Job Description Job title Group Section Responsible to Responsibility for Employees Planning Co-Ordination Officer Strategy Council Strategy Council Strategy Manager None Date October 2014 Job Purpose This job exists to provide a high standard of project, technical and administrative support to the Council Strategy team. This role includes assisting with core planning work required under the Local Government Act including the Long Term and Annual Plans. The Planning Co-Ordination officer assists the relevant project manager with co-ordination support, assists with compiling input from across the organisation and runs supporting systems and processes. This role also co-ordinates the annual work programme for the Regional Direction and Delivery Committee under the guidance of the General Manager Strategy. This includes managing changes to the programme, co-ordinating work flows for committee papers, co-ordination of agendas and minutes, and arranging pre-briefing meetings for the committee chair. Additionally this role provides general administrative support as required including purchasing, meeting preparation and minutes, and acts as personal assistant to the Manager Council Strategy. Functional relationships (relating to others) External Members of the public Iwi and hapū Support staff for mayors and Chief Executives Government agencies and local authorities Community, NGO and industry groups Technical or legal professionals Consultants and contractors Purpose and frequency of contact Service delivery - Daily Consultation Occasionally to queries - Daily to queries Weekly to queries - Occasionally to queries Weekly Service delivery - Daily
Internal Councillors and staff at all levels of the organisation Purpose and frequency of contact Service delivery - Daily Collaboration - Daily to queries - Daily Key result areas The job encompasses the following major functions or key result areas: Section Co-Ordination Council and external meeting co-ordination and support Administrative and Technical Support Relationship management Corporate contribution The requirements in the above key result areas are broadly identified below: Key accountabilities Key accountabilities (job holder is responsible for) 1 Section Co-Ordination Assist with specific planning related tasks such as submissions and hearings processes, research and drafting of background material Set up, manage and maintain systems for records and databases as required Enter data, check data integrity and perform searches in databases Work with project managers to ensure that section deadlines are met and that the section meets statutory requirements Ensure that all customers receive excellent customer service for enquires Assess needs and proactively prioritise workload to ensure deadlines are met Undertake any relevant training to adequately assist professional staff in specialist areas Key accountability measures (jobholder is successful when) Work is conducted in an efficient and timely manner Quality technical support is provided to team members and staff across the organisation within agreed timeframes Queries are dealt with in a professional and courteous manner Any additional duties are completed to appropriate standards A1633808 2
Key accountabilities (job holder is responsible for) Key accountability measures (jobholder is successful when) 2 Council and external meeting coordination and support Co-ordinate the agenda report process for committee meetings. Co-ordinate external meetings Liaise with external parties, councillors, senior managers and staff across the organisation to ensure meeting schedules and reporting requirements are met. Arrange and attend pre-meetings set up with General managers, Councillors and Governance staff, take minutes and ensure actions are communicated the day of the meeting. Prepare information for the Council Committee Champions ahead of pre-meeting Co-ordinate submission and hearing processes using the Plan Management System, responding to submitters within agreed timeframes and scheduling hearing times. 3 Administrative and Technical Support Use the Plan Management System for submission/hearing processes and Council Performance Monitoring Use the Agenda Management System to coordinate committee meeting agenda report processes Use ucreate to compile Long Term Plans, Annual Plans and Annual Reports Provide technical support and training to the team and staff across the organisation for the PMS and ucreate programs Develop and maintain systems and processes to ensure the administration functions of BOPRC are consistent and effective Preparation of minutes, memos, letters, presentation material, spreadsheets as required in a timely manner Provide high quality administrative and secretarial services Undertake any other relevant duties and projects as directed by the Manager Council Strategy. 4 Relationship Management Establish and maintain close working relationships with internal and external contacts including Local Authorities, ratepayers, landowners, suppliers, consultants, and contractors. Chairs and executive sponsors are satisfied. Staff are advised of timelines and requirements Administration support is provided in an efficient and effective manner Agenda reports are finalised in the agenda management system as per deadlines Councillors, Committee Champions, staff and Governance are advised of any changes Plan Management System is up to date. Ucreate and Agenda Management System workflows are items that are due are proactively managed. All administrative and secretarial work complies with internal policy and statutory requirements Effective, professional relationships and partnerships are developed and maintained with internal and external contacts. Professional image is conveyed in public forums. A1633808 3
Key accountabilities (job holder is responsible for) Establish and maintain close working relationships with staff across the organisation at all levels 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. Key accountability measures (jobholder is successful when) 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 accordance with the Council s Delegation Instrument(s) this job: Job holder does not control a budget Jobholder can spend money from other s budget $2,000 Jobholder cannot spend unbudgeted capital Jobholder is responsible for committing the organisation to long term contracts - No Jobholder signs correspondence on behalf of the Council - Yes 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. ucreate (Australia) for technical ucreate assistance Team members Personal assistants to group managers and Chief Executive Governance Services staff IT Plan Process Manual Desk File Colleagues Manager A1633808 4
Members of the wider group Intranet Submission comments and approval processes, internal work policies Objective guidelines Legislative requirements Work complexity Most challenging duties typically undertaken, and the frequency of it being performed: Maintaining a good understanding and awareness of policy development, planning process and associated legislation, and being able to apply this knowledge when providing technical support to professional staff Coordinating large and variable volumes of work associated with policy development, implementation and distribution. Carrying out administrative duties at short notice and accommodating urgent requests from several staff members at once Other aspects Note any significant aspects of this job that have not been captured elsewhere in this document. Person specification Minimum academic qualifications and experience required: see comments in my email for education and experience - the rest of the JD looks ok Essential Desirable (for recruitment purposes only) Minimum of 4 years post qualification experience in a local authority (advanced administration and/or co-ordination). A qualification in a relevant field at National Certificate Level 4. A valid driver s licence required* 1 Post-secondary qualifications in a relevant discipline such as a certificate in office or business administration Prince 2 Foundation or Certified Project Management Associate Microsoft Office Specialist in Excel and Powerpoint. Knowledge / Experience (indicate years of experience required as appropriate) Essential Well developed oral and written ability Advanced proof reading and editing skills. Advanced Word processing, spreadsheet and database experience Ability to lean new tasks quickly and cover new roles/requirements at short notice. Experience working in a project management environment Continuous improvement Desirable (for recruitment purposes only) Knowledge of planning, policy and research processes 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. A1633808 5
Key skills/attributes/job specific competencies The following indicates what would typically be expected for this role at a competent level: Advanced Knowledge Co-ordination of committee/board processes Advanced Microsoft Office skills Office administration procedures and systems Working knowledge Knowledge of planning practice Knowledge of project management techniques Understanding of the legislative process and the statutory context for local authority activities Meeting protocol and standing orders General accounting knowledge Time management Awareness Community, cultural and political awareness. Personal attributes / Key behaviours Positive and proactive attitude Exceptional organisation skills including prioritising requests The ability to work independently or as part of a team Sound judgement and initiative Commitment to continuous improvement Be able to work under pressure and meet deadlines Process orientated approach Accuracy and attention to detail Ability to share information and assist others Ability to learn quickly Ability to communicate openly and clearly A high level of courtesy and communication skills Other requirements May require frequent travel within or outside Bay of Plenty region. *Driving record free of driving suspensions or convictions (excluding demerit points and infringement fees) Occasionally required to work outside normal working hours to meet statutory processing timeframes or to assist/coordinate public meetings A1633808 6
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 A1633808 7
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 Unity Strong focus on relationships. Having strength and courage Strong emphasis on collaboration Having fun and being happy Being a positive influence Being proud and courageous Professionalism Manaakitanga Trust and respect Reciprocity (sharing) 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. 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. 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. A1633808 8