Job Description. Position: Senior Internal Communications Advisor. Direct Reports: 1

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1 Job Position: Senior Internal Communications Advisor Group: Shared Services Reporting to: Group Manager, Shared Services Direct Reports: 1 Branch: Communications Job Family/Band Corporate J 1. Purpose of Parliamentary Service The Parliamentary Service provides administrative and support services to members of Parliament, and administers members' funding entitlements. These include: providing members with support staff in their offices; assistance with travel arrangements; providing policy advice; accounting services; research information services; security services; the provision of information and communications technology support; and catering services. The Parliamentary Service is also responsible for looking after the buildings and grounds of the parliamentary precincts. 2. Purpose of Shared Services Group The purpose of the Shared Service Group is to provide back office and specialist support services to Members of Parliament and parliamentary parties, other parliamentary agencies, and to the Parliamentary Service within a clear service delivery model. These services include: Financial management and advisory services Payroll services HR consultancy and advice Policy advice about Member entitlements Member induction and transition Member and party support staff Customer Service Improvement Relationship Management Member travel services, and Communications. 3. Purpose of the Communications Branch The Communications Branch supports the General Manager and Senior Management Team in respect of Parliamentary Service s specific and broad communications activities. Specifically the communications group provides strategic and operational communications advice and support for major initiatives and projects across the organisations along with routine communications activities. 4. Purpose of the Position The Senior Internal Communications Advisor reports to the Group Manager, Shared Services. The role will support the General Manager and the Senior Management Team in respect of the Parliamentary Service s specific and broad communications activities. 3/06/2014 Senior Communications Advisor Page 1 of 6

2 In particular, the Senior Internal Communications Advisor will provide strategic and operational communications advice and assistance for major initiatives and projects across the organisation, as well as for routine communications activities. A key requirement is the ability to act independently, provide highquality expert communications advice, and plan and implement agreed communications activity. 5. Key Responsibilities and Accountabilities Strategic Responsibilities The position of Senior Internal Communications Advisor is pivotal to the development and implementation of relevant and timely communication plans and activities to ensure the Parliamentary Service delivers quality services to its clients. The Senior Internal Communications Advisor will: Lead the development and implementation of the Parliamentary Service s communications programmes. Provide expertise in strategic communication planning, advice and implementation. Lead business communication programmes with a strong online systems emphasis. Monitor the ongoing performance of communication activities, including ensuring the quality, timeliness and effectiveness is of a high standard. Manage the monitoring and application of the Parliamentary Service corporate identity Manage the development and usage of the Intranet from a business perspective. Operational Responsibilities A significant part of the role will be to ensure: Internal Communication materials support the needs of members and their staff. Internal Communications advice is provided to Parliamentary Service Managers, staff and Organisational Development team in the progression to the desired Organisational Culture. Services are improved by providing consistent, relevant, up-to-date information. Parliamentary Service managers are assisted with group and branch communications plans to support project implementation, change management processes and other organisational events. Ongoing evaluation of the effectiveness of communications, and use the results of such evaluation to review and improve communications systems, processes and practices to best meet the needs of the service. The production of online content via the Intranet, Twitter etc supports members and staff. Advice on issues management as appropriate. The role of communications as a key tool in management best practice is championed. The development of communications skills within the Parliamentary Service is lead, supported and facilitated. Assist General Manager s office with external media enquiries. Editing, Publications, and Releases The Senior Internal Communications Advisor is responsible for business communications in the online environment. The role will take an active part in drafting, reviewing and publishing a variety of communications across a wide variety of media including social media. The Senior Internal Communications Advisor will: Oversee the development and publication of business information relevant to the key client groups and recommend the format and delivery systems and media for its dissemination. Review draft documents to identify key communications issues. Ensure appropriate key messages are prepared in advance and used for communication with the relevant audiences. 3/06/2014 Senior Communications Advisor Page 2 of 6

3 Research, edit and produce quality communication materials (e.g. web content, business documentation, press releases, newsletters) Correct misinformation about activities and issues, when appropriate and necessary. Stakeholder Relationships The Senior Internal Communications Advisor will: Provide Communications assistance for implementation of the Stakeholder Relationship Strategy. Provide advice that covers matters such as linkages to other Branch activities and relationships with external stakeholders and media. Monitor and report against the effectiveness of the stakeholder relationship plan Take an active role in the establishment and implementation of consultation and communications processes with key stakeholders. Ensure that outcomes of consultation are appropriately reflected in communications advice and activities. Project Work The Senior Internal Communications Advisor will participate in specific Parliamentary Service project work, either as part of a project team, advisor to a project or project team, or as a project manager as required by the Group Manager, Shared Services. Health and Safety Manage health and safety responsibilities by: maintaining a safe and healthy workplace immediately reporting any hazards, accidents or near misses appropriately comply with the health and safety policies of the Parliamentary Service. 6. Decision Making Authority This position works closely with the Group Manager, Shared Services to support the organisation strategy. The Senior Internal Communications Advisor will deliver decisions in line with the guidelines, policies and procedures of the Parliamentary Service, the Speaker s Directions and in the State Sector Act. 7. Key Relationships Organisational Reports to Group Manager, Shared Services Working relationships General Manager Senior Management Team Group and Branch Managers Other Parliamentary Service staff Speaker s Office Other agencies 3/06/2014 Senior Communications Advisor Page 3 of 6

4 8. Person Specification To effectively carry out this role the following levels of experience, knowledge and skill have been identified: Required Professional experience Tertiary qualification in Communications, Politics or media / journalism. Proven experience working in internal Communications at an intermediate / senior level. Experience in using communications as a tool to enhance and improve customer services and organisational performance. Political acumen and a good understanding of the New Zealand parliamentary environment. Previous experience working in Parliament is desirable. Experience in the provision of strategic and operational communications advice. Ability to think analytically about issues and express ideas clearly and conceptually. Proactively identify ways to continuously improve service delivery. Able to think and interact strategically and innovatively while exercising sound judgement. Demonstrated ability in identifying strategic linkages between organisational and communications initiatives. Demonstrated experience and well-developed understanding of online channels of communication. Good relationship management skills with the ability to effectively use these in a politically sensitive environment. Familiarity with current business systems and the production of content for these systems. Experience in managing projects. Experience in dealing with external media is desirable. Personal skills Action oriented and results driven. A high level of initiative and self-management. Highly-developed sense of ethics and integrity. Able to form effective relationships with a wide range of people. Ability to share knowledge and consult with and respect the opinions of others. An understanding of the Treaty of Waitangi. 9. Parliamentary Service Competencies Core Staff Competencies These are key areas of skill, knowledge and attributes that underpin successful performance in the Parliamentary Service. These six competencies are required for everyone across the organisation to achieve the professional standards that customers and colleagues expect. Client Oriented Integrity and Trust Political Acumen Quality Results Oriented Builds rapport, respect and trust with clients to create mutually beneficial relationships, foster cooperation and achieve agreed results. Models the highest standards of personal, professional and institutional behaviour that ensure a politically impartial, valued and respected Parliamentary Service. Understands the conventions, structure, and functions of the political environment to successfully foster supportive relationships and achieve expected outcomes. Uses effective methods to achieve results and continually looks for areas for improvement. 3/06/2014 Senior Communications Advisor Page 4 of 6

5 Collaboration Communication Fosters relationships for the overall good of the Parliamentary Service. Able to write clearly and succinctly; is able to converse with others and articulate different points of view; and present information and ideas in a variety of environments and situations. Management Competencies The Parliamentary Service competencies for managers are key areas of skill, knowledge and attitude that underpin successful performance in the Parliamentary Service. The indicators for each competency outline the behaviours that demonstrate outstanding performance. Leadership Competencies Managing Vision and Purpose Stakeholder Engagement Political Acumen Communicates a compelling and inspired vision and sense of core purpose in a way that creates meaning for staff and acts as reference point for planning, analysis and decision making. Builds rapport, respect and trust with all stakeholder groups to create mutually beneficial networks and relationships, foster cooperation and leverage results. Understands the political environment, the organisational cultural dynamics and the wider cultural, social and economic environment to foster supportive stakeholder relations and achieve organisational results. Management Competencies Maintaining Organisational Capability Managing People Decision Making Collaboration Communication Has a sound understanding of a range of effective management practices and applies these appropriately to achieve organisational goals and objectives. Maximises the quality and contributions of staff to achieve the organisational goals and objectives both now and in the future. Is able and prepared to make decisions and accept responsibility for them. Fosters relationships for the overall good of the Parliament Able to write clearly and succinctly; is able to converse with others and articulate different points of view; and present information and ideas in a variety of environments and situations. 3/06/2014 Senior Communications Advisor Page 5 of 6

6 Personal and Interpersonal Attributes Energy and Drive Resilience/ Composure Integrity and Trust Driven by a personal commitment to excellence that has a balanced focus on attaining personal and organisational goals and objectives. Remains composed under pressure and manages own emotions when placed in difficult and distressing situations. Models the highest standards of personal, professional and institutional behaviour that ensure a politically impartial, valued and respected Parliamentary Service. 3/06/2014 Senior Communications Advisor Page 6 of 6