Job description
Haere mai
This job description is your go-to place for all the ins and
outs of this role at the Ministry for Ethnic Communities
Chief Advisor to the Chief Executive
1982
Ministry for Ethnic Communities
The primary purpose of the role is to support the Chief Executive to lead the Ministry for Ethnic Communities
and execute the Chief Executive’s broader system leadership responsibilities. The Chief Advisor works directly
Act
with the Chief Executive and the Senior Leadership team in a key role by trouble-shooting, providing strategic
quality assurance and risk management support. The Chief Advisor provides insight and advice on a range of
matters, facilitates effective solutions to urgent or ongoing issues, and facilitates and maintains effective
working relationships with the Ministry’s Senior Leadership team, Ministers Offices, Central Agencies and
other relevant stakeholders.
The Chief Advisor position means that this role is the lead position within MEC that works closely with our
Minister and is therefore privy to multiple classified information. This role is a key liaison point between
Ministers’ offices and the Ministry.
In addition, this role works with other agencies in relation to sensitive and classified information around
Information
ethnic communities and their role in relation to National security such as transnational organised crime. It
involves taking a broad approach to risk identification and risk response around our ethnic communities and
includes dealing with a full range of national security challenges,
This role is required to be able to leverage partnerships around ethnic intel between government agencies,
local government, private companies, and individuals. This role is also responsible for assisting in dealing with
Official
interdependent issues around ethnic communities with the potential for National security cascade effects or
escalation.
•
Reporting to: Chief Executive, Ministry for Ethnic Communities
the
•
Location: Wellington
•
Salary range: Policy J
What we do matters – our purpose
under
The Ministry for Ethnic Communities is the Government’s chief advisor on ethnic communities, ethnic
diversity and the inclusion of ethnic communities in wider society.
We work with communities, other Government agencies and a range of organisations to help increase social
cohesion and ensure Aotearoa is a place where everyone feels welcome, valued and empowered to be
themselves. We also provide services and support directly to our communities.
The Ministry represents people who identify as African, Asian, Continental European, Latin American and the
Middle Eastern.
Released
How we do things around here – our principles
The Ministry is currently undertaking a review of our principles and values to better align with our purpose.
Ministry for Ethnic Communities
Te Tari Mātāwaka
Working effectively with Māori
Te Aka Taiwhenua – our Māori Strategic Framework – enables us to work effectively with Māori. Te Aka
Taiwhenua is underpinned by our mātāpono – Kotahitanga, Manaakitanga, Whānaungatanga, He Tāngata.
As the Ministry is an agent of the Crown, Te Tiriti o Waitangi/The Treaty of Waitangi is important to
everything we say or do. We recognise it as an enduring document central to New Zealand’s past, present and
future. Building and maintaining meaningful relationships is important to work effectively with Māori,
stakeholders and other agencies. We accept our privileged role and responsibility of holding and protecting
the Treaty of Waitangi / Te Tiriti o Waitangi.
1982
Spirit of service
Act
Ka mahitahi mātou o te ratonga tūmatanui kia hei painga mō ngā tāngata o Aotearoa i āianei, ā, hei ngā rā ki
tua hoki. He kawenga tino whaitake tā mātou hei tautoko i te Karauna i runga i āna hononga ki a ngāi Māori i
raro i te Tiriti o Waitangi. Ka tautoko mātou i te kāwanatanga manapori. Ka whakakotahingia mātou e te
wairua whakarato ki ō mātou hapori, ā, e arahina ana mātou e ngā mātāpono me ngā tikanga matua o te
ratonga tūmatanui i roto i ā mātou mahi.
In the public service we work collectively to make a meaningful difference for New Zealanders now and in the
future. We have an important role in supporting the Crown in its relationships with Māori under the Treaty of
Waitangi. We support democratic government. We are unified by a spirit of service to our communities and
guided by the core principles and values of the public service in our work.
Information
How we work
As a Ministry:
•
We want to be a catalyst for change – we will do this by getting the key issues for ethnic communities
on the agenda of Government and the relevant agencies.
Official
•
We want to harness and share knowledge – we will do this by providing accessible, evidence-based
insights and knowledge that can help inform discourse on inclusion and diversity.
the
•
We want to work in partnership with others – we will do this by building relationships inside and
outside government that bring the perspectives of ethnic communities into the policy development
process.
•
We want to support communities to be more empowered - we will do this by facilitating and
supporting development of community programmes that help to grow a more inclusive Aotearoa New
under
Zealand.
Released
Page 2 of 5
Ministry for Ethnic Communities
Te Tari Mātāwaka
What you will do to contribute
As a result we will see
Advice to the Chief Executive
•
The Chief Executive is well-
•
Provide a sounding board, insight, judgement
supported with timely high-
and/or advice where appropriate to enable the
quality advice
Chief Executive to successfully deal with critical
•
Cross-organisational issues are
matters as they arise
successfully managed and there
•
Identify and stay aware of relevant issues, risks and
is excellent communication both
developments which may impact the Ministry;
internally and externally with
1982
alerting and advising the Chief Executive on
relevant parties
responses and what and when to escalate
•
The Chief Executive is well-
•
Ensure the Chief Executive can shine via speeches,
supported to execute their role
Act
email, videos, interviews etc
•
Ministry for Ethnic Communities
reputation and strategic risks are
well-managed
Support the Governance
•
The Chief Executive time is spent
•
Manage the Terms of Reference and membership
on highest value activities
of all governance forums
•
Oversight of governance support
•
Manage forward agenda and actions for
for the Chief Executive is
governance meetings that the Chief Executive leads
managed effectively
•
Work across the Ministry to ensure all actions are
Information
on track
Co-ordinate/Manage
•
The Chief Executive is well
•
Proactively bringing the Senior Leadership team
supported to lead a cohesive and
together as a team to deliver the strategy for the
high performing Senior
Ministry for Ethnic Communities
Leadership team with a focus on
•
delivery of the strategy for Ethnic
Official
Where appropriate, work with Ministers’ Office,
Senior Leadership team and their staff to provide
Communities
the Chief Executive with high quality and timely
•
The team are well supported to
briefings and advice. Ensuring a connected Ministry
deliver quality work within
the
approach to delivering services
agreed timeframes
•
Working with the Manager Policy, ensure timely
•
The Ministry’s reputation and
and quality communication is maintained across
strategic risks are well managed
the Ministry, with Ministers’ their Offices and other
under
stakeholders
•
As directed, lead the management and response to
cross-organisational issues (e.g. media/high risk
OIAs/sensitive investigations or complaint)
Stakeholder Management
•
Information flows smoothly and
•
Assist the Chief Executive, DCE’s, MEC leadership
expectations are clear, with
team to ensure the relationships are open and
effective feedback loops
collaborative.
•
Relationships with Central
Released
•
Build networks and work collaboratively with key
Agencies, Ministers Offices and
internal and external stakeholders, acting as a
other key stakeholders are well-
representative of the Chief Executive where
managed
required
•
Working collaboratively with the
Executive Director Operations on
Page 3 of 5
Ministry for Ethnic Communities
Te Tari Mātāwaka
What you will do to contribute
As a result we will see
•
Assist the Chief Executive to manage challenging
stakeholder engagement and
relationships, facilitating information flows and
relationship management of
understanding issues
Ministers/Ministerial Offices
•
Work with the Chief Executive, senior managers
and colleagues to support effective liaison and
integration across the Ministry where issues relate
to external relationships.
1982
Liaison with Ministers’ Office
•
Lead and maintain productive relationships as a key • Relationships with Ministers
liaison point between Ministers’ offices and the
offices are led and managed
Act
Ministry
effectively
Health and safety (for self)
•
All requirements of Health and
•
Work safely and take responsibility for keeping self
Safety policy and procedures are
and colleagues free from harm
met.
•
Report all incidents and hazards promptly
•
Know what to do in the event of an emergency
•
Cooperate in implementing return to work plans
te
Information
ra
to
o
e/
ence
rm
ag
vise
ver
llab
flu
fo
an
eli
Who you will work with to get the job done
Ad
Co
with
In
In
M
lead
D
Chief Executive
✓
✓
✓
✓
✓
DCE’s MEC
✓
✓
✓
✓
Internal
Ministry Senior Leaders
✓
✓
✓
✓
Official
Other Ministry staff
✓
✓
✓
✓
✓
Ministry Parliamentary staff
✓
✓
✓
✓
✓
the
External
Ministers and their staff
✓
✓
✓
✓
Other Government Departments and
✓
✓
✓
✓
Agencies
External Stakeholders and suppliers
✓
✓
✓
✓
NGOs and Sector Partners including Local
under
✓
✓
✓
✓
Government Agencies
Your delegations as a manager
Human Resources and financial delegations
0
Direct reports
0
Your success profile for this role
What you will bring specifically
Released
At the Ministry, we have a Capability
Experience & knowledge:
Framework to help guide our people towards
•
An experienced senior
the behaviours and skills needed to be
Chief Advisor with an excellent
successful. The core success profile for this
understanding of Government and
role
is Senior Leader.
experienced in working with Senior
Page 4 of 5
Ministry for Ethnic Communities
Te Tari Mātāwaka
Your success profile for this role
What you will bring specifically
Leaders, Central Agencies and
Keys to Success:
Ministers/ Ministerial Offices
•
Adaptive leadership
•
A proven leader who has a track
•
Driving innovation and transformation
record of delivering outstanding advice
•
and working well with people at all
Strategic agility
•
levels
Political savvy
•
•
Demonstrated success in building,
Empowering people for success
maintaining and using networked
1982
•
Inspiring others through vision and
relationships to deliver results
purpose
Skills:
Act
•
Able to build the respect and trust of
their colleagues
•
Highly developed relationship
management and communication skills
•
Trustworthy and operates with
absolute integrity in line Public service
standards
•
Able to deal with ambiguity and able
to take a pragmatic approach to
Information
problem solving when required, and
when operationalising strategy
•
Able to exercise excellent judgement;
can quickly get to the nub of an issue
•
Politically astute and objective
approach
Official
Other requirements:
•
Able to obtain and maintain a Top
Secret security clearance
the
under
Released
Page 5 of 5
Job description
Haere mai
This job description is your go-to place for all the ins and
outs of this role at the Ministry for Ethnic Communities
Programme Director, Economic
Development
1982
Office of the Chief Executive
Act
The Ministry for Ethnic Communities (MEC) is the chief advisor to the Government on ethnic
diversity and inclusion of ethnic communities in wider society. We seek to support the needs and
aspirations of ethnically diverse communities throughout Aotearoa New Zealand and, play a key
role in ensuring their views are represented in the development of policy and operational
initiatives across the public sector.
The Programme Director, Economic Development is a role that is focussed on delivering key
activities which relate to one of our four priorities. Employment and economic empowerment of
ethnic communities is a key priority and this role will develop a plan to support ethnic business to
recover from the impacts of Covid 19 and develop connections across ethnic, Maori, Pakeha and
Information
Pacific businesses in order to leverage their international connections, market knowledge and
cultural capability to NZ’s economic advantage.
The Programme Director, Economic Development will be a member of the
Senior Leadership
Team and will be supported by our Executive Leadership team through a matrix management
model.
Official
•
Reporting to:
Chief Executive
•
Location:
National
the
What we do matters – our purpose
The Ministry for Ethnic Communities is the Government’s chief advisor on ethnic communities,
ethnic diversity and the inclusion of ethnic communities in wider society.
under
We work with communities, other Government agencies and a range of organisations to help
increase social cohesion and ensure Aotearoa is a place where everyone feels welcome, valued
and empowered to be themselves. We also provide services and support directly to our
communities.
The Ministry represents people who identify as African, Asian, Continental European, Latin
American and the Middle Eastern.
Released
Ministry for Ethnic Communities
Te Tari Mātāwaka
How we do things around here – our values
Whakakotahitanga
Ngākau Pono
(
Inclusive)
(
Authentic)
Unifying thought, opinion and action
To act with integrity and sincerity.
for the collective good.
Whakamanawanui
Manaakitanga
(
Courageous)
(
Kind)
1982
Act valiantly and courageously.
Encompasses care and generosity,
for the purpose of nurturing relationships.
Act
Working effectively with Māori
Te Aka Taiwhenua – our Māori Strategic Framework – enables us to work effectively with Māori.
Te Aka Taiwhenua is underpinned by our mātāpono – Kotahitanga, Manaakitanga,
Whānaungatanga, He Tāngata.
As the Ministry is an agent of the Crown, Te Tiriti o Waitangi/The Treaty of Waitangi is important
to everything we say or do. We recognise it as an enduring document central to New Zealand’s
past, present and future. Building and maintaining meaningful relationships is important to work
effectively with Māori, stakeholders and other agencies. We accept our privileged role and
Information
responsibility of holding and protecting the Treaty of Waitangi / Te Tiriti o Waitangi.
Spirit of service
Ka mahitahi mātou o te ratonga tūmatanui kia hei painga mō ngā tāngata o Aotearoa i āianei, ā,
hei ngā rā ki tua hoki. He kawenga tino whaitake tā mātou hei tautoko i te Karauna i runga i āna
Official
hononga ki a ngāi Māori i raro i te Tiriti o Waitangi. Ka tautoko mātou i te kāwanatanga manapori.
Ka whakakotahingia mātou e te wairua whakarato ki ō mātou hapori, ā, e arahina ana mātou e ngā
mātāpono me ngā tikanga matua o te ratonga tūmatanui i roto i ā mātou mahi.
the
In the public service we work collectively to make a meaningful difference for New Zealanders
now and in the future. We have an important role in supporting the Crown in its relationships
with Māori under the Treaty of Waitangi. We support democratic government. We are unified by
a spirit of service to our communities and guided by the core principles and values of the public
under
service in our work.
How we work
As a Ministry:
•
We want to be a catalyst for change – we will do this by getting the key issues for ethnic
communities on the agenda of Government and the relevant agencies.
•
We want to harness and share knowledge – we will do this by providing accessible,
Released
evidence-based insights and knowledge that can help inform discourse on inclusion and
diversity.
•
We want to work in partnership with others – we will do this by building relationships
inside and outside government that bring the perspectives of ethnic communities into the
policy development process.
Page 2 of 6
Ministry for Ethnic Communities
Te Tari Mātāwaka
•
We want to support communities to be more empowered –
we will do this by facilitating
and supporting development of community programmes that help to grow a more
inclusive Aotearoa New Zealand
What you will do to contribute
As a result we will see
• Perform a stocktake of activities occurring across
government including activities planned by
Auckland Council, Asia NZ Foundation, MBIE, MFAT,
Auckland Policy Office, Chambers of Commerce,
1982
Employers and Manufacturers Association etc.
• Develop stakeholder relationships across the
business community and economic development
Act
agencies (central govt and regional players) to
engage them in MEC’s plan of activities)
• Identify meetings that need to be held between
MEC Chief Executive or other MEC senior leaders
with CEs /leaders of economic development
agencies to further the objectives outlined above
• Plan and deliver a major ethnic business symposium
that engages the business community in the two
objectives above
Information
• Identify corporate sponsors who can support the
activities above, particularly for the major Business
Symposium to be delivered early 2023
Strategic Leadership
•
Programme outcomes that
•
Articulate a clear vision for the Ministry’s
maximise the desired business
Official
programme and promote innovative ways of
value and outcomes.
increasing impact on achieving desired business
•
Proactive engagement and
value and outcomes
collaboration between
the
•
Develop and maintain an understanding of the role
stakeholders to achieve positive
of MEC life events
outcomes.
•
Identify current and future risks, issues and
•
The Programme is well regarded
programme delivery.
across MEC and the wider
•
government.
under
Provide network leadership by engaging with MEC,
DIA, other agencies, central industry partners to
•
Clear programme direction and
support the programme outcomes.
performance, supported with
•
stakeholders across overarching
Lead and manage across large multi-disciplinary
workstreams to support successful delivery
programme plans, progress
•
agencies and performance
Contribute to the effective leadership and wider
tracking, identifying delivery of
MEC system.
strategic dependencies and risk
management.
Released
•
Governance structures are
operating effectively programme
outcomes.
Page 3 of 6
Ministry for Ethnic Communities
Te Tari Mātāwaka
What you will do to contribute
As a result we will see
Stakeholder and Relationship Management
•
Te Ara Manaaki taking the lead
•
Establish and build strong, resilient relationships
to achieve collaboration with
and partnerships with key agencies, stakeholders,
stakeholders to achieve positive
and communities to deliver outcomes
outcomes
•
Play a leadership role in building and managing
•
Te Ara Manaaki recognised by
relationships with vendor partners to deliver
stakeholders as an effective
programme outcomes within the MEC and
programme of work
1982
increment statements of work
•
Positive feedback from
•
Contribute to ensuring the programme has sound
stakeholders and evidence of
systems and processes for engaging with key
achieving results through
Act
stakeholders, including vendor partners, to achieve
collaborative effort
system outcomes
•
Work with peers and others in the business to
identify and negotiate priorities based on delivery
of value to enable realisation of agreed benefits
•
Work to remove barriers and ensure decision-
making is informed by strategic imperatives,
achieving the target operating model, and value
creation
Information
Health and safety (for self)
•
A safe and healthy workplace for
•
Ensure my own wellbeing, health and safety and
all people using our sites as a
take reasonable care not to adversely affect the
place of work.
health and safety of others.
•
Health and safety guidelines are
•
Co-operate with DIA’s health and safety policies
followed.
and procedures (incl. emergency).
•
All staff understand their roles
Official
•
Report all near misses, hazards, unsafe behaviours
and responsibilities in relation to
and unsafe conditions.
wellbeing, health, safety and
emergency management.
the
te
ra
to
o
e/
ence
rm
ag
vise
ver
llab
flu
fo
an
eli
Who you will work with to get the job done
Ad
Co
with
In
In
M
lead
D
under
MEC Executive team and senior leaders
✓
✓
✓
✓
✓
✓
Internal
Ministry wide team
✓
✓
✓
✓
✓
✓
Partnering organisations within public and
✓
✓
✓
✓
✓
✓
External
private sector.
Government agencies and leaders
✓
✓
✓
✓
✓
✓
Programme developers/vendors and resource
✓
✓
✓
✓
✓
✓
developers/contributors
Released
Your delegations as a manager
Human Resources and financial delegations
Level
Direct reports
Nil
Page 4 of 6
Ministry for Ethnic Communities
Te Tari Mātāwaka
Your success profile for this role
What you will bring specifically
At the Ministry, we have a Capability
Experience:
Framework to help guide our people towards
•
Experience working in complex
the behaviours and skills needed to be
programme and project delivery
successful. The core success profile for this
environments, in senior delivery
role
is Specialist.
management roles
•
Extensive experience in public sector
Keys to Success:
environment
•
•
1982
Problem solving
Experience as a productive member of
•
leadership teams, operating at a senior
Critical thinking
level
•
Interpersonal savvy
•
Deep and proven experience in Act
•
Navigating complexity
programme/project planning and
•
Communicating with influence
management
•
Technical and specialist learning
•
Experience in people leadership and
working effectively across a variety of
stakeholders
•
Experience in management of multiple
specialist areas relating to delivery for
example commercial and supplier
management, design, benefits
Information
management, finance, and planning)
•
A proven reputation for delivery in
pressured environments, ideally with
experience doing this in large government
organisations
•
Proven experience as a proficient juggler
Official of multiple priority areas, and the ability
to problem solve at speed and under
pressure
the
Knowledge and Skills:
•
Financial, commercial, contract, and
resource management, along with
programme planning and reporting
expertise
under
•
An inherent ability to work at different
levels of detail, at times dealing with
detailed delivery issues, and at other times
applying strategic thinking to delivery
design and planning
Other requirements
•
A proven aptitude for working in a highly
collaborative, supportive, and energetic
manner, getting the best out of teams and
Released
peer/stakeholder relationships
•
A reputation for seeking and applying
active learning and improvement in
support of programme/project outcomes
Page 5 of 6
Ministry for Ethnic Communities
Te Tari Mātāwaka
Your success profile for this role
What you will bring specifically
•
Relevant tertiary qualifications or
equivalent practical experience
1982
Act
Information
Official
the
under
Released
Page 6 of 6
Job description
Haere mai
This job description is your go-to place for all the ins and
outs of this role at the Ministry for Ethnic Communities
Executive Assistant
1982
Ministry for Ethnic Communities
This role is a key support to the Deputy Chief Executive and provides a professional, effective and efficient support
service. This role will add value by ensuring the Deputy Chief Executive is well prepared for stakeholder
Act
engagements, presentations and meetings. The role will provide focused diary management, process and system
development. The role requires excellent communication, interpersonal, and relationship management skills.
•
Reporting to:
Deputy Chief Executive
•
Location:
Wellington
•
Family:
Corporate F
•
Salary:
Salary range of $57,217 - $77,410
What we do matters – our purpose
Information
The Ministry for Ethnic Communities is the Government’s chief advisor on ethnic communities, ethnic
diversity and the inclusion of ethnic communities in wider society.
We work with communities, other Government agencies and a range of organisations to help increase social
cohesion and ensure Aotearoa is a place where everyone feels welcome, valued and empowered to be
themselves. We also provide services and support directly to our communities.
Official
The Ministry represents people who identify as African, Asian, Continental European, Latin American and the
Middle Eastern.
the
How we do things around here – our values
Whakakotahitanga
Ngākau Pono
(
Inclusive)
(
Authentic)
Unifying thought, opinion and action
To act with integrity and sincerity.
under
for the collective good.
Whakamanawanui
Manaakitanga
(
Courageous)
(
Kind)
Act valiantly and courageously.
Encompasses care and generosity,
for the purpose of nurturing relationships.
Released
Working effectively with Māori
Te Aka Taiwhenua – our Māori Strategic Framework – enables us to work effectively with Māori. Te Aka
Taiwhenua is underpinned by our mātāpono – Kotahitanga, Manaakitanga, Whānaungatanga, He Tāngata.
As the Ministry is an agent of the Crown, Te Tiriti o Waitangi/The Treaty of Waitangi is important to
everything we say or do. We recognise it as an enduring document central to New Zealand’s past, present and
Ministry for Ethnic Communities
Te Tari Mātāwaka
future. Building and maintaining meaningful relationships is important to work effectively with Māori,
stakeholders and other agencies. We accept our privileged role and responsibility of holding and protecting
the Treaty of Waitangi / Te Tiriti o Waitangi.
Spirit of service
Ka mahitahi mātou o te ratonga tūmatanui kia hei painga mō ngā tāngata o Aotearoa i āianei, ā, hei ngā rā ki
tua hoki. He kawenga tino whaitake tā mātou hei tautoko i te Karauna i runga i āna hononga ki a ngāi Māori i
raro i te Tiriti o Waitangi. Ka tautoko mātou i te kāwanatanga manapori. Ka whakakotahingia mātou e te
1982
wairua whakarato ki ō mātou hapori, ā, e arahina ana mātou e ngā mātāpono me ngā tikanga matua o te
ratonga tūmatanui i roto i ā mātou mahi.
In the public service we work collectively to make a meaningful difference for New Zealanders now and in the
Act
future. We have an important role in supporting the Crown in its relationships with Māori under the Treaty of
Waitangi. We support democratic government. We are unified by a spirit of service to our communities and
guided by the core principles and values of the public service in our work.
How we work
As a Ministry:
•
We want to be a catalyst for change – we will do this by getting the key issues for ethnic communities
on the agenda of Government and the relevant agencies. Information
•
We want to harness and share knowledge – we will do this by providing accessible, evidence-based
insights and knowledge that can help inform discourse on inclusion and diversity.
•
We want to work in partnership with others – we will do this by building relationships inside and
outside government that bring the perspectives of ethnic communities into the policy development
process.
Official
•
We want to support communities to be more empowered - we will do this by facilitating and
supporting development of community programmes that help to grow a more inclusive Aotearoa New
Zealand.
the
under
Released
Page 2 of 5
Ministry for Ethnic Communities
Te Tari Mātāwaka
What you will do to contribute
As a result we will see
Deputy Chief Executive Support
• The Deputy Chief Executive
• Provide personal and confidential support to the
is able to focus on being
Deputy Chief Executive with effective diary
effective and efficient in
management and the prioritisation of commitments
their core roles
• Prepare draft contracts and other documentation as
• The Deputy Chief Executive’s
required
needs are anticipated, and
• Support the Deputy Chief Executive’s workflow
their diary is accurate and
up-to-date
requirements and ensure that relevant papers are
1982
•
ready ahead of meetings and there is time in the diary
The Deputy Chief Executive
is provided with the correct
for review
•
meeting papers and feels
Monitor and follow up on due dates for
well prepared for meetings
Act
correspondence, report-backs and other
• Deadlines for papers and
commitments
correspondence are met
• Manage Deputy Chief Executive’s travel requirements
• The Deputy Chief Executive’s
as required
time is used effectively
• Prepare agenda and meeting papers for the
• Leadership teams are well
Leadership Team meetings
organised and efficient, with
• Produce and disseminate minutes to meeting
clear action points recorded
participants in a timely fashion and monitor
and monitored
completion of action points
•
Information
Schedule and organise team events
• Ensure effective lines of communication to CE,
managers and other staff are in place
Organisation and Management Support
• Effective, timely and proactive
• Facilitate the prompt and timely dissemination of
organisational support is
critical information to MEC staff and stakeholders
provided to the Executive
as required
Director and the Leadership
Official
• Provide professional liaison with Minister’s office as
Team
required
• An effective relationship with
• Build and maintain effective relationships with the
the Minister’s Office
the
team, department staff and key stakeholders
• A well organised office
• continuous improvement of workflow systems and
•
There are efficient and effective
processes to support the effective use of staff time
administrative systems and
• Maintain both paper based and electronic filing
processes
systems
• Effective working relationships
under
with all key stakeholders
Documentation
•
Documentation is prepared to
•
Provide word processing and document
agreed standards in an
preparation support to the Deputy Chief Executive
accurate and timely manner
•
Prepare and format documents, presentations,
•
All documents filed correctly
spreadsheets, briefings and Ministerial
and can be readily accessed
correspondence to agreed standard as required
when required
Released
•
Ensure documentation is filed appropriately and in
•
The Office looks to you for
accordance with departmental standards in the
expert advice and support on
department’s document management system
the management of, and
access to, MEC documents
Page 3 of 5
Ministry for Ethnic Communities
Te Tari Mātāwaka
What you will do to contribute
As a result we will see
Financial Administration
•
Payments are processed
•
Process all invoices for the Deputy Chief Executive,
according to Departmental
by checking invoices, coding and arranging for
process, delegations and policy
appropriate signoff.
Invoices are received by Finance
•
within agreed timeframes and
Reconcile P-Card
•
suppliers are paid on time
Forward invoices to Finance within agreed
timeframes
•
The Office looks to you to
1982
•
provide expert advice and
Complete monthly accruals
support in financial
•
Compile reimbursement claims for Deputy Chief
administration
Executive
Act
Health and safety (for self)
•
A safe and healthy workplace
•
Work safely and take responsibility for keeping self
for all people using our sites as
and colleagues free from harm
a place of work.
•
Report all incidents and hazards promptly
•
Health and safety guidelines are
•
followed
Know what to do in the event of an emergency
•
Know what to do in the event of an emergency
•
Co-operate in implementing rehabilitation plan
Information
Your delegations as a manager
Human Resources and financial delegations
Z
Direct reports
0
Your success profile for this role
What you will bring specifically
Official
At the Ministry, we have a Capability
Experience:
Framework to help guide our people towards
•
Demonstrated experience in providing
the
the behaviours and skills needed to be
efficient and effective personal assistance
successful. The core success profile for this
at Deputy Chief Executive or Senior
role
is Valued Contributor.
Management level
•
Experience in office management,
Keys to Success:
technology and systems.
under
•
Customer Focus
•
Demonstrated experience working across
•
Continuous improvement
diverse teams in multiple locations
•
Teamwork and peer relationships
Knowledge:
•
Action oriented
•
Understanding of government systems
•
Self-development and learning
and processes
•
Functional and technical skills
•
Basic knowledge of planning and reporting
processes.
Released
•
Proficiency in working with financial
systems and information
Skills:
•
Strong interpersonal skills with initiative,
flexibility and the ability to be proactive
Page 4 of 5
Ministry for Ethnic Communities
Te Tari Mātāwaka
Your success profile for this role
What you will bring specifically
•
A commitment to customer service and a
positive ‘can do’ attitude
•
Judgement, tact, confidentiality and
integrity
•
Is resilient and able to work effectively
under pressure
•
An innovative approach and a
1982
commitment to improve systems and
processes
•
Ability to prioritise workloads, negotiate
Act
deadlines in the face of competing
demands, and to work independently
•
Detail and quality focused with the ability
to anticipate risks and the consequences
of decisions and commitments
•
Confidence in using the suite of Microsoft
Office applications
•
Proficiency in working with financial
management systems and information
Information
•
IT acumen in the use of all forms of office
technology
Other requirements:
•
Business Administration Diploma (or
similar) is desirable
•
Understanding of matters relating to
Official diversity, inclusion and social cohesion.
the
under
Released
Page 5 of 5
Document Outline
