Corporate support administrator Christchurch

Transcription

1 Corporate support administrator Christchurch Job description Job title Location Group Business unit / team Grade and salary range Occupational stream Reports to Corporate support administrator Christchurch Christchurch Organisation Development Corporate Support Pay Group 1, Pay Band C Customer and Business Support (S3) Administration Services Section Manager Welcome to Statistics New Zealand Who we are Statistics New Zealand Tatauranga Aotearoa is the country s main provider of official statistics. We also lead the Official Statistics System, which coordinates all statistics produced by government departments. Our aim is to inform society. Official statistics are used by government, local authorities, businesses, community groups, and individuals. They are useful for: keeping track of and understanding the state and progress of New Zealand steering the economy to improve the prosperity, security, and opportunities of New Zealanders informing debate and making decisions. Statistics New Zealand is a department of the New Zealand Public Service. Our duties and responsibilities are set out in the Statistics Act What we want to achieve The work we do contributes to creating an informed society using official statistics. The impact of our work and activities is that New Zealand gets the statistical information it needs to grow and prosper. Statistics 2020 Te Käpehu Whetü Statistics 2020 Te Käpehu Whetü is the organisation s programme of change for the 10 years to It drives what we do and how we do it. It takes into account our internal environment (eg aging IT systems, current culture), and external factors like ensuring that we produce relevant future statistics and meet customer needs efficiently. The Mäori name of the programme literally translates to star compass. This signifies the sophisticated navigation system necessary to get us to where we want to go. 1

2 Our roles in the Official Statistics System As the leader of New Zealand s Official Statistics System we: ensure that New Zealand gets the information it needs advise the government on the policies, priorities, costs, and benefits of statistical activities coordinate statistical activities across government encourage other government departments to share ownership of the OSS and to reuse data define the objectives that different departments will focus on together ensure that official statistics provide value for money. As the country s main provider of official statistics we: report on trends, patterns, and changes to New Zealand s population, economy, society, culture, and environment ensure our statistics are relevant for our customers continually improve what we do and how we do it set an example for other government departments to follow ensure complete confidentiality for all our data maintain the highest level of credibility and integrity in our statistics. Our core values are: leading connecting communicating statistical excellence integrity confidentiality and data security. Our commitment to the Treaty of Waitangi Statistics New Zealand works to ensure that the statistical needs of Mäori are identified and progressively met. This complies with the principles for government action on the Treaty of Waitangi. 2

3 Summary of your role As the corporate support administrator you will provide exceptional support services as part of the corporate support team. You will deliver consistent and efficient back-office functions. You will work closely with the corporate support administrator in Wellington, the office facilities manager in Christchurch, and the receptionists in Auckland, Wellington and Christchurch. You will support the following services: travel organisation and invoicing building and facilities management reception other ad hoc administrative tasks. This includes helping to ensure a safe work environment for all staff. You will consistently work towards improving the quality of services, and ensure they are provided in a flexible, outward-looking, and client-focused manner. You will need to be a team player and assist with tasks outside your normal role when necessary, to meet the objectives of the team and the organisation. You will be accountable for the work you do, and contribute positively to the values and outcomes outlined in our strategic plans, including Statistics 2020 Te Kāpehu Whetū, and our Statement of Intent. This role reports to the Administration Services Section Manager. Corporate support's aim is to deliver service excellence. 3

4 Detailed description of your role You will be expected to: provide travel management support provide back-up support to office facilities management provide support to reception To achieve this you will need to: manage incoming travel requests on time manage and prepare travel invoices for approval, including invoicing travel providers liaise with clients about their travel requests liaise with travel providers follow all travel policy guidelines provide back-up support to office facilities management, including the organisation or monitoring of some of the following: o invoicing and accruals o stationery o kitchen supplies o health and safety (eg accident and hazard registers and investigation, occupational therapy, flu injections, workplace support) o emergency evacuation o building management and maintenance (eg air conditioning, lighting, cleaning) manage incoming and outgoing calls take messages maintain and manage the switchboard manage visitors As a result, we will see you: ensure all travel requests are managed in a timely manner with no mistakes keep travellers informed about their bookings to ensure they receive no surprises understand and use key systems, policies, and procedures deal with routine work efficiently negotiate obstacles take responsibility for getting things done be reliable and do what you promise present yourself confidently be up to date with changes to contracts and building issues work in line with policies, processes, and procedures pre-approve purchases account for expenditure each month deal with routine work efficiently negotiate obstacles remember and record facts accurately welcome all clients and staff to Statistics NZ in a warm and friendly manner answer all calls in a professional manner within given timeframes to meet 4

5 provide general administration support build productive relationships and networks manage the telephone directory report on calls and visitors take messages file documents photocopy, scan, and bind provide mail services maintain up-to-date circulation lists and phone lists do word processing book meeting rooms and resources arrange functions provide security management provide building management support and maintenance manage and maintain the meeting rooms keep documentation up to date when required manage stationery process invoices provide other ad-hoc duties as requested build collaborative relationships across Statistics NZ and with external vendors, suppliers, and providers build productive working relationships with internal peers to share information and solve problems liaise with key team members to ensure travel operations runs efficiently organise, support, and care about others advise and help people understand the benefits of project management, reporting, and learning meet the expectations and requirements of internal and external customers establish and maintain effective relationships with customers and gain their trust and respect the national standard keep the telephone directory up to date meet or exceed agreed service standards increase the efficiency of the organisation and its executives understand and use key systems, policies, and procedures deal with routine work efficiently negotiate obstacles remember and record facts accurately take responsibility for getting things done be reliable and do what you promise present yourself confidently establish, build, and maintain positive relationships with key customers contribute effectively to the corporate support team communicate well with your team and your clients advise and empower colleagues and customers ensure the services you provide meet the needs of your customers in a timely manner provide evidence of working relationships with internal and external peers and key customers 5

6 communicate effectively. communicate ideas and information to different audiences in plain English communicate clearly and concisely in all written and oral communications share information and knowledge with others in a proactive, timely, and appropriate way seek peer review of written work. be understood by all internal and external customers in both written and oral communication write clearly and concisely, and follow the Statistics NZ plain English standard communicate with peers and manager regularly. Required qualities for your role Quality 1 The corporate support administrator needs to: Functional/ technical skills have the functional and technical skills and knowledge to do the job well Planning scope projects and tasks, create plans, identify potential difficulties and risks, monitor progress, and evaluate results Organisational agility understand the organisation well how it works, its people, culture, policies, and practices Customer focus focus on understanding and meeting the needs of customers Written communicate effectively in writing, using plain English communication Interpersonal relate well to all kinds of people and build effective relationships savvy Problem solving recognise, analyse, and solve problems Decision quality make sound decisions based on analysis, wisdom, experience, and judgement Time manage tasks and time efficiently management Priority setting accurately identify priorities, focus on them, and overcome obstacles Integrity and trust be straightforward, honest, and trustworthy Action orientation be proactive and energetic, and open to challenges and opportunities Required have previous experience in managing and processing travel qualifications and have a proven administration and support background experience be proficient with the MS Office suite of tools have experience with Lotus Notes, preferably present a good tertiary academic record. 6

7 Our workplace: your workplace Statistics New Zealand endeavours to provide a working environment that encourages the development of an individual's potential and their contribution to the organisation, by offering challenges and opportunities. We value staff from diverse cultural backgrounds and staff with active interests outside work. We provide a supportive environment so that individuals can balance their working life and personal life. This is achieved through policies for work and family life, equal employment opportunities (EEO), and a healthy and safe work environment. All departmental offices are smoke-free. We are committed to developing an EEO work place. All staff are required to comply with our EEO policy. Discrimination on the grounds of race, colour, sex, nationality, ethnic origin, sexual orientation, religion, disability, family, age, and marital status is not tolerated. 1 Copyright 1992, 1996, by Lominger Limited, Inc. a Korn Ferry Company. ALL RIGHTS RESERVED. These qualities are derived from the LEADERSHIP ARCHITECT Competency Sort Cards developed and copyrighted by Robert W. Eichinger and Michael M. Lombardo for Lominger Limited, Inc. Without the prior written permission of Lominger Limited, Inc., no part of this work may be used, reproduced or transmitted in any form or by any means, by or to any party outside of Statistics New Zealand. 7