Team administrator coordinator

Transcription

1 Team administrator coordinator Job description Job title Team administrator coordinator Location Wellington Business unit Standards and methods Team Standards, solutions and capability Grade and salary range Pay Group 1, Pay Band 2 Reports to Tier three manager Welcome to Statistics New Zealand Who we are Statistics New Zealand Tatauranga Aotearoa is the country s main provider of official statistics. We also lead the Official Statistics System, which coordinates all statistics produced by government departments. Our aim is to inform society. Official statistics are used by government, local authorities, businesses, community groups, and individuals. They are useful for: keeping track of and understanding the state and progress of New Zealand steering the economy to improve the prosperity, security, and opportunities of New Zealanders informing debate and making decisions. We are embarking on a 10-year programme called Statistics 2020 Te Käpehu Whetü. This will change the way we work, who we work with, and the tools and processes we use. These changes will create the flexibility and sustainability we need to succeed in the future. Statistics NZ is a department of the New Zealand Public Service. Our duties and responsibilities are set out in the Statistics Act What we want to achieve The work we do contributes to creating an informed society using official statistics. The impact of our work and activities is that New Zealand gets the statistical information it needs to grow and prosper. Our roles in the Official Statistics System As the leader of New Zealand s Official Statistics System we:

2 ensure that New Zealand gets the information it needs advise the government on the policies, priorities, costs, and benefits of statistical activities coordinate statistical activities across government encourage other government departments to share ownership of the OSS and to re-use data define the objectives that different departments will focus on together ensure that official statistics provide value for money. As the country s main provider of official statistics we: report on trends, patterns, and changes to New Zealand s population, economy, society, culture, and environment ensure our statistics are relevant for our customers continually improve what we do and how we do it set an example for other government departments to follow ensure complete confidentiality for all our data maintain the highest level of credibility and integrity in our statistics. Our core values are: leading connecting communicating statistical excellence integrity confidentiality and data security. Our commitment to the Treaty of Waitangi Statistics New Zealand works to ensure that the statistical needs of Mäori are identified and progressively met. This complies with the principles for government action on the Treaty of Waitangi. Summary of your role As a team administrator coordinator you will provide exceptional support services as part of the standards, solutions and capability team, wider standards and methods team and senior management team. You will work towards making proactive quality improvements to all aspects of service, ensuring it is provided in a flexible, outward looking and client focused manner. You will be required to be a team player and work outside set individual boundaries when the need arises, to ensure the team's and Statistics NZ's objectives are met. Your broad role as team administrator coordinator will be to: provide administrative support and budget planning to the standards, solutions and capability, wider standards and methods team and senior management team provide proactive customer services that is client focused, seeks quality improvements and is in line with Statistics NZ business goals and direction prepare detailed plans, progress reports, and process/procedure documentation as required plan and organise meetings and workshops build productive stakeholder relationships be a team player contributing to team activities and providing administration support. You will be accountable for the work you do, and contribute positively to the values and outcomes outlined in our strategic plans, including Statistics 2020 Te Kāpehu Whetū, and our Statement of Intent. You will report to manager standards solutions and capability. On a day-to-day basis you will report to subject matter project manager, standards solutions and capability

3 Detailed description of your role You will be expected to: To achieve this you will need to: As a result, we will see you: provide administrative support and planning to your team plan and organise meetings and workshops build connections and work collaboratively provide administrative support to your team including coordinating and preparing documentation provide accurate meeting minutes recording meeting outcomes and project actions using standard document management practices provide logistical support which includes travel, invite attendees, meeting materials, venues and equipment acquisitions assist with the business planning process, including budget setting, monitoring and invoice preparation assist with the upkeep of the team and business unit homepages undertake administrative duties outlined by your manager which includes collecting and verifying information, draft communications and provide project/output updates provide volume printing and copying, binding manage stationery and supplies support your manager to establish and maintain programme/project management frameworks and systems provide diary management the for senior management team provide manager support including consolidating and printing documentation for the day ahead, setting up appointments as required, booking meeting rooms and resources, taking phone messages works closely with the executive assistant in standards and methods to ensure timely and efficient work flow processes are adhered to undertakes other reasonable duties as required plan and assist with the organisation of large meetings, workshops and other similar events including regular meetings with project teams organise and set up meeting requirements and equipment such as video conference and smart white boards coordinate and distribute documentation required for meetings and events work effectively across the organisation to build a good understanding across Statistics NZ and draw connections between the work of specific teams and the business of the wider organisation develop good working relationships with customers to identify how you can meet their needs bring a positive attitude to work and treat others with respect ensure team documents are complete, current and stored appropriately deliver what has been agreed in a timely and accurate manner provide efficient administrative support to your manager and the wider team to achieve business unit and organisation targets build and maintain productive working relationships and networks both internally and externally effectively contribute to achieve project targets prioritise important tasks to ensure they are completed within required time-frames and to a high standard provide aligned advice and support to bestpractice project management methodologi deliver advice and support to customers in a timely and efficient manner behave in a professional manner when responding to enquiries/requests understand and use key systems, policies and procedures conduct meetings and events without problems or confusion relating to people, room bookings or technology ensure engagement with others is open, friendl and responsive build internal and external relationships

4 communicate effectively demonstrate the organisation s values of connecting, communicating and leading actively seek to learn through asking questions and participating in appropriate learning opportunities communicate ideas and information to different audiences in plain English communicate clearly and concisely in all written and oral communications share information and knowledge with others in a proactive, timely way that fits the purpose seek peer review of written work. be understood by all internal and external customers in both written and oral communication write clearly and concisely, and follow the Statistics New Zealand plain English standard communicate with peers, subject matter projec manager, and manager regularly. Required qualities for your role Quality 1 The project administrator needs to: Functional/ technical have the functional and technical skills and knowledge to meet the performance requirements of the positio skills Planning scope projects and tasks effectively, creates effective plans, identifies potential difficulties and risks, monitors progress and evaluates results Organisational agility understand the organisation well - how it works, its people, its culture and its policies, practices Customer focus focus on understanding and meeting the needs of customers Written communication communicate effectively in writing, using plain English Interpersonal savvy relate well to all kinds of people and builds effective relationships Problem solving recognise, analyse, and solve problems Decision quality make sound decisions based on analysis, wisdom, experience and judgement Time management manage tasks and time effectively and efficiently Priority setting accurately identify priorities, focuses on them, and overcomes obstacles blocking the way Integrity and trust is straightforward, honest and trustworthy Action orientation be proactive and energetic, and open to challenges and opportunities Required qualifications and experience have a proven project administration and support background be proficient with MS Office suite of tools have experience with Lotus Notes and I-Lign, preferable be able to present a good tertiary academic record. Our workplace: your workplace Statistics NZ endeavours to provide a working environment that encourages the development of an individual's potential and their contribution to the organisation, by offering challenges and opportunities. We value staff from diverse cultural backgrounds and staff with active interests outside work. We provide a supportive environment so that individuals can balance their working life and personal life. This is achieved through policies for work and family life, equal employment opportunities (EEO), and a healthy and safe work environment. All departmental offices are smoke-free. We are committed to developing an EEO work place. All staff are required to comply with our EEO policy. Discrimination on the grounds of race, colour, sex, nationality, ethnic origin, sexual orientation, religion, disability, family, age, and marital status is not tolerated.

5 Team administrator coordinator Job description Job title Team administrator coordinator Location Wellington Business unit Standards and methods Team Standards, solutions and capability Grade and salary range Pay Group 1, Pay Band 2 Reports to Tier three manager Welcome to Statistics New Zealand Who we are Statistics New Zealand Tatauranga Aotearoa is the country s main provider of official statistics. We also lead the Official Statistics System, which coordinates all statistics produced by government departments. Our aim is to inform society. Official statistics are used by government, local authorities, businesses, community groups, and individuals. They are useful for: keeping track of and understanding the state and progress of New Zealand steering the economy to improve the prosperity, security, and opportunities of New Zealanders informing debate and making decisions. We are embarking on a 10-year programme called Statistics 2020 Te Käpehu Whetü. This will change the way we work, who we work with, and the tools and processes we use. These changes will create the flexibility and sustainability we need to succeed in the future. Statistics NZ is a department of the New Zealand Public Service. Our duties and responsibilities are set out in the Statistics Act What we want to achieve The work we do contributes to creating an informed society using official statistics. The impact of our work and activities is that New Zealand gets the statistical information it needs to grow and prosper. Our roles in the Official Statistics System As the leader of New Zealand s Official Statistics System we:

6 ensure that New Zealand gets the information it needs advise the government on the policies, priorities, costs, and benefits of statistical activities coordinate statistical activities across government encourage other government departments to share ownership of the OSS and to re-use data define the objectives that different departments will focus on together ensure that official statistics provide value for money. As the country s main provider of official statistics we: report on trends, patterns, and changes to New Zealand s population, economy, society, culture, and environment ensure our statistics are relevant for our customers continually improve what we do and how we do it set an example for other government departments to follow ensure complete confidentiality for all our data maintain the highest level of credibility and integrity in our statistics. Our core values are: leading connecting communicating statistical excellence integrity confidentiality and data security. Our commitment to the Treaty of Waitangi Statistics New Zealand works to ensure that the statistical needs of Mäori are identified and progressively met. This complies with the principles for government action on the Treaty of Waitangi. Summary of your role As a team administrator coordinator you will provide exceptional support services as part of the standards, solutions and capability team, wider standards and methods team and senior management team. You will work towards making proactive quality improvements to all aspects of service, ensuring it is provided in a flexible, outward looking and client focused manner. You will be required to be a team player and work outside set individual boundaries when the need arises, to ensure the team's and Statistics NZ's objectives are met. Your broad role as team administrator coordinator will be to: provide administrative support and budget planning to the standards, solutions and capability, wider standards and methods team and senior management team provide proactive customer services that is client focused, seeks quality improvements and is in line with Statistics NZ business goals and direction prepare detailed plans, progress reports, and process/procedure documentation as required plan and organise meetings and workshops build productive stakeholder relationships be a team player contributing to team activities and providing administration support. You will be accountable for the work you do, and contribute positively to the values and outcomes outlined in our strategic plans, including Statistics 2020 Te Kāpehu Whetū, and our Statement of Intent. You will report to manager standards solutions and capability. On a day-to-day basis you will report to subject matter project manager, standards solutions and capability

7 Detailed description of your role You will be expected to: To achieve this you will need to: As a result, we will see you: provide administrative support and planning to your team plan and organise meetings and workshops build connections and work collaboratively provide administrative support to your team including coordinating and preparing documentation provide accurate meeting minutes recording meeting outcomes and project actions using standard document management practices provide logistical support which includes travel, invite attendees, meeting materials, venues and equipment acquisitions assist with the business planning process, including budget setting, monitoring and invoice preparation assist with the upkeep of the team and business unit homepages undertake administrative duties outlined by your manager which includes collecting and verifying information, draft communications and provide project/output updates provide volume printing and copying, binding manage stationery and supplies support your manager to establish and maintain programme/project management frameworks and systems provide diary management the for senior management team provide manager support including consolidating and printing documentation for the day ahead, setting up appointments as required, booking meeting rooms and resources, taking phone messages works closely with the executive assistant in standards and methods to ensure timely and efficient work flow processes are adhered to undertakes other reasonable duties as required plan and assist with the organisation of large meetings, workshops and other similar events including regular meetings with project teams organise and set up meeting requirements and equipment such as video conference and smart white boards coordinate and distribute documentation required for meetings and events work effectively across the organisation to build a good understanding across Statistics NZ and draw connections between the work of specific teams and the business of the ensure team documents are complete, current and stored appropriately deliver what has been agreed in a timely and accurate manner provide efficient administrative support to your manager and the wider team to achieve business unit and organisation targets build and maintain productive working relationships and networks both internally and externally effectively contribute to achieve project targets prioritise important tasks to ensure they are completed within required timeframes and to a high standard provide aligned advice and support to best-practice project management methodologies deliver advice and support to customers in a timely and efficient manner behave in a professional manner when responding to enquiries/requests understand and use key systems, policies and procedures conduct meetings and events without problems or confusion relating to people, room bookings or technology ensure engagement with others is open, friendly, and responsive build internal and external relationships

8 wider organisation develop good working relationships with customers to identify how you can meet their needs bring a positive attitude to work and treat others with respect demonstrate the organisation s values of connecting, communicating and leading actively seek to learn through asking questions and participating in appropriate learning opportunities communicate effectively communicate ideas and information to different audiences in plain English communicate clearly and concisely in all written and oral communications share information and knowledge with others in a proactive, timely way that fits the purpose seek peer review of written work. be understood by all internal and external customers in both written and oral communication write clearly and concisely, and follow the Statistics New Zealand plain English standard communicate with peers, subject matter project manager, and manager regularly. Required qualities for your role Quality 1 The project administrator needs to: Functional/ technical have the functional and technical skills and knowledge to meet the performance requirements of the position skills Planning scope projects and tasks effectively, creates effective plans, identifies potential difficulties and risks, monitors progress and evaluates results Organisational agility understand the organisation well - how it works, its people, its culture and its policies, practices Customer focus focus on understanding and meeting the needs of customers Written communication communicate effectively in writing, using plain English Interpersonal savvy relate well to all kinds of people and builds effective relationships Problem solving recognise, analyse, and solve problems Decision quality make sound decisions based on analysis, wisdom, experience and judgement Time management manage tasks and time effectively and efficiently Priority setting accurately identify priorities, focuses on them, and overcomes obstacles blocking the way Integrity and trust is straightforward, honest and trustworthy Action orientation be proactive and energetic, and open to challenges and opportunities Required qualifications and experience have a proven project administration and support background be proficient with MS Office suite of tools have experience with Lotus Notes and I-Lign, preferable be able to present a good tertiary academic record. Our workplace: your workplace Statistics NZ endeavours to provide a working environment that encourages the development of an individual's potential and their contribution to the organisation, by offering challenges and opportunities. We value staff from diverse cultural backgrounds and staff with active interests outside work. We provide a supportive environment so that individuals can balance their working life and personal life. This is achieved

9 through policies for work and family life, equal employment opportunities (EEO), and a healthy and safe work environment. All departmental offices are smoke-free. We are committed to developing an EEO work place. All staff are required to comply with our EEO policy. Discrimination on the grounds of race, colour, sex, nationality, ethnic origin, sexual orientation, religion, disability, family, age, and marital status is not tolerated.