Personal Assistant (to Team)

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1 Personal Assistant (to Team) Date Location: Reporting to: Responsible for: Key relationships: Wellington Manager Providing high quality secretarial and administrative support to. Manager and Assistant Investigators, Investigators and Senior Investigators in assigned team. The Ombudsmen are Officers of Parliament. Their functions are: (a) (b) (c) (d) (e) (f) To investigate complaints received under the Ombudsmen Act 1975 about the administrative acts and decisions of state sector agencies. To investigate and review decisions made by Ministers of the Crown and state sector agencies under the Official Information Act 1982 and Local Government Official Information and Meetings Act To provide guidance and information to employees who have made, or are considering making a protected disclosure pursuant to the Protected Disclosures Act 2000, and to be an appropriate authority in terms of the Act. To fulfil the role of National Preventive Mechanism for prisons, health and disability, immigration, child care and protection and youth justice detention centres in terms of the Crimes of Torture Act 1989 (COTA). To fulfil the role of an Independent Mechanism protecting and monitoring implementation of the United Nations Convention on the Rights of Persons with Disabilities. To provide comment to the Secretary for Transport on applications to access the Motor Vehicle Register made under s 241 of the Land Transport Act 1998.

2 Office of the Ombudsman Tari o tekaitiakimanatangata Job Description Page 2 Purpose The primary role of the Personal Assistant is to provide the full range of secretarial and administrative support services to the to assist them fulfil their responsibilities and accountabilities. Key areas of accountability PA support to the Manager and Team Provide full secretarial support to the Manager and their team including the editing and formatting of correspondence consistent with the office format (in IAT this includes preparing initial letters from templates for signature) Coordinate meetings hosted by the Manager and their team, including preparing the Agenda, taking minutes and preparing relevant materials Manage the diaries of the Manager and liaise with other parties as necessary to convene meetings Manage the task schedules of the Manager to ensure that they are aware in advance of upcoming work commitments and deadlines and have time scheduled to enable the necessary work to be done Provide statistical reports for the Manager and their team Manage the Manager s filing systems Retrieve and deliver files and correspondence required by the from onsite storage and Archives New Zealand Source and arrange for stationery and office requirements for the Screen telephone calls for the Manager and their team and meet and greet their visitors Make travel and accommodation arrangements and undertake other duties as may be required to support site visits and staff meetings for the Arrange catering for meetings hosted by the Arrange induction and orientation for new team members and prepare associated materials. This includes liaising with the Strategic Services Group to ensure induction information is current

3 Office of the Ombudsman Tari o tekaitiakimanatangata Job Description Page 3 Liaise with stakeholder agencies as required Update office leave calendar (including Datacom Easipay system) when notified of team absences Undertake research for the Manager and their team Hand deliver sensitive materials if required by Manager, Chief Ombudsman or Ombudsman. Word processing support to Provide word processing support, including the amending and finalising of material for appropriate signature Ensure the draft material (generally typed in Microsoft word) complies with the Office style and formatting guides Complete correspondence and update the relevant file actions on the Case Management System Prepare the material for courier or mail Print and bind reports Prepare Excel spreadsheets for Manager and their team Undertake photocopying, scanning, faxing and ing for the Other duties as required to support the smooth running of the Office. Organisational contribution Maintain good working relationships with all staff to help the whole Office operate as a positive coordinated unit Work collaboratively with all staff Provide 2 nd tier reception and intake and assessment support (when PA to I&A Team) Assist other areas of the office when necessary to ensure the optimal performance of the Office. General Deal with all work in a timely manner Deliver all work to a high quality standard Meet agreed performance targets and standards Ensure Office policies and procedures are implemented and applied appropriately, including the Policies and Procedures for Continuous Practice Improvement and Corporate Policy Manuals

4 Office of the Ombudsman Tari o tekaitiakimanatangata Job Description Page 4 Undertake such other duties and special assignments as may be allocated by the Manager. Ideal person specification Knowledge, experience, skills and attributes Previous experience in a personal assistant role. Strong organisational skills with the ability to effectively prioritise and execute work in a high pressured environment. Excellent interpersonal and communication skills with a proven ability to relate well to others, including agency officials, media, Members of Parliament, researchers, lawyers, advocates and members of the public. A proven ability to work methodically, pay attention to detail, use initiative in solving problems and know when to seek advice and guidance. A proven ability to apply the utmost discretion in dealing with sensitive issues such as those involving human resources, management and investigations and inspections under the Ombudsman s jurisdiction. Highly accurate typing (with a speed of approximately 80 words per minute) and excellent computer keyboard skills. Competent in the use of Microsoft Office suite of applications including Word, PowerPoint and Excel. Good computer literacy skills able to work with a variety of electronic systems and databases to facilitate work. Experience in undertaking administrative tasks, including data entry, file storage and retrieval, and mail handling. A proven ability to accurately process and record information. A flexible and accommodating approach to variations in workload and tasks. Experience in working in government or the state sector environment and/or a good understanding of how the New Zealand public sector works. A proven ability to support and work collaboratively with other staff members. Professional, responsible, with an attitude that is service minded, positive and teamoriented.

5 Office of the Ombudsman Tari o tekaitiakimanatangata Job Description Page 5 Competencies Planning, organising and Self-management Individuals who demonstrate this competency possess an ability to establish courses of action for themselves that will ensure specific tasks or goals are achieved to a high quality, using appropriate resources, in a timely manner. Communication skills Individuals who demonstrate this competency are able to present and express ideas effectively in a range of contexts and settings, adjusting their style and language to the context, the message and the recipient. Problem solving Individuals who demonstrate this competency are able to identify and understand issues, problems and opportunities; gather and interpret information and use effective, appropriate action to resolve the matter, in consultation with others. Professionalism and organisation commitment Individuals who demonstrate this competency align their behaviours with the values, priorities and goals of the Office and encourage others to do the same. They demonstrate the highest standards of personal and professional behaviour while doing their work and engaging with stakeholders. Key performance indicators Key performance indicators will be developed in 2013/14 as part of the Policies and Procedures for Continuous Practice Improvement, chapter 11.4 and may change over time when required. Security clearance A mandatory requirement of the appointee to this position is the completion and ongoing maintenance, to the satisfaction of the Chief Ombudsman, of a Security Intelligence Service security vetting.

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