Ministry of Economic Development Role Description

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1 Ministry of Economic Development Role Description Date of Last Review: 25 January 2008 Title: Insolvency Administrator Role Band: C Incumbent: Salary Band: $34,518 - $51,776 LOCATION: Branch and Section: Business Services Branch, Insolvency & Trustee Service Geographical Location: Christchurch Manager s Title: Insolvency Manager National Resources Manager Once Removed Title: Manager - National Resources and Southern Region CONTEXT: The Government has set a long-term goal of growing the economy to deliver greater prosperity, security and opportunities to all New Zealanders. The purpose of the Ministry of Economic Development is to support this goal by fostering economic development and prosperity for all New Zealanders. The Ministry s focus in pursuing this purpose is dependent on the priorities set by our Ministers. Current priorities include: helping businesses to survive the economic downturn and raise their productivity; reducing the regulatory and compliance demands that can burden businesses and get in the way of their growth; achieving a step up in infrastructure investment to reduce bottlenecks and improve economic productivity; and improving value for money from public spending so that government resources can be moved to where they are most needed. The Insolvency and Trustee Service (ITS) has three main functions, which it undertakes from five regional offices throughout the country. These functions are the administration of the affairs of people who become bankrupt and companies which go into liquidation; the administration of the Proceeds of Crime Act 1991 and involvement in enforcement and prosecution activities under the Insolvency Act The offices in Auckland, Hamilton, Napier, Wellington and Christchurch are complemented by a National Resource Group (NRG) based in Christchurch, a National Enforcement Unit based in Auckland, a National Contact Centre based in Christchurch and internet access to its database via the Insolvency and Trustee Services website The NRG was formed in 2002 as a Centre of Excellence to provide centralised support services to the five regional insolvency offices to enable them to focus on the administration of complex insolvencies. In December 2007 the NRG took on the additional responsibilities of receipting, reviewing and making orders for all types of debtor applications under the provisions of the Insolvency Act The NRG now administers No Asset Procedures, Summary Instalment Orders as well as all non complex bankruptcies. It also provides legal, accounting, trust accounting and file management support services to the five regional ITS offices. The group works to strict time frames and internal control standards and must also adhere to the provisions of the Insolvency Act Insolvency Administrator Role description 1

2 ROLE PURPOSE The Insolvency Administrator (IA) provides a range of day to day centralised file management administrative services to facilitate the administration of insolvencies in accordance with relevant legislation and ITS policy and procedures. The IA must play their part in the ITS goal of Providing Quality Solutions. ROLE TYPE: Line ROLE DIMENSIONS: Feature Focus of role Leadership Range of influence Delegations Description The ITS employs 4 Insolvency Administrators. They provide administration services in the areas of receiving and reviewing debtor applications, setting up new estates, processing data from Statements of Affairs and Creditors Claims. While a large part of the role is data entry the quality of source data is poor at times and incumbents are expected to demonstrate a high level of problem solving and initiative as well as a reasonable level of understanding of the Insolvency Act. There is no leadership role. This position plays a pivotal role in ITS by providing various administration services and incumbents can expect to come in contact with ITS staff and external clients at different times. As such Insolvency Administrators will be expected to have a high level of credibility with all staff within the ITS with regard to the services they provide. The key characteristics of the group are: (a) (b) (c) (d) None The primary client base is internal to the ITS; A requirement to follow strict processing time frames and internal control requirements in the performance of its work; An understanding of and commitment to trustee principles and an understanding of the Insolvency Act 2006; A commitment to ITS principles and practices. Insolvency Administrator Role description 2

3 ROLE ACCOUNTABILITIES: Areas of Accountability Review Applications To accurately review all debtor applications in a timely manner Creation of new estate records To accurately set up new estates within time frame Typical Behaviours which demonstrate work at the appropriate level Review applications for completeness and correctness in a timely manner. To make calls and send follow up letters to gain information as required to applicants. Complete the NRG vetting checklist, and file note all action and information to justify decisions. Make referrals to the relevant Senior Insolvency Administrator to accept or reject applications, or escalate the application for review. Maintain and monitor all pre bankruptcy information and destroy it in accordance with policy. Send follow up letters to people who may think that they are bankrupt but aren t. Enter new estates in accordance with time frames and quality standards. Liaise with Courts on any discrepancies with the data provided by them. Carry out applicable register searches to enable estates to be classified. Performance Indicators which may be a result of the incumbent working at the right level. Seeks assistance when unsure. exercised when reviewing applications. All communications are professional, timely and acquire the required information to assist prompt application processing. All file notes fully justify the stance of the Official Assignee and allow the Senior Insolvency Administrator to confirm referrals/decisions on applications. Referrals are on the whole sound and comply with NRG procedures & policies and the relevant legislation. Data checks reveal no material errors. Seeks assistance when unsure. exercised when classifying new estates. Relevant sections of Team manuals kept up to date. ITS staff. Statement of Affairs and Creditor Claims Enter data accurately and to time frames. Insolvency Administrator Role description 3

4 Enter data from these documents accurately and to time frame Mail opening and advertising Process incoming mail and assist Senior Insolvency Administrators with simple distributions to creditors and advertising (as required). Team Contribution Develop, maintain and enhance effective relationships with team members Effective relationships with key stakeholders Develop, maintain and enhance effective relationships with key stakeholders including ITS staff, Court staff and MED Contact Centre Contribute to ITS, BSB and wider Ministry perspective Make decisions on what assets will not be entered based on guidelines. Contact creditors to resolve simple queries. Open and distribute mail in accordance with procedures. Act as backup to Senior Insolvency Administrators to ensure that all statutory advertising is correctly taken out when required. Support other members of the team in their work, including contributing to team workflows as required. Participate in personal and team performance assessments in accordance with the Managing our Performance policy. Willingly share ideas and experiences. Actively participate at team meetings. Willingly give and receive feedback. Respond to requests promptly. Liaise with Contact Centre staff on classification issues. Liaise with Courts on any discrepancies with the data provided by them. Participates as member of ITS/Branch/Ministry Project teams as appropriate. Modelling MED Values and behaviours. Contribute to positive working environment. Contributes to special projects as required. Data checks reveal no material errors. exercised when entering data. Relevant sections of Team manuals kept up to date. ITS staff. Internal audits find no material faults with mail procedures. No complaints received about advertisements. Demonstrates a commitment to team decisions and goals and team targets are met. Works constructively with NRG team members. Team is recognised as a professional and efficient unit with a can do: will do attitude. Behaves accountably. Deliver services within agreed time frames. Presents information in the manner most appropriate for the client. Actively and positively contributes to projects. Demonstrates confidence in dealing with staff across the MED. cross branch staff. Insolvency Administrator Role description 4

5 ROLE AUTHORITIES: Role Authority Team member Access to work of other team members Initiate task review Request a work performance review Seek review of leaders /managers decision Initiate review of fair treatment MINIMUM CAPABILITY NECESSARY TO WORK TO ROLE: Capability Area Cognitive Power Knowledge and Skills Emotional Intelligence (Judgement, temperament and influence) Valuing Work of Role Description Ability to identify problems, research alternatives, and suggest solutions. Ability to learn from mistakes Ability to read understand and apply legislation. A medium to high level of data entry processing speed (8,000 kph) and accuracy (90%). An understanding of the role of a Trustee. The ability to interpret low level financial documents and data. Sound communication skills. Computer literacy. An understanding of audit/internal control processes. Ability to manage time effectively. Ability to prioritise work to meet deadlines. Common sense approach. Confident and persuasive communicator. Listens to clients and colleagues and responds to queries and information in a way that demonstrates understanding of the other person s point of view. Good relationship management skills. Willing to receive and give feedback. Able to view problems and new ideas from different perspectives and recognises a need to consider new approaches to issues. Able to identify client s needs accurately, and contributes to improving client service standards. Desire to get things done. Recognise need for effective collaboration across the ITS, Branch and Ministry to achieve goals. Insolvency Administrator Role description 5

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