact

• Significant experience in business engagement and the provision of financial services.

• Strong analytical, strategic, and planning skills as well as being commercially savvy

• Ability to influence others and encourage contributions from people over whom there is no management responsibility

• Able to build and maintain positive stakeholder relationships and effective networks across and within organisations.

• Be motivated by a challenge, bring a positive, flexible, and agile approach to work with a strong “can do” attitude

• Knowledge of Government Financial Management legislation, policies, and practices

• Experience in programme/project management.

Desire

• Knowledge of construction programme/project

• Experience in management reporting with large complex and diverse organisations

• Familiar with TechOne

Skills Essential

• Strong analysis skills.

• Excellent influencing and communication skills

• Ability to constructively challenge

• Proven negotiation skills

• Strong relationship management skills

Capabilities Ngā taumata mātou

COMMON CAPABILITIES – expected in all MPI roles

Engaging Te Whai Wāhitanga

• Connects with others

• Listens

• Reads people and situations

• Interacts appropriately in different situational / social / cultural settings

• Communicates tactfully

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COMMON CAPABILITIES – expected in all MPI roles

Honest and Courageous He Pono, He Māia

• Shows courage

• Shows decisiveness

• Acts with integrity

Resilient He Manawaroa

• Is adaptable

• Remains effective under pressure

• Demonstrates composure

Results Focus He Aro ki ngā Hua

• Committed and tenacious

• Focused on achieving

Self-Aware Learner He Ākonga Kiri Mōhio

• Seeks feedback on own performance

• Self-assesses

• Adapts approach

• Shows commitment to development

Tikanga Māori Tikanga: the dynamics of doing what is right / rite so as to respect, and not transgress, the mana, integrity and honour of anyone in a given context; Māori: the indigenous people of the land

• Applies Māori culture and language to work

• Draws on Māori culture to enrich one’s work

• Applies Māori knowledge and values within a government and Crown context

Refer to relevant Career Pathway Māori Cultural Competency for role-specific expectations.

CAPABILITIES – specifically relevant to this role

Works Collaboratively

• Understands the context

• Focuses on priority work

• Shares information

• Builds trust with other teams/groups

• Works across boundaries

• Supports others to succeed

Customer and Stakeholder Connection

• Thinks about broader context

• Knows stakeholders / customers

• Consults widely

Communicates with Impact

• Communicates clearly

• Influences others

• Communication achieves intended purpose

Plans and Organises

• Manages and delivers on work priorities

• Purposeful about use of time

Solves Problems • Takes steps to fully understand the problem and contributing factors

• Explores different solution options and side effects

• Selects and implements solutions that are effective

• Involves stakeholders and ensures that solutions meet their needs

Inquiring and Analytical

• Thinks analytically and critically

• Displays curiosity

• Shows awareness, and minimises impact of bias

Judgement and Decision-Making

• Is astute; makes timely decisions that stand up to scrutiny;

• is comfortable proceeding when faced with uncertainty and incomplete data if circumstances demand it.

Quality Focus • Produces work that is complete, accurate and meets quality standards.

Strategic • Thinks, plans, acts, and engages others to consider broad context, future consequences, and multiple perspectives, to clarify the way forward.

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GROUP-SPECIFIC / TECHNICAL CAPABILITIES FROM CAREER PATHWAYS

Professional Knowledge

• Demonstrates a proficient level of professional skill and/or knowledge in accounting

• Ensure compliance with applicable standards, rules, regulations, and systems of internal control

• Keeps current with developments and trends

• Upholds professional integrity

Quality Focus • Produces work that is complete and accurate

• Meets quality standards

• Timely with information

RESPONSE TECHNCIAL EXPERT CAPABILITIES Solving Problems Identifies solution given available information Anticipating Problems

Forecasts and detects errors, gaps, and potential flaws

Professionalism Acts in accordance with job related values, principles, and standards

Dealing with Ambiguity

Comfortably manages unclear or unpredictable situations

Handling Pressure Remains calm, composed and focussed on the work in ongoing high-pressure situations