Job Description Job title Group Section Responsible to Responsibility for staff SmartGrowth Administrator Corporate Strategy SmartGrowth Programme Manager None Date January 2013 Job purpose This job exists to assist the SmartGrowth Programme Manager by providing efficient and effective administrative assistance to support the delivery of the SmartGrowth programme. Functional relationships (relating to others) External Chairman of the SmartGrowth Implementation Committee Councillors Staff at all levels within the SmartGrowth partnership Councils (Tauranga City Council and Western Bay of Plenty District Council) Tangata whenua Public Consultants & Contractors Advertising Agencies Local Government Agencies Territorial Authorities Officials (Mayors, Councillors, Chief Executives) Media Internal Staff involved with the SmartGrowth programme. General Manager, Strategy and the PA Strategy staff Chief Executive and the PA Key result areas The position of SmartGrowth Administrator encompasses the following major functions or key result areas: A1491008 18 January 2013
SmartGrowth Administrator 2 Project administration. Collaboration and Relationship Management Meeting administration. Website content management Corporate contribution Key accountabilities Key accountabilities 1 Project Administration Use initiative to anticipate needs of the Programme Manager and act accordingly to provide efficient and effective support. Preparation of memos, letters, presentation material, spreadsheets etc as required in a timely manner. Collate information and prepare draft reports. Develop and maintain systems for records and databases as required. Diary management including prioritising and monitoring diary conflicts. Programme Managers email is monitored in their absence and replied to or forwarded where appropriate. Assess needs and proactively prioritise tasks to ensure deadlines are met. Undertake any other relevant duties and projects as directed. Ensure the Local Government Official Information and Meetings Act 1987 process is followed and deadlines are met in relation to the public requesting an official information request. Key accountability measures All administrative and secretarial work complies with internal policy and statutory requirements. Work is conducted in an efficient and timely manner. Builds and maintains positive working relationships with key stakeholders. Programme Manager has confidence with the assistance provided to them, enabling them to carry out their functions effectively. Enquiries are dealt with in a professional and courteous manner. Any additional duties are completed to an appropriate standard. Confidentiality is maintained at all times. Expense claims and timesheets are submitted in accordance with deadlines. 2 Collaboration and Relationship Management Maintain close professional working relationships with internal and external contacts including Councillors, whilst ensuring that Council s internal processes, standing orders, protocols and policies are complied with. High degree of confidentiality and discretion to be practised at all times. Represent the organisation professionally and courteously at all times. Code of Conduct is adhered to at all times. Professional image is conveyed in public forums. Sensitive information is kept confidential. 3 Meeting Administration Coordination of meetings, preparation, compilation and distribution of agendas and technical reports. Minute taking at formal and informal meetings Organise arrangements for venue hire and catering as required. All agenda reports are finalised in a timely manner and agendas distributed in accordance with deadlines Administration support is provided in an efficient and effective manner at formal and informal meetings and workshops
SmartGrowth Administrator 3 Key accountabilities 4 Website Content Management Upload research and other information onto website Organise website information Upload meeting agendas and papers onto website as required Key accountability measures Website is regularly updated and information is uploaded as required Information is readily accessible to the public 5 Corporate contribution Promote the implementation of the Corporate Culture Statement, Leadership Model and Health and Safety Systems. Recognise individual responsibility for Workplace Health and Safety under the Health and Safety in Employment Act 1992. 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. Corporate responsibilities are undertaken and completed accurately, meeting specified standards and within agreed timeframes. 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 addition to any financial delegation outlined in the Council s Delegation Manual this job: Does / Does not control a budget Amount $ Jobholder can spend unbudgeted capital Yes No Amount $ Jobholder can/cannot authorise expenditure from another person s budget Amount $ 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 staff. Confer with other administration staff and SmartGrowth Project team members. Confer with governance staff across the SmartGrowth partnership Reference to previous meeting minutes. Corporate systems/processes (e.g. for booking meeting rooms, catering, travel etc). All BOPRC Policies. Work complexity
SmartGrowth Administrator 4 Most challenging duties typically undertaken Interpret Council s meeting protocol and the relevant legislation, Standing Orders and committee delegations associated with meetings. Research and write high quality minutes (and associated documentation) within tight timeframes. Required to upload and manage information on the SmartGrowth website Required to have a good working knowledge of SmartGrowth key issues Required to assist with enquiries in a professional and courteous approach. Maintain high workload outputs whilst ensuring BOPRC policies and standards are adhered to at all times. Required to meet tight deadlines, and manage quality, accuracy and timelines of output. Person specification Qualifications and experience Essential Level Excellent English written, verbal, comprehension. Advanced knowledge of Microsoft Word 2010. Advanced knowledge of Microsoft Outlook. Excellent customer service focus. Discreet and total respect for confidentiality. Proactive and energetic. A full driver s licence. Website management experience Desirable Microsoft Office Specialist (MOS) in Word Expert level. Diploma in Business Administration or similar. Knowledge / Experience (indicate years of experience required as appropriate) Essential Desirable Minimum of three years experience at senior administration support level or governance support (e.g. committee/board support). Experience in minute taking at senior levels. Computerised telecommunications software experience. Local Government experience. Ability to manage change and respond accordingly. Up to date knowledge of meeting protocol, Standing Orders and relevant legislation Key skills/attributes/position specific competencies The following indicates what would typically be expected for this role at a competent level: Advanced knowledge Sound knowledge of office administration procedures and systems. Well-developed computing skills, including Microsoft Office applications. The ability to multi-task and manage a number of key priorities simultaneously. The ability to communicate effectively (verbally and in writing) with a wide range of people, developing and maintaining effective internal and external relationships. Time management. Writing and editing skills. Well-developed knowledge of meeting protocol and Standing Orders. Minute recording and English language skills.
SmartGrowth Administrator 5 Working knowledge Awareness Confidentiality and discretion Advisory and technical liaison role Website management experience Ability to make sound decisions when necessary. Ability to plan in terms of immediate and long term goals. Community, social, cultural and political awareness. Personal attributes Willingness to do what needs to be done to finish the job in the required timeframes. Commitment to continuous improvement. Process-orientated approach. Exceptional organisation skills, including prioritising requests. A high level of courtesy and communication skills. Ability to work well under pressure. Sound judgement and initiative. Confidentiality and integrity. Accuracy and attention to detail. Takes pride in personal/professional appearance. Ability to learn quickly. Ability to work well in a team and independently. Excellent listening skills. Other requirements Regularly required to be flexible with work hours to provide secretarial support for meetings, which occur outside of normal work hours. Change to position 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. Discussed with Incumbent: Employee Date Recommended: Manager/Supervisor Date
SmartGrowth Administrator 6 Approved: Manager/Supervisor Date