Personal Assistant



Personal Assistant Policy Group, Policy, Regulation and Communities Branch The Personal Assistant provides consistent and dependable personal, secretarial and administrative support services to the General Manager Policy (GM Policy). The role includes maintaining effective relationships and communication channels within the Policy, Regulation and Communities Branch and across DIA.Reporting to: General Manager Policy GroupLocation: Wellington Salary range: Corporate E What we do matters – our purposeOur purpose is to serve and connect people, communities and government to build a safe, prosperous and respected nation.In other words, it’s all about helping to make New Zealand better for New Zealanders.How we do things around here – our principlesWe make it easy, we make it work Customer centredMake things even betterWe’re stronger together Work as a teamValue each otherWe take pride in what we do Make a positive differenceStrive for excellenceWorking effectively with MāoriTe 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 DIA 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.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 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. What you will do to contributeAs a result we will seePersonal Assistant Support to GM Policy Provide personal and confidential secretarial support to the GM Policy and his/her leadership teamManage diaries and in-boxesManage the flow of correspondence including identifying and escalating urgent issues and ensuring timely responses and communications Organise meetings and distribute agenda, papers and follow up notes or minutesPrepare the GM Policy for meetings by providing necessary reading and relevant documents Take minutes of meetings, ensure the recording and allocation of action points and that any relevant information is passed onto appropriate team membersComplete and distribute agendas and relevant papers for Minister’s meetingsProduce and disseminate minutes to meeting participants in a timely fashion, once approvedProvide cover for the other Personal Assistant and Business Support AdministratorsSchedule and organise team meetings and events Arrange travel bookings, team events and cateringThe GM Policy Group can focus on being effective and efficient in their core roleThe GM Policy Group needs are anticipated, and their diary is accurate and up-to-dateCustomers are greeted in a professional manner and requests are actioned within agreed timeframes which is supported by positive feedback and minimal complaintsPolicy Leadership Team meetings are run effectively and efficientlyGroup Management Support Coordinate management team meetingsTake minutes of management meetings and ensure allocation of action pointsContribute to the development and implementation of team policies, processes and proceduresPlan, manage, and contribute to projects or areas of work within and across the unit and groupAccurate meeting minutes are produced and distributed to meeting participants in a timely fashion once approved by managerAdministration Support Disseminate incoming information to team members within deadlines, tracking information where appropriateProvide photocopying, scanning and filing support servicesMaintain electronic and paper-based filing systems, eg for investigations, Ministerial correspondence and document managementArrange travel bookings for team members including taxi and accommodationEnsure there are adequate supplies of stationery, office supplies and equipment and that all equipment is functionalSchedule and organise team events, e.g. meetings, farewell functionsCoordinate induction of new staff into the teamA well organised and tidy officeTeam members are communicated with effectivelyEffective, timely and proactive administrative support is provided to the teamMeeting participants receive agendas, minutes and action points in a timely fashionThe office is stocked with adequate supplies and all equipment is functionalYou take ownership of your own responsibilities and actionsYou proactively communicate progress on tasks and provide updates when there are delaysCorrespondence, Documentation and Preparation Provide word processing and document preparation support, including using the skills of electronic dictation systems and/or copy typeFormat, or assist team members to format, documents, presentations and spreadsheets e.g. briefings and ministerial correspondenceManage the production, storage, retrieval, distribution and maintenance of team resource material and educate users as required.Documents, presentations and spreadsheets are prepared and filed to agreed standards in an accurate and timely mannerAll team documentation (soft and hard copy) is typographically error free and meets quality standardsYour team is confident in your ability as an SME in this areaCommunication Support the GM Policy with document production and work flow requirements assuring due confidentiality on personnel and business mattersMaintain effective lines of communication to Department staff and stakeholdersFormat documents to agreed standardsProduce spreadsheets, PowerPoint presentations and other documents to agreed standards, as requiredFinancial Administration Process all invoices by requesting purchase orders, checking invoices, coding and arranging for appropriate sign-offReconcile purchase card (P-Card) transactions Prepare financial returns and reports as requiredCompile reimbursement claims for managers and give advice to members of the team on how to action thesePayments are processed according to Departmental process, delegations and policy Invoices are received by Finance within agreed timeframes and suppliers are paid on timeYour team is confident in your ability as an SME in this areaHealth and safety (for self)Work safely and take responsibility for keeping self and colleagues free from harmReport all incidents and hazards promptlyKnow what to do in the event of an emergencyCooperate in implementing return to work plansA safe and healthy workplace for all people using our sites as a place of work.Health and safety guidelines are followedAdviseCollaborate withInfluenceInformManage/leadDeliver toWho you will work with to get the job doneInternalGeneral Manager Policy Group Policy Group Managers Policy Group team members Relevant Department staff ExternalPortfolio Ministers and Staff of Ministerial Offices Other Government Agencies Policy Branches of other Government Departments whose responsibilities relate to the Department Your delegations Human Resources and financial delegationsLevel Z Direct reportsNilYour success profile for this roleWhat you will bring specificallyAt DIA, we have a Capability Framework to help guide our people towards the behaviours and skills needed to be successful. The core success profile for this role is Valued Contributor.Keys to Success:Customer FocusContinuous improvementTeamwork and peer relationshipsAction orientedSelf-development and learningFunctional and technical skillsExperience: Proven experience in providing efficient and effective administration services Demonstrated experience and advanced level of skills in a range of desktop applications, particularly Microsoft OfficeDemonstrated experience managing high volumes of work within tight timeframes, to required quality standardsExperience in office management, technology and systemsExperience supporting a senior manager within a government department is desirableKnowledge:Knowledge of system and process design and improvementBasic knowledge of planning and reporting processesProficiency in spoken and written EnglishDisplays the personal maturity and integrity to make good judgments about people, events and risksProficiency in working with financial systems and informationSkills:Excellent communication skills, both written and verbalStrong organising and prioritisation skills and ability to be proactive and flexibleAbility to make sound judgements and identify and manage risks effectivelyStrong stakeholder relationship management focus and interpersonal skills, with the ability to interact with people at all levelsAbility to quickly learn new systemsTeam focused work ethics and the ability to work collaboratively across team boundariesThe ability to work independently when required and to be a self-starter, taking responsibility for ensuring specific areas of work are completedPossess judgement, tact, confidentiality and integrity when dealing with sensitive issuesOther requirements:A tertiary qualification in the secretarial, financial or management fields (or similar) is desirable ................
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