Job Description. Emergency Management Assistant. Bay of Plenty Emergency Management. Planning and Development. Planning and Development Manager

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1 Job Description Job title Group Section Responsible to Responsibility for Employees Emergency Management Assistant Bay of Plenty Emergency Management Planning and Development Planning and Development Manager - None Date July 2015 Job purpose The Bay of Plenty Emergency Management (BoPEM) department is a semi-autonomous organisation that provides regional and local Civil Defence Emergency Management (CDEM) services. The Civil Defence Emergency Management Group has tasked BoPEM with leading and coordinating CDEM activities on behalf of the local authorities within the Region (Tauranga City Council, Western Bay of Plenty District Council, Whakatane District Council, Kawerau District Council, Opotiki District Council and Rotorua Lakes District Council). Notwithstanding the obligations on all member organisations under the Civil Defence Act, BoPEM aims to strengthen organisational and community resilience through a collaborative and sharing approach. The Bay of Plenty Group Vision is: "A resilient Bay of Plenty: communities understanding and managing their risks." This job exists to support Emergency Management staff in the delivery of planning and operational tasks and projects that will give effect to the CDEM Group Plan. The position will be expected to provide a high standard of coordination and administrative support to the BoPEM Office. Additionally the position will provide high quality administrating and coordination of tasks on behalf of the Group Controller during emergencies. This response component operates in a high stress environment implementing previously rehearsed procedures and requires the incumbent to rapidly respond to the unfolding needs of an emergency. Functional relationships (relating to others) External CDEM Stakeholders (Police, Fire, Health, Lifelines, Welfare). Bay of Plenty local authorities. Purpose and frequency of contact Provide administration and support. Daily Provide administration and support. Occasionally

2 Central Government Agencies (MCDEM, MSD etc) and NGO s. Members of the public. Consultants and contractors. Community groups and iwi. External facilities for arranging events, workshops and training etc. Provide administration and support. Weekly Provide customer service support. Occasionally Administration support by creating contract packs. Occasionally Provide admin/customer service. Occasionally Hosting event, seminars, forums and conferences. Weekly Internal Purpose and frequency of contact Director and Managers of Planning and Development, Operational Readiness and Community Resilience. Bay of Plenty CDEM Group Controller. Councillors and staff at all levels of the organisation and CDEM Group. Provide admin assistance in the organisation of work and calendar management. Daily Provide admin assistance in the organisation of work and calendar management. Occasionally Provide admin assistance and support. Weekly Key result areas The job encompasses the following major functions or key result areas: Administration support to the BoPEM Office PA to the Alternate Group Controller during emergency events Administration support to Emergency Management Groups such as the Welfare Coordinating Group and Calera Advisory Group. The requirements in the above key result areas are broadly identified below: Key accountabilities Key accountabilities (jobholder is responsible for) Key accountability measures (jobholder is successful when) 1 Administration support to the BoPEM Office High quality administrative support to the BoPEM team. BoPEM Office administration is effectively managed. Provide high quality administrative services to the Bay of Plenty Emergency Management Office, the Emergency Management Team.. Plan, schedule and manage the administrative arrangements for meetings, workshops, training and conferences across the CDEM Group. Coordinate and manage appropriate stakeholder contact information by maintaining systems for records and databases as required. Minute taking at formal BoPEM meetings, Meetings, workshops, training events and conferences are planned, scheduled and fully managed. Stakeholder information is accurate and accessible. Meetings, workshops, training events and conferences are planned, scheduled and fully managed. Purchase orders raised are consistent with invoices received. Invoice request forms are raised and mailed out at the appropriate time.

3 Key accountabilities (jobholder is responsible for) notes to be typed up and once completed to be sent to Chair to check and circulated Coordinate and manage purchase orders, invoicing and budget reconciliations for the BoPEM Office. Key accountability measures (jobholder is successful when) 2 Administration support to the Section Managers Provide effective administrative support ensuring the Managers, Planning and Development, Operational Readiness and Community Resilience are fully prepared for meetings. Ensure managers are fully informed on priority issues, researching and preparing background material where required. Proactively pre-empt needs and requirements of managers that ensures competing time conflicts, disruptions or issues are managed and problems are resolved. Exceptional administrative and managing the manager skills ensures the managers are prepared and informed ahead of time. Pre-emptive action identifies and manages risk ensuring positive reputation management of the managers and the BoPEM Team. Bring up system is effectively operated ensuring issues do not slip through the cracks. Reporting is coordinated, collated and presented on time. Develop and maintain an effective bring up and tracking system. Coordinate routine reporting requirements of the section managers. 3 Alternate PĀ to the Group Controller during emergency events Provide high quality administrative support to the group controller during emergency events including: Recording of key decisions and ensuring appropriate filing. Scheduling daily roster. Engaging with stakeholders on behalf of the group controller. Arranging meetings. Proactively pre-empt the needs and requirements of the group controller that facilitates the effective coordination of emergency events. Group controller has confidence that critical response information is accurately recorded and stored should it be required as evidence following an emergency event. The group controller s needs during emergency events are pre-empted and managed to facilitate effective response coordination. Gazetting of declared emergencies is compliant with the Civil Defence Emergency Management Act. Undertake tasks that enable the gazetting of declared emergency events.

4 Key accountabilities (jobholder is responsible for) Key accountability measures (jobholder is successful when) 4 Relationship management Establish and maintain close working relationships with internal and external contacts including Local Authorities, ratepayers, landowners, suppliers, consultants, and contractors. Develop and maintain effective networks to ensure managers are fully appraised on relevant issues. Effective, professional relationships and partnerships are developed and maintained with internal and external contacts. Professional image is conveyed in public forums. Internal and external relationships are managed to reflect positively on CDEM. Work collaboratively with internal and external stakeholders to enhance CDEM reputation. Manage relationships with colleagues, council staff, elected members and external stakeholders in a sensitive manner, utilising political judgement. 5 Corporate contribution Promote the implementation of the Corporate Culture Statement, Leadership Model and Health and Safety Systems. Corporate responsibilities are undertaken and completed accurately, meeting specified standards and within agreed timeframes. Recognise individual responsibility for Workplace Health and Safety under the Health and Safety in Employment Act 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. Hazards are identified and all incidents and accidents are reported. 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 $ 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 job holder to make decisions e.g. policy documents, standard procedures, reference to team leader or senior Employees. If job holder can make decisions without approval from anyone else, please note that authority.

5 The jobholder has the freedom to make decisions within the previsions of the CDEM Act 2002, National CDEM Plans, MCDEM Director s Guidelines, Bay of Plenty CDEM Group Plan , Bay of Plenty CDEM Group Plans, SOP s and Policy documents of the Bay of Plenty CDEM Group and Bay of Plenty Regional Council. The jobholder acts under the direction of the Director of Emergency Management and the Planning and Development Manager. Work complexity Most challenging duties typically undertaken: Carry out multiple administrative duties at short notice and accommodate urgent requests from several staff members at once. Coordinate large and variable volumes of work associated with policy implementation and distribution. Working in a high pressured emergency environment. Person specification Minimum academic qualifications and experience required: Essential NCEA level 3 or equivalent. CIMS 2 or 4. A valid driver s licence required* 1 Desirable (for recruitment purposes only) Knowledge/experience (indicate years of experience required as appropriate) Essential Excellent English written, verbal and comprehension. A high degree of accuracy and proficiency with Word processing, spreadsheet, PowerPoint and database administrative work. Proactive approach pre-empting requirements. Sufficient experience and ability to proactively apply knowledge and skills to continually improve systems, quality and results. Desirable (for recruitment purposes only) Knowledge of the Civil Defence Emergency Management Act. Key skills/attributes/job specific competencies The following indicates what would typically be expected for this role at a competent level: Advanced knowledge Office administration procedures and systems. Microsoft Office applications. Managing the Manager. 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.

6 Working knowledge Time management. General accounting knowledge. Civil Defence Emergency Management Act. Bay of Plenty Group Plan. Awareness Community, cultural and political awareness. Personal attributes/key behaviours Exceptional organisation skills including prioritising requests. Sound judgement and initiative. Ability to communicate openly and clearly. Commitment to continuous improvement. High degree of professionalism, accuracy and attention to detail. A high level of courtesy and communication skills. The ability to work independently or as part of a team. Process orientated approach. Ability to share information and assist others. Ability to learn quickly. Other requirements May require frequent travel within or outside Bay of Plenty region. Occasionally required to work outside normal working hours. May be required to work during emergency events.

7 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

8 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 Having strength and courage Being a positive influence Being proud and courageous Professionalism Manaakitanga Trust and respect Reciprocity (sharing) 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. Unity Strong emphasis on collaboration 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. Strong focus on relationships. Having fun and being happy 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.

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