Job Description Job title Group Section Responsible to Responsibility for employees Administration Officer Environmental Management Maritime Operations Maritime Operations Manager - None Date May 2014 Job purpose This job exists to provide a high standard of administrative support to the Maritime Operations section and to the wider group. Functional relationships (relating to others) External Members of the public. Consultants and contractors. Community groups and iwi. Government agencies and local authorities. Students. Legal professionals. Consent applicants/holders. Event organisers. Boating organisations, commercial operators and mooring holders. Purpose and frequency of contact Service delivery. Daily Providing information and responding to queries. Daily Seeking information, products and services. Daily Internal Councillors and staff at all levels of the organisation. Purpose and frequency of contact Service delivery. Daily Collaboration. Daily A1635865
Key result areas The job encompasses the following major functions or key result areas: Administration/General Duties Relationship management Corporate contribution The requirements in the above key result areas are broadly identified below: Key accountabilities Key accountabilities (jobholder is responsible for) 1 Administration/General Duties Provide high quality administrative services to the Maritime Operations section. Provide reports as required. Maintain systems for records and databases as required. Coordinate and assist with meetings as required. Assist with processing applications and preparing for events within timeframes. Process aquatic event applications, liaising with Maritime staff. Assist with preparation of accounts and answer related queries. Recommend changes to procedures. Ensure that section deadlines are met and that the section meets statutory and audit requirements. Ensure that all customers receive excellent customer service for enquiries and urgent requests are dealt with promptly. Undertake any other relevant duties and projects as directed by the Maritime Operations Manager. 2 Relationship management Establish and maintain close working relationships with internal and external contacts including local authorities, ratepayers, landowners, suppliers, consultants, and contractors. 3 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 Key accountability measures (jobholder is successful when) All administrative work complies with internal policy and statutory requirements. Work is conducted in an efficient, accurate and timely manner. Queries are dealt with in a timely, professional and courteous manner. Effective, professional relationships are developed and maintained with internal and external contacts. Any additional duties are completed to appropriate standards. Effective, professional relationships and partnerships are developed and maintained with internal and external contacts. Professional image is conveyed in public forums. Corporate responsibilities are undertaken and completed accurately, meeting specified standards and within agreed timeframes. Hazards are identified and all incidents and accidents are reported. A1635865 2
Key accountabilities (jobholder is responsible for) Health and Safety in Employment Act 1992. Meet the statutory responsibilities detailed in the Information Management Policy and Procedures standard. Meet Bay of Plenty Regional Council s statutory responsibilities for civil defence and emergency management. Key accountability measures (jobholder is successful when) Participate in any wellness programmes, such as stress management training and 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 $2000.00 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 Guidelines and support available to assist the jobholder to make decisions e.g. policy documents, standard procedures, reference to team leader or senior employees. If jobholder can make decisions without approval from anyone else, please note that authority. Harbour Masters, Maritime Officer, IHUB. Internal staff, Records, Human Resources, Purchasing, IT, Graphics. Standard operating procedures. Style guide for BOPRC templates. Objective requirements. Work complexity Most challenging duties typically undertaken: Maintaining a good understanding and awareness of navigation safety and mooring management. Carrying out administrative duties at short notice and accommodating urgent requests from several staff members at once. Coordinating large and variable volumes of work associated with navigation safety. A1635865 3
Person specification Minimum academic qualifications and experience required: Essential Successful completion of NCEA, level 3. Minimum of six months relevant experience. A valid driver s licence required* 1 Desirable (for recruitment purposes only) Post-secondary qualifications in a relevant discipline. Trade certificate in Word Processing Stage 1 or equivalent. Knowledge / experience (indicate years of experience required as appropriate) Essential Excellent English written, verbal and comprehension. Microsoft Office applications. Word processing, spreadsheet and database experience. Office administration procedures and systems. Sufficient experience and ability to proactively apply knowledge and skills to continually improve systems, quality and results. Key skills / attributes / job specific competencies Desirable (for recruitment purposes only) Knowledge of navigation safety issues, particularly Navigation Safety Bylaws. Understanding of mooring specifications and management. The following indicates what would typically be expected for this role at a competent level: Advanced knowledge Administration processes. Database and computing skills. Working knowledge Time management. General accounting knowledge. Safe boating practices. Mooring management including specifications, authorisations and certifications. Bay of Plenty Navigation Safety Bylaws. Awareness Community, cultural and political awareness. Personal attributes / key behaviours Sound judgement and initiative. Commitment to continuous improvement. Process orientated approach. Accuracy and attention to detail. Ability to share information and assist others. Ability to learn quickly. 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. A1635865 4
Ability to communicate openly and clearly. Exceptional organisation skills including prioritising requests. A high level of courtesy and communication skills. The ability to work independently or as part of a team. Other requirements May require frequent travel within or outside Bay of Plenty region. Occasionally required to work outside normal working hours. Occasionally required to assist with emergency events (e.g. oil spills). A1635865 5
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. Recommended: Manager Date Approved: Manager Date Discussed with incumbent: Employee Date A1635865 6
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. A1635865 7