TE HOROWHENUA TRUST POSITION DESCRIPTION

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1 TE HOROWHENUA TRUST POSITION DESCRIPTION NAME OF JOB HOLDER: New Position POSITION TITLE: Executive Support Officer REPORTS TO: CEO LOCATION: Te Takere, Levin DIRECT REPORTS: 1 (.2 FTE) INDIRECT REPORTS: Nil DATE: KEY PURPOSE OF THE ROLE: To provide the Management Team with high quality, efficient and comprehensive administrative support and project coordination to enable the team to focus on strategic and operational community services. REPORTING LINE CEO Executive Support Finance Officer Driver (0.2 FTE)

2 KEY PERFORMANCE OUTCOMES Provide administrative and management support services to the Management Team to ensure that the team is able to focus on core community strategies and operations. Deliver high level information processing to ensure effective, timely and accurate reporting and correspondence in line with legal and set standards. Assist with special events and projects as directed by the CEO to ensure high level support for delivering exceptional and successful projects and events. Perform the payroll processing function in line with remuneration policies, legislation and HDC requirements to eliminate financial risks and support healthy working relationships with staff. Coordinate and oversee all office and building maintenance support services to Te Horowhenua Trust to ensure that all company resources and assets are well maintained and serviced as set by operational and legislative requirements. Coordinate Donor and Grant applications and projects to meet annual budgets, Provide general support for organisation systems and procedures where required and as agreed with Te Horowhenua Trust to support continuous and high level of organisation services delivery. KEY RESPONSIBILITIES Administrative and Management Support Services Assist the Management Team with processing correspondence, which includes preparing outwards correspondence, receiving/distributing inwards correspondence and drafting of responses as per delegations. Screen, answer calls as required and take action as appropriate within delegated authority. Maintain filing systems and up to date recall systems for ongoing projects and tasks. Conduct research, compile data, and prepare papers for consideration by Managers Take messages and attend to members of the community and staff during times that the CEO is not available. Assist with presentations and the processing of statistics as directed by the CEO. Update and maintain manuals, policies and procedures. KEY PERFORMANCE INDICATORS All correspondence and communications is managed and/or responded to in a professional, courteous, timely and sensitive manner. All negotiated deadlines are adhered to and the CEO is kept informed of progress. An effective information flow exists within the management team and the rest of the organisation (vertically and horizontally). Administrative matters are managed, co-ordinated and resolved in a professional and timely manner. Record keeping and business papers are managed professionally and completed in an accurate and timely manner. Information Processing and Reporting Co-ordinate agendas and information for meetings (teams), when required take minutes/notes/action lists, prepare and update action plans, prepare and distribute minutes and other information. Assist CEO with the preparation of the monthly agenda: Draft agenda is prepared by the second to last Thursday each month for the CEOs approval, Accurate minutes of meetings are 2

3 ensure statistics and other content has been received from Managers and team leads, draft the Monthly CEO report, compile the agenda, distribute, upload to Kete archive. Assist in the preparation of business papers, (e.g. business plans and other customer and community services documentation and plans). Conduct research, compile data, and prepare occasional papers or reports for the Management Team or for inclusion in monthly agenda papers, Assist Management Team with writing the Annual Report. Carry out general administrative duties for the Management Team which could include spreadsheet entry, checking data, investigating information, data collection and information processing. Assist managers with the co-ordinating and organisation of professional development / training. Co-ordinate and arrange travel and accommodation bookings for staff through the Visitor Information Desk. Update relevant internal databases. Assist with typing and formatting of reports for Board meetings as required. Coordination of special events and projects Carry out or manage special projects for the Management Team from time to time. Arrange events, meetings and forums on behalf of the CEO and Management Team. Undertake activities, tasks and administration that contribute to business projects and special events as directed by the CEO Liaise with various stakeholders to assist with special projects and events. Assist with event/project enquiries and complaints and resolve issues as and when required. Process payroll Maintain daily attendance records, collect, approve and file sick and annual leave application forms, compile the fortnightly pay schedule for HDC Payroll. Maintain the Staff database (Access) Assist with the preparation of Employee Agreements, Letter of Offers and other HR/payroll related correspondence using mail merge, for CEO approval, Collate payroll data information as required by HDC kept; minutes are distributed as agreed within set time frames. Record keeping and business papers are managed and completed in an accurate and timely manner. Programmes and business performance is monitored and reported as required. Business plans are up to date and activities are monitored and measured. Staff are supported with correct and appropriate travel and accommodation itineraries. Management Team obtain timely support when requested. Meetings, summits and workshops are organised in conjunction with relevant business support staff as required. Contributions to business projects are professional, timely and make best use of available resources. Project coordination and operational planning and execution are supported with best practice administrative techniques and systems. Efficient and effective flow of payroll administration processes. Payroll input is processed timely, accurately, is complete and correctly authorised as per HDC procedure. Staff database is always up to date 3

4 Payroll systems and pay related records for example KiwiSaver, IRD, change of Bank and salary increases. Process data relating to the calculation of salaries, wages, allowance, or other payments. Record employee information, such as resignations and new employees to maintain an updated staff database, Assist in the preparation of official statutory returns. Process queries regarding contracts in conjunction with HDC payroll. Process bonus payments and expense claims. Issue and record adjustments to pay related records to rectify previous errors or process retroactive increases. Analyse input information to compare with company policy and procedures. Analyse and file the fortnightly payroll report received from HDC, Provide information to staff and managers on payroll enquiries. Office and Building Maintenance Services Be the primary liaison person for HDC and their contractors for all property and cleaning issues. Manage site issues at all 3 branches including: keys, security access/pass key tags, temporary access for contractors, security, security, vandalism, repairs, cleaning. Receive requests for services or supplies from staff for maintenance or operational requirements. Inspect complaints or requests when required to gain clarity or assess specific needs for the requests. Forward appropriate requests to HDC property team, Oversee stationary requirements for Te Horowhenua Trust and maintain stationery stock to ensure that all staff have the stationary and supplies they require to do their jobs. Ensure cleaning and staffroom supplies are replenished as required. Obtain quotations when requested by Focus Area Leads and Managers, Obtain approval for requisitions from the CEO as per Financial Delegations Policy Donor and Grant Projects Work with Focus Area Coordinators and the Management Team to develop projects that could be funded by grants or sponsorship. Complete and submit grant applications. Coordinate, compile and submit grant application All sites are maintained in a clean and safe condition. Te Horowhenua Trust is compliant with all regulatory maintenance requirements. Te Horowhenua Trust assets are well maintained and in a good order. All staff and contractors can access the sites as required. Reported maintenance issues are acted on and resolved cost effectively and timely. All issues are reported promptly to the CEO. Appropriate levels of stationary and other supplies, including cleaning materials, are maintained at all sites. Te Takere staffroom has fresh milk, coffee, tea for tea breaks every day it is open. Income from grants, donations and sponsorship exceeds the annual budget The donors register is up to date as 4

5 reporting requirements. Monitor the Donors register, ensuring letters of thanks and project completion forms are submitted on time. Identify and develop sponsorship, grant or other donation proposals for the Management Team to consider. Identify and develop sponsorship, grant or other donation proposals for the Management Team to consider. General Support Assist with overall Te Horowhenua Trust events as instructed by the CEO. Contribute to the smooth running and effectiveness of all work teams by sharing key tasks, participating in meetings, covering for other staff during busy times, and demonstrating a commitment to collaboration and organisational objectives and values Contribute to the knowledge of the organisation by continuously developing skills in areas which will support colleagues and enhance the overall experience of customers Communicate with colleagues in a timely and positive way, and share learning and ideas for improvement with colleagues Participate in Te Horowhenua Trust's Health and Safety system as instructed by Senior Management. Participate in and contribute to Te Horowhenua Trust's performance management processes. Extend own professional development on a continuous basis. Organisational obligations Promote a safe and healthy workplace and comply with Te Horowhenua Trust s health and safety systems, processes and policies Promote activities and initiatives that assist Te Horowhenua Trust to achieve its vision and objectives per required standards to support the preparation of the Annual Report. Day to day operations is efficiently and professionally maintained. Customer service is enhanced by a culture of learning and continuous improvement. The team environment is supportive and information is shared in a timely, effective and positive way. Tasks are completed correctly and in a timely manner. Company processes and policies are effectively supported and adhered to. Company Health and Safety practices are adhered to. Te Horowhenua Trust meets its obligations as an employer Health and safety requirements are upheld Te Horowhenua Trust delivers on all objectives WORK CONTEXT This role is a key support role to the Management Team. A high level of self-management, results oriented, accuracy, ability to read and digest information, to write well and concisely, to frame grant 5

6 applications that meet funders' requirements (by reading and understanding big picture / funding priorities). While this is a senior role, you must not be above doing whatever is required to get the job done even if it is popping to the shop for milk or folding flyers. Normal office hours, although some flexibility could be required in order to meet organisational needs. The job holder is required to manage their workload and to work largely unsupervised in a shared workroom. This role will include rostered customer service delivery hours and, as part of a seven day rotating roster, will include some evening and weekend work. MINIMUM REQUIREMENTS At least 2-5 years experience as an Executive Assistant or similar role. NZQA Unit standards in Business Administration (or equivalent) would be desirable. Should be able to display superior verbal and written communication skills. Proven experience in relevant software applications (MS Office, electronic records management systems and data base management systems) The ability to demonstrate sound organisational skills and to manage and prioritise multiple projects and tasks. Advanced data processing ability Proven ability to be accurate and focused on detail. Experience within a Library environment would be an added advantage. Willingness to undergo criminal record checking and other pre-employment assessments as specified in the recruitment process Full New Zealand Drivers License. COMPETENCY SUMMARY TABLE VERBAL AND WRITTEN COMMUNICATION - The capacity to listen attentively, present information in a clear manner and respond appropriately to the verbal and written communication of others. PROGRAMME AND PROJECT MANAGEMENT - The capacity to plan, manages, monitor and evaluate specific activities to ensure project objectives are achieved. DRIVE (Includes energy and stamina) - Makes a strong, positive impression; is a self-starter and originator; maintains high levels of activity and produces a high level, high quality output. ACIEVEMENT THROUGH INDEPENDENCE - The capacity to work independently; linked to the motivation to achieve through one s own efforts and be able to attribute success clearly to personal causation. EXCELLENCE ORIENTATION (CONCERN FOR HIGH-QUALITY WORK) - Follow-through; the motivation to ensure the highest standards of quality and productivity are consistently maintained (linked also to detail consciousness/accuracy/neatness). CUSTOMER RESPONSIVENESS - The willingness to anticipate, recognize and meet the needs of internal and external customers (however these are defined by the business) TOLERANCE OF AMBIGUITY AND UNCERTAINTY - The capacity to cope with lack of structure and provide clarity in vague situations. INITIATIVE (linked to achievement motivation) - An individual s readiness to act on opportunities and 6

7 pursue goals beyond what s required or expected of them. Sets demanding goals for self and others and is dissatisfied with average performance. RELIABILITY (LINKED TO TIME MANAGEMENT) - The orientation towards being conscientious in sticking to deadlines and completing jobs within fixed schedules or routines. ORGANISATIONAL AWARENESS - This describes an orientation to know and understand organizational systems, structures, policies and procedures. This includes the capacity to detect crucial social networks and understand changing dynamics and power relationships. FINANCIAL AUTHORITY Financial delegation is $5,000 within agreed annual budgets, and thereafter approved by Manager or CEO. Internal: CEO, Management Team, Other staff KEY RELATIONSHIPS External: HDC staff particularly payroll and HR, grant funding agencies, potential donors, PERSONAL AGREEMENT The job description is an important guide in terms of what is expected from the job holder. However it is a dynamic source of information which means the content will continuously be updated and communicated around core business needs and strategies. This content, therefore, may constantly progress and develop during discussions between the jobholder and manager as part of Te Horowhenua Trust s performance management to achieve business goals. It may also be necessary to consider changes in the job description in response to the changing nature of our work environment including technological requirements or statutory changes. From time to time, it may be necessary to consider changes initiated by the manager of this position or by Human Resources. This job description may be reviewed as part of the preparation for performance planning for the annual performance cycle. I hereby declare that by signing this document, I fully understand what is expected of me and that I am committed to: 1. The general purpose of the job as specified in this document; and. 2. Deliver input and behaviour that would support the achievement of key performance standard; and, 7

8 3. Participate in personal developmental actions to support my own personal competency development; and, 4. Communicate with my manager about my roles and responsibilities; and. 5. Additional roles and responsibilities which could be required from Te Takere based on business needs; and, 6. Agree on action plans to meet key performance standards; and, 7. Specific strategic company goals and objectives that could be identified as additional focus areas in my position. I also understand that failure to achieve these standards laid out in this contract will be dealt with in terms of the Te Horowhenua Trust s performance management system. Signature: Job Holder:... Date:... Signature Manager:... Date:... 8

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