Position Description

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1 Position Title Principal Adviser Employment Relations Group Human Resources Group Location Wellington Position Description Reports to Divisional Manager Organisational Capabilities Last Review Date March 2018 About the Ministry The Ministry of Foreign Affairs and Trade works to make New Zealand's voice heard overseas and contributes directly to the security and well-being of all New Zealanders. Our purpose is to create the international conditions and connections for New Zealand and New Zealanders to thrive. Our work: Leadership amplifies New Zealand s influence and standing in the world; Prosperity delivers improved prosperity for New Zealand and our region; Kaitiakitanga delivers solutions to global challenges, for the benefit of present and future generations; Stability delivers security and resilience to our country, our people, and our region. Our values are professionalism, leadership, respect, collaboration and innovation. About the Group The role of Human Resources (HR) is to ensure that the Ministry has the people and culture to deliver on the Government s priorities. HR 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. HR 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.

2 About the Position This position is in the Organisational Capabilities team of the HR Group and is responsible for providing advice and guidance on Employment Relations matters. The Principal Adviser ER provides expert advice and guidance to the Deputy Secretary, Human Resources Group, CE and SLT and to HR Business Partners who have a role to support managers to manage their employment relations issues. The Principal Adviser s role is to operate at a strategic level and to assist Business Partners to operationalise that strategy into guidance to managers. The Principal Adviser will work with the Ministry s leadership team to develop employment relations strategy, the bargaining strategy and approaches to employment relations matters. This position also works closely with the Principal Adviser Organisational Capabilities to align employment relations strategy to the Ministry s strategy and HR strategy to support this. The Principal Adviser is responsible for managing the Ministry s approach to contract management, ensuring that our CEA and IEA renewal process is managed effectively. Relationships The position is required to build and maintain the following relationships: Internal (within MFAT) Deputy Secretary, Human Resources Group Human Resources leadership team (Divisional Manager People Capabilities, Divisional Manager HR Business Partners, Divisional Manager Organisational Capabilities, Divisional Manager, Strategy & Coordination) HR Business Partners CEO and SLT (Level 2 Ministry Managers) Focus on Level 3 and Level 4 Ministry Managers Organisational Capabilities Team and wider HR Group. External (outside MFAT) State Services Commission ER practitioners in both the Public and the Private Sector Consulting companies as appropriate (including employment advice) Suppliers Key Accountabilities The following key accountabilities of this role assist in delivering the Ministry s vision and mission: ER Strategy Development Develop the Ministry s employment relations strategy to align with the strategic direction of the Ministry, our people strategy, our culture and values, and the Ministry s employee value proposition. Give effect to the strategy through our engagement with unions and staff. Advise senior leadership on the ER strategy and how to operationalise this. Work with and provide support to the Principal Adviser Organisational Capabilities in the development of our overarching strategies including our workforce strategy and the Four Year Plan and ensure this is reflected in our ER and bargaining strategies. Bargaining Develop the Ministry s bargaining strategy leading into each bargaining round. Ensure that the strategy aligns well with our organisational strategy and goals. Develop innovative approaches to the things we want to achieve through bargaining and in response to union claims. MFAT In Confidence Page 2 of 7

3 Ensure that the Ministry adopts a longer term approach to its bargaining, including long term goals that may have to be pursued over successive rounds of bargaining. Represent the Ministry on its bargaining team. Provide advice, support and direction to the bargaining team. Ensure that the bargaining team operates within the parameters set and in pursuit of the Ministry s priority bargaining goals. Manage the relationship with the Ministry s advocate. Coordinate all the research, information and modelling needs of the Ministry s bargaining team. Obtain legal advice when required. Foster constructive relationships with the unions. Manage the process of obtaining SLT agreement to the bargaining parameters and any modification required to these during bargaining. Keep them informed of progress in bargaining. Obtain SSC approval of our bargaining strategy and keep the SSC informed of progress in bargaining. Ensure all drafting (CEA or other agreements) and record keeping are of the requisite standard. Communicate regularly with our leadership team. Liaise with Payroll and Business Partners to coordinate their support for the implementation of bargaining outcomes. Manage any variations required during the term of the collective. Contract Management Manage the Ministry s approach to individual employment agreements (IEAs) ensuring that there is a suitable framework of IEAs and that these are regularly reviewed and aligned, where appropriate, to the CEA outcomes. This includes ensuring that there is an accurate system of version control and ability to identify any variations to standard arrangements that are agreed. Manage the reissue of IEAs as appropriate following collective bargaining. Maintain all templates that form part of the Ministry s contractual arrangements with employees, for example template appointment letters, secondment agreements etc. Ensure that our templates provide that IEAs are not varied and that variations are only recorded in the appropriate schedule or appointment letter. Manage the project to move staff on historical contracts and inconsistent terms and conditions of employment on the new Ministry standard employment agreement, including advising and obtaining approval for our approach to consistency in terms and conditions of employment and appropriate grand parenting arrangements. The project involves establishing what is to be offered, the strategy for obtaining agreement to new contracts and obtaining that agreement. It also includes ensuring that we capture clear information in the HRIS on the IEA that applies to all current staff. MFAT In Confidence Page 3 of 7

4 Coordinate with HRIS to ensure the system is configured to capture all relevant information employment agreements: CEA or specific version of IEA and specific individual variations. Provide Backup Support for Business Partners Provide cover for Business Partners during periods of high work demand and reduced resourcing (for example during extended leave periods). This may involve assuming account management responsibility for a period of time while the usual Business Partner is away and cannot be covered within the Business Partner team. In-house ER expert Provide technical advice and support to Business Partners on Employee Relations matters. Depending on Business Partner capability, the Principal Adviser ER may provide coaching, advice and guidance to Business Partners in managing ER matters especially those that are more complex. Provide a quality assurance role to Business Partners in respect of investigations, disciplinary processes, restructuring proposals etc. Review all settlement proposals and comment/advise on parameters for settlement. Maintain expertise in ER and employment law including the development of employment law through relevant court decisions. Provide regular briefings to Business Partners and HRG on changes in employment law and the interpretation of this through the courts. Manage Relationship with Unions Engage regularly with unions to respond to their concerns and to share information with them. Follow up and provide responses to union issues, connect them with the right people in the wider HR Group on issues of relevance, and share information on what HRG is working on. Foster constructive relationships with the unions. Engage proactively with the unions on matters they will have an interest in. Guide consultation with unions, particularly on major initiatives. Maintain information on union entitlements e.g. education leave. Working with HRIS Work with the HRIS team to ensure that the HRIS is configured to meet our information and analysis needs in relation to all employee relations matters. Ensure that any changes in approach to contractual arrangements are able to be captured in the HRIS. Provide advice to HRIS on what is required from them. Map information needs for HRIS in a way that they are able to understand the information required. Engage with the team to ensure that the identified information needs are being catered for. MFAT In Confidence Page 4 of 7

5 Tracking disciplinary action, investigations, disputes and grievances and the outcomes Maintain a central record of all disciplinary action, investigations, disputes and grievance. Liaise with Business Partners to maintain an accurate overview of where these matters are at. Maintain a central record of the outcome of all of these matters. Provide a brief summary of the situation to the GMHR quarterly. Code of Conduct Assess and recommend improvements to the Code of Conduct as identified through our support for disciplinary and performance management activities. Liaise with Business Partners to collect their view on gaps in the Code of Conduct or other related policies that require change. LES Contracts Maintain an overview of LES contract templates. Assist the audit process by reviewing these to ensure Ministry minimum requirements are covered and they do not contain unenforceable references to NZ law or provisions we would be concerned about. Review local legal advice sourced by Posts to ensure template contracts are appropriate and compliant with local law as required. Support Business to work with Posts on the standard of our contractual arrangements One-off issues Assist Business Partners and Payroll to resolve complex contractual matters. This may be matters of interpretation or application. Some of these issues relate to the lack of clarity on applicable employment agreement and what was standard under specific employment agreements. It may also involve complex disputes. Continuous improvement Assess opportunities to introduce greater simplification into our policies and procedures and to eliminate unnecessary complexity. Suggest changes to achieve improvements in how we work and to improve productivity and to eliminate unnecessary administration effort. Health and Safety 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: 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 MFAT In Confidence Page 5 of 7

6 complying with reasonable Ministry instructions to ensure the Ministry is able to comply with the Health and Safety at Work Act 2015 cooperating with health and safety policies and procedures identifying and reporting hazards, injuries, illness and incidents (including near misses) that arise from your work or in the workplace identifying and eliminating or mitigating health and safety risks so far as reasonably practicable and consulting with others in doing so raising health and safety matters with your manager or health and safety representative (or contact as appropriate) ensuring that all health and safety incidents, injuries, near misses are immediately reported through the HR Kiosk ensuring that significant hazards and risks or critical incidents are drawn to the immediate attention of your Manager. Qualifications, Skills, Knowledge, and Experience You must have the following qualifications, skills, and experience: Extensive and relevant experience with complex employee relations issues and/or relevant tertiary qualification or training. Ability to operate strategically and develop trust and credibility with the Senior Leadership Team. A proven track record in conflict resolution and the ability to negotiate complex issues. Extensive knowledge of employment agreement procedures and in-depth knowledge of employment legislation including the Employment Relations and the State Sector Acts. Good knowledge of remuneration management practices and performance appraisal systems. Political savvy. Excellent written skills with experience in writing papers/reports. Excellent verbal communication skills including the ability to present confidently to senior leaders projecting a strong presence. Sound analysis, judgement and problem solving capabilities. Ability to work with ambiguity. A strong track record of achievement/delivery. Work well and collegially within each HR team and across the HR Group, collaborating effectively with other team members. Strong influencing skills. Strong organisation skills. The ability to thrive within challenging environments, embracing change. Proficient in Microsoft Office suite. Sound understanding of tikanga and Treaty of Waitangi principles. A strong customer and business partnership focus, with the ability to communicate effectively with a range of people. You must also: MFAT In Confidence Page 6 of 7

7 Be able to obtain and maintain an appropriate New Zealand Government Security clearance. MFAT In Confidence Page 7 of 7

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