Job Description. Executive Support Partner. Lake Rotorua Incentives Board. Lake Rotorua Incentives. Programme Director, Incentives

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1 Job Description Job title Group Section Responsible to Responsibility for Employees Executive Support Partner Lake Rotorua Incentives Board Lake Rotorua Incentives Programme Director, Incentives None Date August 2015 Job purpose This job exists to provide efficient and effective executive support to the Programme Director and the Board and to assist in managing relationships with landowners, BOPRC staff, key contractors and other stakeholders to achieve the objectives of the strategic and business requirements for the Board. Functional relationships (relating to others) External Technical and Legal professionals Purpose and frequency of contact Providing technical advice and information in support of landowner negotiations, agreements compliance and regulatory matters Members of the public e.g. ratepayers & landowners. Consultants and contractors. Community groups and iwi. Government agencies, local authorities and staff Chief Executives Providing technical advice/information, resolving complaints and managing communications Providing technical advice/information developing and managing contracts and payments Providing technical advice and support, resolving complaints managing networks and communications. Building and managing effective relationships, providing technical advice/information and deputising for the Programme Director as required Managing communications, providing technical advice and information Occasionally A

2 Politicians/VIPs Providing Information/advice/hosting Occasionally Consent applicants/holders Public Providing technical advice and communication on council decisions. Providing technical support on compliance issues managing and co-ordinating notification processes. Occasionally Managing and co-ordinating meetings. Occasionally Internal Staff at local authorities Incentive Board members Incentives Board Chairperson Programme Director Purpose and frequency of contact Managing communications, providing technical advice, support and information. Manage information, provide technical support and advice as required Managing support requirements, providing technical advice and information as required Managing the full suite of technical advice and operational support required to maintain a fully functional office and deputising for the Programme Director as required Key result areas The job encompasses the following major functions or key result areas: Technical and Executive Support Relationship Management Operational Management Corporate Contribution The requirements in the above key result areas are broadly identified below: Key accountabilities Key accountabilities (jobholder is responsible for) 1 Technical and executive support Key accountability measures (jobholder is successful when) Provision of high level technical support on compliance with all requirements under the LRIB terms of reference, funding deeds, requirements in relation to operating as a subcommittee of the BOPRC and any other legal obligations impinging on the operations of the LRIB Provide technical and monitoring support tor all contractual arrangements undertaken by All compliance matters are dealt with effectively and efficiently, understood by the Programme Director and the LRIB, monitored closely and accurately and any breaches and/or potential breaches are flagged in a timely and professional manner. A no surprises principle is applied Technical input and support given is maintained at a high level of accuracy. All contracts are efficiently and cost effectively managed, A

3 Key accountabilities (jobholder is responsible for) the LRIB including working with key legal advisors and the Programme Director on negotiations and agreements with landowners 2 Relationship management Establish, manage and maintain close working relationships with all internal and external contacts including Local Authorities, ratepayers, farmers, iwi, scientists, consultants, lawyers, suppliers, contractors, political entities, VIP s and media. Provide professional and technical support and advice at public fora and other meetings and deputise for the Programme Director as and when required. Key accountability measures (jobholder is successful when) milestones are achieved as per agreements. Technical input and advice into landowner agreements is pragmatic, shows a good understanding of key legal and commercial requirements and accurately reflects key compliance, regulatory, and legal responsibilities Effective, professional relationships and partnerships are developed and maintained with internal and external contacts. A fully professional image is conveyed in public fora at all times; Information and knowledge conveyed is accurate and timely and conveyed in a confident and professional manner. 3 Operational management Provide comprehensive, accurate and confidential management, operational and technical support systems for the LRIB office Maintain effective expenditure control and forecasting of the LRIB budget budget ensuring current and future payments are fully detailed and up to date including an appropriate narrative field that flags any issues/opportunities/risks; Lead the development and maintenance of the LRIB media and communication strategy Actively participate in the development of strategic and annual business plans A best practice approach to all aspects of the operation is developed and implemented. A fully functional office is established, a full suite of procedures and systems are developed and implemented including the provision of timely, courteous and professional customer services; The LRIB expenditure is monitored and managed within budget limits, and early advice provided to the Board on any variance issues. The LRIB brand/profile is well established through an updated website, bimonthly newsletters, and effective, accurate and timely media/network communications is maintained Active participation and technical advice/input in the formulation and implementation and management of plans is provided. The overall management and support of the Programme Director and the LRIB is maintained at a high standard, is conducted efficiently and effectively at all times and on a no surprises basis 4 Corporate contribution Promote the implementation of the Corporate Culture Statement, Leadership Model and Health and Safety Systems. Recognise individual responsibility for Workplace Health and Safety under the Health and Safety in Employment Act Meet the statutory responsibilities detailed in the Information Management Policy and Corporate responsibilities are undertaken and completed accurately, meeting specified standards and within agreed timeframes. Hazards are identified and all incidents and accidents are reported. Participate in any wellness programmes, such as stress management training and A

4 Key accountabilities (jobholder is responsible for) Procedures standard. Meet Bay of Plenty Regional Council s statutory responsibilities for civil defence and emergency management. Maintain a best practice approach to all facets that fall within the gambit of corporate contribution Key accountability measures (jobholder is successful when) health monitoring. Council records are created and maintained in corporate information systems, meeting specified information management standards. Participate in any civil defence and emergency management training initiatives and assist with any civil defence emergencies, as part of Bay of Plenty Regional Council s responsibilities for civil defence and emergency management. Delegations In accordance with the Council s Delegation Instrument(s) this job: Does / Does not control a budget Amount $Nil Can / Cannot spend money from other s budget Amount $5000 Jobholder can spend unbudgeted capital Yes No Amount $Nil Jobholder is responsible for committing the organisation to long term contracts Yes No Jobholder signs correspondence on behalf of the Council Yes No Freedom to act Has a high level of freedom to act but will be within the guidelines set out by the Director and Board. Work complexity Most challenging duties typically undertaken: A high level understanding, awareness and practical experience of managing legal, regulatory and compliance requirements including a strong working knowledge of LGOIMA; Developing and maintaining positive working relationships with a diverse range of internal and external stakeholders within a dynamic and challenging environment;. Maintaining and managing a high level of data management and technical analysis for input into decision-making processes and reporting; Managing a comprehensive reporting process on a weekly, monthly, six monthly and yearly basis to a diverse range of partners; Maintaining and managing the brand and profile of the LRIB through a comprehensive communication and media plan including maintaining an updated website and preparation of a bi-monthly newsletter Deputising for the Programme Director as and when required and be able to exercise sound judgement and decisions in the absence of the Programme Director. Maintaining and managing customer satisfaction across a diverse range of sectors through prompt and accurate responses. Maintaining and managing a proactive approach to meeting the needs of the Programme Director and the LRIB with no surprises. A

5 Ensuring all aspects of the operation are carried out under best practice principles, that are auditable and that provide cost effective value. Maintaining a high level of integrity, trust and loyalty at all times. Person specification Minimum academic qualifications and experience required: Essential A relevant general degree. Data management, analysis and report writing skills; Strong people management and communication skills both written and oral Strong knowledge and high level experience in legal, regulatory, compliance and governance management Proven customer service and stakeholder management skills including working with farmers, iwi, scientists, consultants and lawyers Proven office management, financial and planning skills A valid driver s licence required* 1 Desirable (for recruitment purposes only) Experience in legal conveyancing and contract management. Understanding of communication, marketing and media systems including website development and management Knowledge / experience (indicate years of experience required as appropriate) Essential At least 8 years proven experience in a relevant field; preferably with Governance structures. Proven contract management experience High level Microsoft programmes and database experience. Proven experience and ability to proactively apply knowledge and skills to continually improve systems, quality and results. Proven office management experience. Proven budget management and financial experience High level analytical skills and proven ability to make decisions An understanding of best practice principles Desirable (for recruitment purposes only) Local and/or regional government experience Understanding of agricultural/farm systems including overseer modelling, nutrient discharge issues and water quality, land use impacts including forestry and associated ETS policies and opportunities and the ability to engage with stakeholders on such matters Familiarity with RMA systems, policies and processes 1 Driving record free of driving suspensions or convictions (excluding demerit points and infringement fees). Requirement for valid Driver s Licence may be waived if applicant has a driving-related disability. A

6 Key skills / attributes / job specific competencies The following indicates what would typically be expected for this role at a competent level: Advanced knowledge High level technical knowledge and experience in managing regulatory, compliance, legal and governance systems Well-developed communications and written skills including the ability to engage effectively with farmers, iwi, scientists, consultants and lawyers. Contract management Data management, analysis and report writing. Microsoft Office applications. Managing a diverse range of stakeholders Excellent time management skills. Excellent planning and organisational skills. Confidentiality and discretion. Working knowledge Highly developed minute taking skills. Budget and financial management. Local and Regional Government systems Experience working with Iwi Excellent computer system and keyboard skills. Awareness Community, cultural and political awareness. Working in sensitive and stressful environments Personal attributes / key behaviours Integrity, trustworthiness and loyalty. Advanced and mature interpersonal skills capable of engaging positively with a diverse range of stakeholders including farmers, iwi, scientists, consultants, and lawyers. Exceptional organisational skills including prioritising requests to deal with high volumes of work and work under pressure. Accuracy and attention to detail prompt and focussed. High level judgement and initiative. Commitment to continuous improvement. Adaptable to change. Highly developed written and oral communication skills. High level diplomacy and negotiation skills. Adaptable to working independently or as part of a team in a seamless manner Ability to exercise discretion and confidentiality. Excellent customer services skills. Excellent listening and recall skills. Excellent problem solving and data analysis skills. Ability to make decisions with confidence A no surprises and best practice approach to work A

7 Other requirements On occasions required to work outside normal working hours to meet deadlines and varying volumes of work. Required to work largely unsupervised and to deputise for the Programme Director as and when the need arises. Change to job description From time to time it may be necessary to consider changes in the job description in response to the changing nature of our work environment. Such changes, including technological requirements or statutory changes, may be initiated by the manager of this job with due consultation with the position holder. This job description should be reviewed as part of the preparation for performance planning for the annual performance cycle. Approved: Programme Director Date Discussed with incumbent: Employee Date A

8 Our values - our journey A tatou haerenga Our values reflect who we are and what is important to us. Te Pumanawa 'the beating heart of the organisation'. Our organisational values have been woven together following input from staff across the organisation, now it's up to each of us to bring these values to life in the work that we do every day. TRUST INTEGRITY COURAGE We trust each other and work to build trust We do what we say we will do We act with purpose to achieve results We act boldly to lead and do the right thing for our region MANA (manaakitanga) KOTAHI (kotahitanga) WHĀNAU (whanaungatanga) Mana Leadership Unity Strong focus on relationships. Having strength and courage Strong emphasis on collaboration Having fun and being happy Being a positive influence Being proud and courageous Professionalism Manaakitanga Trust and respect Reciprocity (sharing) Being inclusive Nurturing a positive team spirit Sense of ownership Kotahi means as one. Adding the tanga accentuates the word, giving it a wider meaning, bringing us together strength in unity. Socialising, including the importance of friends Supporting each other Whānau means family. Adding the tanga extends the word to a wider whānau context. It has a very strong focus on relationship within the organisation. Nurture/support Mana has many meanings such as integrity, charisma and prestige. Manaaki means to nurture and support and help each other grow. When you add the tanga the word is enhanced. A

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