Job Description. Job Title Branch Business Group Reporting to Location Job Family. Purpose. Key Tasks

Transcription

1 Job Description Job Title Branch Business Group Reporting to Location Job Family Private Secretary (Hon Louise Upston) Ministerial and Secretariat Services Shared Services Senior Private Secretary Wellington Business Support: Band E Salary Range $44,309 - $59,948 Purpose You will be responsible for delivering excellent secretarial, administrative support, word-processing, and receptionist services for the Ministerial Office; carrying out research, monitoring and preparing media documentation to support the Private Secretary (Media/Advisory); and supporting the Minister in her responsibilities as a Member of Parliament. You will be responsible to the Senior Private Secretary. No Long term guarantee of Job Security can be given. The sudden advent of a reallocation of your Minister s responsibilities which results in a significant change to your role, snap election, and the normal three year Parliamentary term of office all emphasise that on-going employment is not guaranteed. Key Tasks Secretarial, Administration and Team Support: Secretarial 1. Provide secretarial services for the Minister and Minister s staff. 2. Process, prioritise, register in appropriate data base, acknowledge, allocate and distribute internal and external hard copy and electronic mail ensuring the timely flow of papers within the Ministers office. 3. Manage the Ministerial Office box. 4. Provide word processing services for the Minister and staff including Cabinet and legislative papers; general correspondence; press releases and speeches etc. Prepare mail outs using mail merge. 5. Draft general correspondence, under the supervision of the Senior Private Secretary, for the Minister and other Ministerial staff as required, using judgement and initiative, ensuring that it meets Government policy and that the requirements of the Cabinet Manual, Ministerial Office Handbook and Legislative and House Proceedings Handbook are met.

2 6. Carry out any research, special tasks or projects as directed by the Minister or Senior Private Secretary. Administration and Logistics 7. Create, update and maintain databases and the office filing systems with the ability to provide immediate access to/recovery of requested documents and records. 8. Sign "way bill" for Cabinet papers, prepare Cabinet folder for Minister, and maintain Cabinet files. 9. Manage "bring up's" for Ministerial and Official information requests. 10. Maintain Parliamentary Questions databases. 11. Greet and receive Ministerial visitors using initiative and experience to read situations and deal with appropriately, answer telephones using institutional knowledge to deal with a wide variety of issues passing on or ending calls, and provide reception services. 12. Deliveries and collections throughout Parliament. 13. Photocopying as requested, ordering and processing of stationary, printing and photocopying. 14. Maintain housekeeping of the Minister's suite. 15. Arrange Ministerial functions and process Ministerial invitations including responses, diary, travel, accommodation and accompanying documentation. 16. Liaise with Senior Private Secretary and assist with the Minister s diary, scheduling meetings, travel bookings, accommodation, house roster replacements and leave applications. Team Support 17. Provide back up for the Minister and other staff within the office by actioning immediate issues arising for absent staff. 18. Take full responsibility for the duties of, and act for, the Senior Private Secretary for brief/ moderate periods of absence. Media In support of and under the direction of the Private Secretary (Media/Advisory): 19. Develop draft speeches and media releases and background information that is correct, consistent, complete and reflects the Minister s and Government s themes and messages. 20. Monitor, respond and proactively post to social media and other media forms. 21. Prepare responses to Parliamentary questions and media requests ensuring that the Minister has supporting and other information to respond. 22. Carry out research, special tasks or projects. Electorate 23 Establish and maintain excellent working relationships with the Minister's Electorate Office staff. 24 Facilitate the flow of correspondence received from and for the Electorate Offices.

3 25 Liaise with electorate staff over appointments, clinics etc. 26 In conjunction with the Electorate Offices, keep Minister regularly informed on issues within her electorate. 27 In conjunction with the Electorate Offices and other Parliamentary offices, prepare material for regular Electorate mail-outs and newsletters. 28 As directed by the Minister and senior staff carry out research into electorate issues and analysis on areas of current interest. 29 Prepare Electorate Press Releases and columns. Relationship Management 30 Acquire and maintain knowledge of the agencies for which the Minister has responsibility, together with the community and/or industry groups of special significance to the Minister s portfolio responsibilities. 31 Be sensitive to and knowledgeable of the public relations, publicity and information implications of any proposals, developments or initiatives affecting the Minister s electorate and advise the Senior Private Secretary as appropriate. Risk 32 Alert the Senior Private Secretary to anything that you identify or think may be a political, business or administrative risk to the Minister. 33 Understand and actively work with the Senior Private Secretary to manage any business/ administrative risks. Systems Improvement 34 Identify improvements in office processes and implement, following consultation with the Senior Private Secretary and team members. Training 35 Attend all mandatory training as stipulated from time-to-time. 36 Attend training on Handling of Sensitive Documents and the annual refresher. Health & Safety (for self) 37 Take personal responsibility for keeping yourself free from harm. 38 Follow safe working procedures. 39 Report incidents promptly. 40 Report hazards promptly and suggests appropriate remedies. 41 Know what to do in the event of an emergency. 42 Co-operate in implementing rehabilitation plans. Other 43 Other duties as required. Key Relationships

4 Internal Minister Senior Private Secretary Private Secretary (Media/Advisory) Ministerial Office staff Out of Parliament Electorate Offices Staff in other Ministers' offices/coalition Partner and support party offices Whips' office Clerk's office Travel Office Cabinet Office Members of Parliament & staff Government Research and Communications Unit Ministerial Services staff External Minister s spouse/partner & family Staff of Portfolio Departments, Ministries and State Owned Enterprises Members of the public Minister's constituents Party officials Sector interest groups Courier Organisations Staff Management Number of direct reports Number of staff reporting to direct reports Nil Nil Person Specification Experience Essential A history of achievement in the provision of support to a team Proven experience in providing efficient and effective administration, secretarial and reception services. Skills Experience with Microsoft Office programmes (eg Word 2003, Excel, Outlook) with the ability to quickly pick up new software packages. Ability to work well as a team player and collaboratively across teams Well-developed relationship management and interpersonal skills Proven ability to maintain confidentiality and to use discretion, possesses sound judgement and tact in dealing with sensitive issues. A commitment to the Treaty of Waitangi and the ability to contribute to and support effective strategies in achieving effectiveness for Maori. Desirable

5 Essential Desirable A commitment to EEO principles, gender and equity issues. Effective planning and co-ordination skills, with the ability to meet tight deadlines and multi task. Strong attention to detail and an ability to take responsibility for completing tasks set. Other Security Clearance Confidential Tertiary qualification in related discipline DIA Competencies Competencies are behaviours that drive job success. They are observable and measurable characteristics that can be seen when a job is being done well. With the exception of Achieves Effectiveness for Māori, the competencies DIA uses are derived from the Competency Sort Cards developed and copyrighted by Lominger Limited, Inc. No part of the Lominger competencies may be used, reproduced or transmitted in any form or by any means, by or to any party outside of The Department of Internal Affairs. The competencies required for your role are listed below. Each competency falls within a competency cluster, which are broad themes of skills, behaviours and abilities.

6 Competency Cluster Integrity Intelligence Talent to Execute Emotional Maturity Positive Energy Managing Diverse Relationships Achieves Effectiveness for Māori Competency Integrity and Trust Ethics and Values Learning on the Fly Technical Learning Creativity Priority Setting Customer Focus Functional Technical Skills Time Management Self Knowledge Composure Perseverance Action Oriented Interpersonal Savvy Listening Approachability Boss relationship Comfort around Higher Management Effectiveness for Māori Approved Authorised Signature: Name: Position: Michelle Brokenshire Manager Ministerial Staffing Date: 18 September 2015