JOB DESCRIPTION. Receptionist/Administrator Role Purpose

Transcription

1 JOB DESCRIPTION Job Title: Receptionist Portfolio: CFO / Business Support / Facilities & Reports to: Facilities & Coordinator Location: Wellington Date: April 2012 Treasury s Purpose The Treasury s purpose is to help achieve higher living standards for all New Zealanders. As the Government s lead economic, financial and regulatory advisor, we provide Credible, innovative and practical strategic advice on economic performance, macroeconomic stability and sustainability, and state sector performance (including as a lead advisor in certain areas, second opinion advice, and monitoring the performance of other State agencies). Efficient core operational services the Budget, financial market operations, management of the Crown accounts and ministerial servicing. Practical leadership of the public sector by helping the broader public sector lift its performance and working with agencies to tackle significant issues for Ministers (a fix-it role). Organisational excellence exemplary management of ourselves as a business. As one of the New Zealand Government s three central agencies (which also includes The State Services Commission and The Department of Prime Minister and Cabinet), The Treasury provides leadership, context and direction to public sector agencies. Treasury s Business Support Purpose The role of Treasury s Business Support is to provide exemplary support services across the business. Managers and teams receive consistent levels of service that give them piece of mind, ensuring that they can fully focus on producing their outputs in order to achieve the Treasury's desired outcomes. Receptionist/Administrator Role Purpose Work within the front-of-house service team, providing a first-class reception, hospitality and administrative support service, ensuring exceptional customer care to all clients.

2 Key Result Areas: Customer Focus Dedicated to meeting the expectations and requirements of customers. Key accountabilities/expectations: Service Delivery: The front-of-house team provide solution-focussed, adaptable and innovative approaches to meeting customer needs and expectations Provide administrative support to other parts of the business during peak periods and for special projects (e.g. The Budget) Communication: Maintain high standards of communication in order to ensure that communication flows effectively and in a timely manner Planning & Prioritising: Proactively forward plan, monitor and update staff and other resource allocations, in order to meet shifting customer needs Ensure that all resources are fit-for-purpose and that equipment and facilities are maintained at levels that enhance the customer experience Understanding the Business: Know and understand the Outcomes that the Treasury is accountable for, maintaining an accurate knowledge of employees and their portfolios Systems that Work Understand and manage effectively the systems and processes for the delivery of products and services. : Maintain up to date and fit for purpose administrative processes in your area of responsibility that contribute to the smooth flow of back office functions Work with other Treasury teams to ensure systems and processes are appropriate for delivery of quality products and services, including recommending and/or developing new or improved administration processes Maintain desk files to ensure that support service levels can be maintained, including providing an in-depth handover when cover is required in your area Planning and Prioritising: Work with the Facilities & team to identify objectives and priorities for the front-of-house function Administer and coordinate the operation of the conference centre and hospitality services Communications: Maintain the reception directory (intranet) to provide current sources of information and protocols which the team feels confident communicating to customers Treasury: v1 2

3 Key Result Areas: Team Player Working effectively with others whilst upholding the organisation s values and behaviours. Key accountabilities/expectations: Participating & Contributing: Actively participate in both the Business Support and Facilities/ team meetings by proposing ideas and sharing information to anticipate what is coming up across the business, enabling the delivery of quality products and services Build and maintain a collegial working relationship with the Facilities & team and peers Role Modelling: Be an active role model within the wider Business Support team by displaying a positive, constructive attitude Values & Behaviours: Develop a personal style that is aligned with the three Treasury behaviours Be a working member of the front-of-house team, participating in all aspects of the team s roles and responsibilities Role Scope Key Dimensions of Resources Controlled: Revenue: Nil Expenditure: Nil Capital Assets: Nil Direct reports: Nil Key Relationships Internal Facilities and Manager Facilities and Coordinator Assistants Business Support s Business Support Manager External Service providers Clients and Visitors Treasury: v1 3

4 Qualifications/Experience 2+ years experience in a frontline corporate reception/customer service role Basic understanding of the NZ government environment (desirable) Proven ability to build and maintain relationship with a variety of people Ability to negotiate, influence and persuade constructively Demonstrated high levels of integrity Excellent communication skills, both written and verbal, including informing others Effective planning and organisational skills, including time management and prioritising work in a complex work environment Experience with the MS Office suite to an intermediate level Ability to work in a team environment and actively work towards improving its performance Ability to meet the criteria required to hold an appropriate security clearance Treasury Business Support Organisational Chart Deputy Secretary Strategy, Change & Performance Business Support Manager Facilities & Manager Facilities & Coodinator PA's x 7 PA's x 8 EA's x3 DSPA's x 8 Receptionist x2 Assistant x2

5 Treasury Behaviours The three Treasury behaviours explain the way we do things at Treasury Accountability One Treasury Influence Treasury: v1 5