POSITION DESCRIPTION

Transcription

1 POSITION DESCRIPTION Position Title Induction Administrator Reports To Divisional Manager, People Capabilities Group Human Resources Group Date Created/Updated January 2019 About the Ministry The Ministry of Foreign Affairs and Trade (the Ministry) acts in the world to make New Zealanders safer and more prosperous. We do this by building connections with and influencing other countries to advance New Zealand s interests, project New Zealand values and secure the outcomes that matter to New Zealand. We pursue the Government s international priorities and provide advice to the Government on the implications for New Zealand of what is happening in the world. Our work contributes to New Zealanders wellbeing in the following ways: Kaitiakitanga: Generations of New Zealanders benefit from sustainable solutions to global and regional challenges; Prosperity: New Zealanders have better job opportunities and incomes from trade, investment and other international connections; Security: New Zealanders are able to live, do business, travel and communicate more safely at home and offshore; Influence: New Zealanders have confidence their country can influence others on issues that matter for them now and in the future. Our values are: Impact We achieve for New Zealand, everyday, everywhere Kotahitanga We draw strength from our diversity Courage We do the right thing Manaakitanga We honour and respect others

2 Diversity and Inclusion We aspire to be a workplace that values and utilises diverse and inclusive thinking, people and behaviours. This means that our staff reflect the diversity of New Zealand and the countries we work in, and that the contributions of staff with diverse backgrounds, experiences, skills and perspectives are valued and respected. About the Group The Human Resources Group (HRG) is responsible for ensuring that the Ministry has the people and culture to deliver on the Government s priorities. HRG provides high-level strategic and operational advice and support to the Chief Executive Officer, the Senior Leadership Team, and Level 3 and 4 managers to ensure that effective HR strategies are developed and integrated into all business strategies and plans. This will help to build a high performing Ministry. HRG is also responsible for the design and delivery of a range of Ministry-wide HR policies, operational HR processes, and systems aimed at ensuring that managers have access to the best possible advice, support, and systems to motivate, develop and manage their people. The HR Operating Model promotes self-responsibility and supports managers and staff onshore and offshore. The partnership model recognises that HR practices and responsibilities are shared by people managers, staff, Group Business Managers (and their equivalent roles and teams), SLT and the HR Group. We contribute to the Ministry by: Enabling and supporting managers to manage their people effectively Strategic workforce management Organisation and people capability development Provision of HR services About the Position The Ministry has an induction programme for all new starters. This induction programme is the first exposure to the Ministry for most new starters and is designed to ensure that, in their first few days, people are able to: make early connections across the Ministry; become familiar with MFAT systems and ways of working before they start in their role; and have a consistent induction experience along with other new starters in Wellington. The induction programme is also intended to ease the burden on line managers and enable them to focus on in-role induction and on-boarding. This role is primarily responsible for coordinating and providing administratve support to the induction programme. The role may also support the administration of other HR work programmes as required.

3 Key Accountabilities The following key accountabilities of this role assist in delivering the Ministry s purpose. Role specific o Manage induction bookings o Communicate/liaise with new starters, hiring managers and team contacts o Monitor/Manage/Report on progress of on-boarding tasks for all new starters to Induction Programme Lead o Confirm/book facilities, room set-up, equipment testing, tea/coffee/snack replenishment o Prepare resources (handouts, books, signs, stationery) and develop/update facilitators guides, communication templates, and checklist o Support the facilitator during the course of the induction o Confirm presenters for session and source alternates if needed o Assist with development and updating of online resources o Coordinate evaluations for induction programmes and provide reporting as required o Receive feedback from the Induction Programme Lead and adjust session details as necessary o Subject to agreement, there is opportunity for this role to develop into facilitating induction programmes Relationship Management o Develop and maintain key relationships both internally and externally in order to advance the division s objectives Organisational Responsibilities o Demonstrate the organisation s values, goals, policies and procedures in all aspects of work o Understand the Ministry s strategic priorities and high-level outcomes framework and how this role contributes to the framework o Understand and apply the strategic context in which the Ministry operates, including priorities and perspectives of the Ministers, partner agencies and external stakeholders o Understand tikanga and Treaty of Waitangi principles and have sufficient appreciation of Te Reo Māori to be able to apply the Ministry Māori dimension, underpinned by Ministry values, in a way that is relevant to the context of our business o Contribute to Ministry-wide projects and emergency response situations if needed o Be aware of and adhere to the Ministry s Health and Safety policies and procedures o Buddy new members of the team supporting a culture of learning and sharing of experiences Knowledge Management o Contribute to the continuous development of the Ministry s knowledge base by using the Ministry s internal systems, sharing information and data with relevant internal stakeholders Health and Safety

4 The Ministry is committed to providing a safe and healthy working environment for all staff, including contractors and other workers, both on and offshore. You are responsible for: o taking reasonable care of your own and other s health and safety and being mindful of the effect of your actions (or lack of action) on the health and safety of others o complying with reasonable Ministry instructions to ensure the Ministry is able to comply with the Health and Safety at Work Act 2015 o cooperating with health and safety policies and procedures o identifying and reporting hazards, injuries, illness and incidents (including near misses) that arise from your work or in the workplace o identifying and eliminating or mitigating health and safety risks so far as reasonably practicable and consulting with others in doing so o raising health and safety matters with your manager or health and safety representative (or contact as appropriate) o ensuring that all health and safety incidents, injuries, near misses are immediately reported through the HR Kiosk o ensuring that significant hazards and risks or critical incidents are drawn to the immediate attention of your Manager. Qualifications, Skills, knowledge & experience The following are required: Skills Strong interpersonal skills. Ability to work as part of a team. Ability to work with staff from all levels of the organisation Ability to facilitate and coordinate tasks. Ability to work with people from other cultures. Highly organised with strong time management skills Experience Previous administration experience desirable but not essential. Previous facilititation experience desirable but not essential. Microsoft experience (including excel and powerpoint) Outlook and Sharepoint experience preferred Relationships The position is required to build and maintain the following relationships: Internal Induction programme lead Divisional manager Senior advisors/advisers within division Division and group staff Other MFAT staff, both onshore and offshore External Other government departments and agencies Delegations No direct reports Mandatory Role Requirements You must be able to obtain and maintain an appropriate New Zealand Government Security clearance.

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