JOB DESCRIPTION
Job Title:
Senior Ministerial Advisor
Business Unit:
Ministerial Support
Business Group:
Ministerial and Secretariat Services
Branch:
Shared Services
Reporting to:
Manager Ministerial Staffing
Location:
Parliament Buildings, Wellington
Grade:
Date Prepared:
8 February 2011
The Department of Internal Affairs – Te Tari Taiwhenua
The new Department of Internal Affairs was established on 1 February 2011, and
amalgamates the roles and functions previously undertaken by the former Department of
Internal Affairs, Archives New Zealand, the National Library of New Zealand, the Office for
the Community and Voluntary Sector (formerly within the Ministry of Social Development)
and the Government Chief Information Office (formerly within the State Services
Commission).
The Department has a unique role in nurturing the development of the country’s nationhood,
identity and culture. The Department maintains the collective memory of the nation and
connects it to the present and future. As New Zealand’s oldest government department, it
has a continuous link back to the Colonial Secretary’s office and the signing of the Treaty of
Waitangi.
Purpose
The Department of Internal Affairs serves and connects people, communities and
government to build a safe, prosperous and respected nation. For more detailed information
about Internal Affairs, go to our website:
www.dia.govt.nz.
Branch Overview
The Shared Services branch provides corporate-type functions to other business groups in
the Department. The branch also provides support services to Ministers and secretarial
support services to advisory boards and commissions of inquiry.
Business Group Overview
Ministerial and Secretariat Services (MASS) is part of the Shared Services Branch. MASS
works to ensure that New Zealand’s executive government runs smoothly and effectively by
delivering a range of responsive, timely and professional services to and on behalf of
Ministers of the Crown. These include staffing support and communications services to
Ministers’ offices, provision of ministerial residential accommodation and secure vehicular
transport and airport facilitation.
MASS not only provides services for Ministers, we also support a number of stand-alone
bodies both ad-hoc and ongoing, and maintain a capability to set up and support such
bodies as required. MASS comprises the following units:
Visits and Ceremonial Office
Ministerial
Support
VIP Transport Service
The Gambling Commission
The Local Government Commission
Business & Secretariat Support
o The Film & Literature Board of Review (FLBOR)
o The Library & Information Advisory Commission (LIAC)
o Guardians / Kaitiaki of the Alexander Turnbull Library
o Public Lending Right Advisory Group
o Archives
Council
o Confidential Listening & Assistance Service
o Support for Royal Commissions and Commissions of Inquiry.
Position Summary
To provide general and political advice to the Minister of his/ her portfolio(s) and
parliamentary responsibilities that is consistent with the objectives of the government.
To develop appropriate relationships with the Caucus, coalition and support parties in order
to facilitate progress of policy and legislation within the Minister's portfolio responsibilities.
You will be responsible to the Minister for the provision of political advice.
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 Responsibility Areas
Key Responsibility Accountability Statement
Areas
Analysis, Information Provide the Minister with political oversight and high quality
& Advice
independent advice on policy proposals and submissions
received in line with the government's objective.
A Senior
Monitor relevant Cabinet Committee papers/ minutes and draw
Ministerial Advisor
to the Minister’s attention all issues of significance.
is responsible to a
Engage effectively with internal and external experts in relation
Senior Cabinet
to the Minister's portfolio(s) so that the best information is
Minister holding a
available for discussion, decision making, policy development,
major portfolio(s)
planning and risk management.
and is expected to
Answer questions of interpretation that raise significant issues in
have vast, tested
relation to Government policy.
experience in
political/portfolio/
Govt advisory work Strategic Planning
Advise the Minister in relation to his/her portfolio responsibilities
for the introduction of legislation into the Governments strategic
plan.
Provide, as required, input into the government’s strategic
planning.
Actively participate in the development of the Minister's work
planning.
Leadership
Advise guide and mentor Ministerial Advisors in relation to the
Minister’s portfolios.
Promote a culture of high performance and excellence.
Be a positive role model and act as a positive and inspiring
advocate in relation to the completion of work assignments.
Reporting
Provide activity reports to the Chief of Staff on a regular basis.
Team Management
Directing, leading and overseeing the work of Ministerial
Advisors and Portfolio Secretaries within the Minister’s Office or
Associate Minister's office.
Allocation and monitoring of advisory work within the Ministers
office while providing leadership and coaching.
Assist the Chief of Staff (responsible for all Advisors) in training
newly appointed Senior Advisors and Advisors.
Work closely as an equal partner with the Minister's senior team
to ensure the smooth flow of work to the Minister and through
the office.
Training
Ensure self and staff attend all mandatory training stipulated
from time-to-time
Relationship
Manage the Ministerial office relationship with Coalition and
Management
support party spokespeople and work with Prime Minister's
office on relevant support party consultation issues.
Maintain effective relationships with the Prime Minister's
advisory team; identify and advise of any potential risks as soon
as possible.
Develop and maintain effective liaison and relationships with key
stakeholders in Ministers’ portfolios.
Attend meetings with officials, sector organisations, and any
other relevant meetings as required.
Attend and play an active part in the weekly Advisors meeting.
Gain the confidence of and become a confidant of the Chief of
Staff in relation to his/her duties as team Manager/Leader of the
Advisor group.
Sector and
Consult with and advise appropriate support parties on policy
Stakeholder
and legislation within the Minister’s portfolio(s) responsibilities in
Consultation
accordance with advice from the Prime Minister's office
Consult with the Prime Minister's office on the implementation of
portfolio plans
Consult with and advise Portfolio Advisors, Senior Private
Secretary, Press Secretary and other office staff on the
implementation of portfolio plans.
Maintain effective relationships with the Prime Minister's
advisory team.
Advise, with government members on Select Committees, on
relevant legislation to ensure the Minister and Government is
kept abreast of developments.
Liaise with Caucus Committees and Research Unit.
Risk Management
Identify potential areas of risk and develop risk mitigation
strategies, in consultation with the Minister and senior office
staff.
Risk management of issues within Minister’s portfolios and
ensuring the Prime Minister’s office is kept informed about
potential risks and opportunities.
Understand and actively work with the Minister to manage any
political risks
Operate on a “heads up” basis so that any key risks are alerted
to the Minister
Work Programme
Ensure the Minister is appropriately briefed for all House
responsibilities.
Actively participate in the development of the Minister's work
planning.
Health & Safety
Takes personal responsibility for keeping self free from harm.
Follows safe working procedures.
Reports incidents promptly.
Reports hazards promptly and suggests appropriate remedies.
Knows what to do in the event of an emergency.
Co-operates in implementing rehabilitation plans.
Key Working Relationships
Internal External
Reporting Minister
Chief Executives of Portfolio Departments,
Other Ministers
Ministries and State Owned Enterprises
Chief of Staff
Portfolio Departments or Ministries
Prime Minister’s Office
Members of the public
Ministerial Office staff
Minister's constituents
Staff in other Ministers'
Party officials
offices/Coalition Partner and
Sector interest groups
support party offices
Whips' office
Clerk's office
Members of Parliament
Cabinet Office staff
Ministerial Services staff
Accountabilities/Delegations
Staff Management
Number of direct reports
Nil
Number of staff reporting to the direct reports
Nil
Delegations
Human Resources Delegations
Nil
Financial Delegations
Nil
Security Clearance
Level Top
Secret
Special Requirements (education, skills, knowledge, experience)
A University degree.
Vast experience and extensive knowledge of the workings of Government.
Highly developed interpersonal skills with a demonstrated ability to relate to and gain
the confidence of the Minister and diverse stakeholders.
Demonstrated ability to analyse, understand and explain complex information in a
simplified form.
Demonstrated ability to think strategically and identify risk in the development of
Government policies and legislation.
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.
Competency Cluster
Competency
Integrity and Trust
Integrity
Ethics and Values
Learning on the Fly
Intelligence
Intellectual Horsepower
Decision Quality
Talent to Execute
Written Communications
Self Knowledge
Emotional Maturity
Composure
Standing Alone
Edge
Command Skills
Dealing with Ambiguity
Strategic Agility
Managing Complexity
Dealing with Paradox
Perspective
Positive Energy
Perseverance
Interpersonal Savvy
Managing Diverse Relationships
Comfort around Higher Management
Political Savvy
Achieves Effectiveness for Māori
Effectiveness for Māori
Integrity
This is the ability to accept personal accountability for actions and decisions; to be reliable,
trustworthy, and honest in all aspects of our work; and to uphold the values and principles of
the Department.
Intelligence
This is the ability to learn, understand and think things out quickly. It is demonstrated in our
ability to reason, solve problems, think creatively, understand ideas that can be complex,
and learn quickly from experience. It is the ability to make sense of a changing environment
and figuring out what to do.
Talent to Execute
This is about getting the job done. It is the ability to achieve results for the Department and
provide an outstanding service, with and through others. It also describes continuously
searching for innovation and ways to add value in order to position the Department for future
success.
Emotional Maturity
This is the ability to control one's emotions, to recognise their impact and to adapt to
changing circumstances, particularly during stressful times. It includes the ability to sense,
understand, and react to others' emotions. It is about knowing one's strengths and
weaknesses and continuously looking to improve oneself. It also requires individuals to
demonstrate resilience and sound judgment in dealing with challenges.
Edge
This is the ability to make tough calls and to demonstrate courage and confidence in
challenging situations. It encompasses expertise in risk management and decision-making.
Those with edge provide stability and clarity when crisis and confusion arise.
Managing Complexity
This is the ability to operate effectively in an ever-changing environment, scanning the
horizon for looming issues and providing solutions. This requires individuals to take an
organisational perspective when resolving problems, ensuring the Department maintains a
strong culture of innovation and togetherness.
Positive Energy
This is the demonstration of an upbeat attitude through good times and bad, and the desire
to strive for the best outcomes for the Department. Individuals who demonstrate this trait
are able to positively affect the behaviour of others, motivating them with a sense of purpose
and spirit of cooperation. It encompasses the capacity to care deeply for the work that we do
and for the principles and values of the Department.
Managing Diverse Relationships
This is the ability to work with a diverse range of people and to build mutually beneficial
relationships and networks, sometimes in complex environments. It is the ability to value the
contribution of others, respecting each other's views, beliefs and customs, united in a
common purpose.
Achieves Effectiveness for Māori
Achieves Effectiveness for Māori describes working effectively with and for Māori
colleagues, clients and stakeholders, to ensure their specific needs are identified and met,
and to create a positive work environment for Māori. It relates to our Effectiveness for Māori
(EfM) strategies, policies and guidelines and supports our vision to be recognised as an EfM
leader in public service.
(Please note that this competency is not part of the Lominger Competency suite)
Success in the Job
You will know you have been successful when you have achieved the results and
demonstrated the competencies listed above.
Note: job profiles, competencies and grading structure may change over time. Jobholders
will be notified of any changes. Consultation will take place in the event of any material
changes that affect the overall scope, function or possibly size of the job.
Approved
Authorised Signature:
Name: Richard
McDonald
Position:
The Manager, Ministerial Support
Date:
8 February 2011
Document Outline
