JOB EXPECTATION. Commissioner Inland Revenue. Corporate Services

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1 JOB EXPECTATION Title: Reports to: Personal Assistant Manager/s About Inland Revenue Inland Revenue plays a critical role in improving the economic and social wellbeing of New Zealanders. Inland Revenue collects 85% of the government s tax revenue as well as collecting and disbursing social support programme payments and providing the government with policy advice. We are working to achieve a desired future where: Inland Revenue is responsive in meeting the changing and increasing expectations of government and society. We make it easy for customers to get it right and hard to get it wrong. Society has confidence that appropriate action will be taken against customers who do not comply. Increasingly, paying tax is seen as contributing to society. We are professional, approachable, effective and efficient. Inland Revenue is structured into five main areas of business: Commissioner Inland Revenue Business Development & Systems Service Delivery Corporate Services Office of the Chief Tax Counsel Policy Advice Division To find out more about who we are, our structure and purpose, the services we provide and our commitment to the community visit Our website will also tell you more about our commitment to our people and the range of benefits available to our staff. Job Expectation To achieve our desired future as set out in Inland Revenue s strategic plan, Our Way Forward, it is critical that Inland Revenue is an agile and responsive organisation. To support this, this Job Expectation for the Personal Assistant role sets out the generic key skills, attributes, accountabilities, competencies, and behaviours expected of all job-holders in this role. The focus for each performance year will be agreed between the job-holder and their manager as part of the annual Performance Management cycle. Generic PA to Manager - Oct 2008 JE#31 1

2 Best Suited Criteria For recruitment purposes, candidates may not be required to be fully competent in all areas of the job expectation. When recruiting for this position, the Recruitment Panel will develop the best-suited criteria required for that particular vacancy to be filled using the key generic skills and attributes, competencies, and behaviours set out in this Job Expectation. Position Purpose The Personal Assistant role is pivotal in supporting the management team. The role is responsible for delivering highly professional executive and administrative support. The level within the organisation that a manager interacts with will reflect the level of accountabilities, outcomes and skill required of the Personal Assistant role described within this job expectation. A key aspect of the role will be assisting managers to effectively manage their competing priorities and demanding work schedules. This will include the management and co-ordination of a variety of tasks and/or conflicting priorities. Integral to the role is the ability to maintain awareness of the overall activities of the business and functions. This will enable the Personal Assistant to direct enquiries to the relevant areas, proactively identify business issues that may impact and at times initiate action on behalf of the Manager. The Personal Assistant may be required to lead, manage or participate in projects of an administrative nature and will be required to demonstrate excellent organisational and time management skills. The Personal Assistant will be responsible for the management of sensitive information and it is essential that integrity, professional discretion and confidentially is maintained at all times. Accountabilities & Outcomes The specific key result areas, performance indicators and measures for delivering successful results for this role will be agreed between the job-holder and their manager as part of the annual Performance Management cycle. The Personal Assistant is responsible and accountable for: 1. Executive Support Effectively ensuring accurate diary management by remaining alert to potential scheduling and workflow conflicts to ensure optimum efficiency of management time. Efficiently screening and redirecting contacts, facilitating necessary diary changes and managing expectations. Competently drafting documentation for the managers signature. This may require research and analysis of information as well as providing typing, editing, layout and/or web front-page services. Supporting the recruitment and appointment process by providing administration, coordination and liaison services when required. Providing administrative and secretarial support to the management team, as directed by the manager if necessary. 2. Information Management The Personal Assistant will efficiently manage correspondence, information and data by: Generic PA to Manager - Oct 2008 JE#31 2

3 Prioritising s and correspondence, identifying and pro-actively alerting the manager to important information in a timely way. Maintaining efficient and effective filing (electronic and paper) systems to ensure ease and timely retrieval of information. Researching, collating and preparing information from a variety of sources. Co-ordinating and distributing information to meet time lines with discretion and confidentiality. Assisting with the communication of information from the manager s office to key stakeholders using effective judgement. This may include putting in place appropriate communication practices and processes which meet the needs of the manager and the audience. Confidently prioritising and sharing information with appropriate audiences in the manager s absence, making certain that he/she is kept in the communication loop and alerted to any potential issues. Developing and maintaining effective and efficient administrative systems and procedures. This includes monitoring the administrative systems and procedures and taking appropriate actions to ensure their effectiveness. 3. Projects, Meetings & Event Support The Personal Assistant will co-ordinate, organise and support projects, meetings, events and if expenditure is required, within budget by: o Providing agenda and papers that are accurately prepared and circulated to the Manager and all attendees prior to meetings. Recording action points/minutes at meetings, distributing these when necessary, organising equipment if required for the meeting or event and following up post meeting actions. Organising internal and external events in collaboration with appropriate business areas to coordinate catering, equipment, venues and accommodation to secure the most costeffective options. Co-ordinating and organising domestic travel arrangements (within New Zealand) through the appropriate business unit to secure the most cost-effective fares. Co-ordinating and organising overseas travel arrangements through the Inland Revenue preferred supplier to secure the most cost effective fares. Efficiently collating, checking, coding and distributing all accounts associated with events and meetings for approval. 4. Optimising Organisational Efficiency The Personal Assistant will: Maintain effective work practices by keeping abreast of best practice methods applicable to the Personal Assistant role. Proactively identify and address (or escalate) issues that may impact on the business and recommend appropriate solutions. Undertake Business Management Controls (BMC) if appropriate to the role. 5. Asset/ Budget Management On behalf of their Manager, the Personal Assistant will assist with asset management by: Co-ordinating the purchasing of assets in collaboration with the appropriate business area. Effectively administer co-ordinate, track, stationery supplies and assist in inventory control in collaboration with the appropriate business unit. Reliably co-ordinate, process and facilitate the sign-off of staff expense claims, external business accounts, purchase orders, staff and manager time reports. Generic PA to Manager - Oct 2008 JE#31 3

4 Efficiently supporting the Manager with financial data from MIRI or other financial systems as required. 6. Health & Safety The Personal Assistant is responsible for: Taking no action that harms themselves or others Taking actions that maintain the health and safety of themselves and others Accurately reporting all accidents, incidents, symptoms of discomfort and near misses Identifying and reporting workplace hazards Actively participating in health and safety training. Actively participating in their own rehabilitation, in the event of an injury or illness. Adhering to employee responsibilities as set out in IR's Health and Safety Manual. Key Skills & Attributes In addition to the core organisational competencies set out in this Job Expectation, it is essential that the Personal Assistant possesses and demonstrates competence in: Working Collaboratively The commitment and professionalism required to support management within a large and complex organisation and be skilled at translating business requirements into work priorities for their Manager. The leadership and expertise needed to advise and coach other Personal Assistants who may be less experienced. Displaying flexibility and availability to support other senior managers in the absence of their personal assistants, or when other personal assistants require extra support or assistance. Using initiative to proactively seek solutions. A strong customer focus and approachability that encourages communication and contributes to a positive team environment. A sound understanding of how the wider business operates or the flexibility to quickly adapt, develop and maintain knowledge of Inland Revenue and the individual business groups. Relationship Management o A high level of diplomacy and interpersonal skill communicating with all levels of management and staff facilitating sensitive issues when necessary. o Maintaining confidentiality and security of information at all times. o A willingness to share knowledge and information with peers, managers and external customers making information readily available to meet their needs. o The ability to build and consolidate professional relationships and seek networking opportunities with peers internally at all levels within the organisation and externally within the State Sector. Self Management Taking responsibility for managing their own area of work and/or allocated project-based activities and initiatives. Generic PA to Manager - Oct 2008 JE#31 4

5 A high level of time management skills by prioritising competing demands and workload. Strong self management and acknowledge personal responsibility for their own work outcomes as well as a commitment to maintaining, integrity, tact and diplomacy. Specialist Knowledge The Personal Assistant will possess: Accurate and efficient keyboard skills with up to date knowledge of relevant software packages and may be required to utilise or learn Dictaphone typing skills. Excellent grammatical and spelling skills with the ability to format documentation professionally. Ideally have experience with finance systems and/or the willingness and ability to quickly develop skills in new software and systems. The ability to understand and clearly communicate information and ideas, both in writing and verbally. Confidence and experience to evaluate facts and reach balanced decisions. Delegations: Staff reporting: Personnel: Nil Financial delegations are specific to the role Technical: Nil Nil Generic PA to Manager - Oct 2008 JE#31 5

6 Personal Assistant - Relationship Diagram Reports to: Manager The job holder works with their Manager/s on maintaining strong internal and external customer relationships. The job holder contributes by making suggestions regarding quality and service improvement. The job holder supports their Manager/s during change by implementing new work practices. Collaboration: All Senior Management Personal Assistants, Business Groups, BMS, staff of Inland Revenue nationally, external vendors and customers, other government agencies. The job holder is accountable for building positive, effective and collaborative relationships with other people in Inland Revenue to share knowledge, ideas and efficient work practices and processes. This position: o o Personal Assistant The job holder completes their tasks and delivers outcomes to organisational policies, practices and standards. Their interactions with customers have a very direct effect on Inland Revenue s public profile within our society. The outcomes the job holder is responsible for can be measured immediately and up to 3 months. The job holder focuses on the quality of the immediate tasks in hand and uses practical judgement to ensure resources are utilised to optimum effect. Liaison: All Senior Management Personal Assistants, Group Managers, National Managers, BMS, all Inland Revenue Business Units, external partners, other government agencies, shared service areas. Revenue nationally, external vendors and customers. The job holder builds and maintains positive and effective working relationships with relevant internal customers and external agencies to support and achieve organisational outcomes. Generic PA to Manager - Oct 2008 JE#31 6

7 Competency Profile Personal Assistant Customer Focus (15) Functional / Technical Skills (24) Integrity & Trust (29) Peer Relationships (42) Action Oriented (1) Organising (39) Priority Setting (50) Time Management (62) Communication (67) Is dedicated to meeting the expectations and requirements of internal and external customers; gets first-hand customer information and uses it for improvements in products and services; acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect. Has the functional and technical knowledge and skills to do the job at a high level of accomplishment; effective at multitasking; is comfortable juggling multiple unfinished tasks; can act without having the total picture. Is widely trusted; is seen as a direct, truthful individual; can present the unvarnished truth in an appropriate and helpful manner; keeps confidences, admits mistakes. Can quickly find common ground and solve problems for the good of all; can represent his/her own interests and yet be fair to other groups; can solve problems with peers with a minimum of noise; is seen as a team player and is cooperative; easily gains trust and support of peers; encourages collaboration. Enjoys working hard; is action oriented and full of energy for the things he/she sees as challenging; demonstrates good self management; uses initiative and anticipates manager s needs. Can marshal resources (people, funding, material, support) to get things done; can orchestrate multiple activities at once to accomplish a goal; uses resources effectively and efficiently; arranges information and files in a useful manner. Spends his/her time and the time of others on what's important. Quickly zeros in on the critical few and puts the trivial many aside. Can quickly sense what will help or hinder accomplishing a goal. Eliminates roadblocks. Creates focus. Uses his/her time effectively and efficiently; values time; concentrates his/her efforts on the more important priorities; gets more done in less time than others; can attend to a broader range of activities. Is able to communicate clearly and succinctly in a variety of settings and styles, can get messages across that have the desired effect. Copyright Lominger International: A Korn/Ferry Company. ALL RIGHTS RESERVED. Generic PA to Manager - Oct 2008 JE#31 7

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