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Phase Two: Organisational Review: Final Report
22 August 2003
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Appendix
Six:
MCA/ESS
Branch Review: Expansion of Material on Proposed New or Changed
Roles
[7]
Chief Analyst
Purpose
- To enhance the quality of consumer and energy safety policy
advice through the application of public policy experience and
expert analytical skills and to assist in building and
developing MCA/ESS
branch analytical and practical policy development capability.
Main Accountabilities
- Enhance the quality of inter and intra-branch policy advice
through the provision of analytical leadership, particularly
in the area of framework development.
- Providing an acknowledged point of reference for all
matters within his/her range of expertise (technical and
analytical)
- Improving the innovative capability of the policy team
through actively seeking out and contributing new perspectives
on analytical issues.
- Undertake and/or manage key strategic projects.
- Development and maintenance of key internal and external
stakeholder relationships with individuals undertaking work of
similar complexity.
- Build the analytical and policy capability of the team and
branch through the provision of mentoring, coaching, expert
peer review and advice.
- Develop and maintain an effective working relationship with
relevant Ministers, such that the credibility and reputation
of the branch and
MED is
enhanced.
- Contribute to the development of the broader economic
development policy framework and wider understanding of the
role of consumer policy within this framework.
Minimum Capabilities
- Good honours degree or equivalent or higher in economics,
public policy, social sciences or a related disciplines is
preferred. Candidates with qualifications in other disciplines
will be considered if they have the requisite experience.
- Extensive experience in the provision of analysis on
complex policy issues in either the public or private sectors,
experience in consumer policy issues is desirable but not
essential.
- Capacity to develop workable solutions to complex issues
where there may be little precedence and where a wide range of
analytical skills and good judgement must be brought to bear
in arriving at the solution.
- Capacity to apply theoretical knowledge, together with
acquired and applied knowledge to the creative and
constructive solving of complex public policy issues.
- Excellent communication, interpersonal and relationship
management skills.
- Demonstrated successful project management skills.
- Ability to assist manager in motivating, leading and
supporting work teams.
- Demonstrated and enthusiastic willingness and ability to
share skills and knowledge with other staff and to build their
capability.
Senior Advisor/Advisor (Product
Safety)
Purpose
- To provide high quality, innovative strategic and
substantive policy advice on product safety issues.
Main Accountabilities
- Development , testing and maintenance of strategic
frameworks for thinking about product safety policy issues,
including ensuring that New Zealand's product safety framework
is consistent with international best-practice.
- Analysis and development of policy responses to sector-wide
product safety issues and those product safety issues that lie
at the interface between health, food safety, accident
compensation and rehabilitation, trade, environment and
sustainable development policies.
- Maintaining an effective working knowledge of
TTMRA/MRA
issues and their implications for trans-Tasman and more global
product safety issues.
- Membership of
CPAC.
- Development and maintenance of effective information
sharing and working relationships with the Manager,
Measurement and Product Safety, the Advisor (Product Safety
Standards), the key Measurement and Product Safety officers,
and the key Energy Safety personnel associated with appliance
safety.
- Strategic oversight of FTA
product safety regulations.
- Provision of advice to Minister regarding use of
Ministerial powers (Product Safety Standards, bans, mandatory
recalls) and drafting responses to Ministerials where the
correspondence is focussed on strategic as opposed to
operational policy. Largely peer review of Advisor, (Product
Safety) advice.
- Development and maintenance of key internal and external
stakeholder relationships with individuals undertaking work of
similar complexity. The external focus of this role is
primarily on effective relationships with key national and
international government agencies.
- Handling consumer and industry enquiries only where these
relate to strategic, substantive or sector-wide policy issues.
Minimum Capabilities
- Demonstrated ability to undertake policy analysis (problem
identification and problem resolution skills), particularly
the ability to develop frameworks for thinking about complex
policy issues.
- Demonstrated well-developed strategic thinking skills.
- Well-developed understanding of consumer safety policy and
the operation of New Zealand markets is desirable.
- Excellent oral and written communication skills.
- Excellent relationship management, interpersonal and
team-work skills.
- Excellent negotiation and conflict resolution skills.
- Excellent judgement.
Team Leader, Research, Evaluation
and Monitoring
Purpose
- To coordinate the activities of
REM
team, so that MCA/ESS
policy and service delivery decisions are evidence-based and
their impact on consumer and energy safety outcomes assessed.
- To lead significant market investigation projects from an
information gathering, analysis and consumer liaison
perspective.
Main Accountabilities
- Coordinate the day-to-day work of the
REM
team, particularly the Market Practice Advisors (Consumer
Law Advisors).
- Work with the Manager, Market Intelligence and the Research
Advisor to prioritise the work of the
REM
team consistent with strategic objectives and priorities and
to ensure that these priorities are carried through to
day-to-day work.
- Lead significant market investigation projects from an
information gathering, analysis and consumer liaison
perspective.
- Take part in and/or lead cross-branch market investigation
or policy project teams to develop solutions to identified
problems where no current policy or operational solution
exists.
- To provide coaching, mentoring and professional development
to Market Practice Advisors (Consumer Law Advisors),
in particular to provide analytical leadership to those
involved in market practice investigations.
- Assist manager to develop and then manage the
implementation of plans to use networks as a "radar" for
emerging consumer issues, including ways of capturing and
disseminating this information.
- Develop mechanisms to transfer "market intelligence"
effectively to appropriate personnel within
MCA/ESS,
across MED
branches and associated with external stakeholders.
- Effective relationship management with key internal and
external stakeholders, particularly the branch policy team.
Minimum Capabilities
- Law degree preferably specialising in contract law,
knowledge of both contract and commercial law would be an
advantage.
- Significant demonstrated applied knowledge and
understanding of consumer law as it affects consumers and
traders.
- A "can-do" attitude.
- Excellent problem-identification and resolution skills.
- Good project management skills.
- Good oral and written communication skills.
- Good interpersonal and relationship management skills.
Research/Evaluation Advisor
Purpose
- To develop a research and evaluation strategy and programme
that supports the strategic direction of the Ministry of
Consumer Affairs/ESS
and the wider
MED and contributes to more robust, workable policies
and service delivery.
Main Accountabilities
- Develop impact assessment measures to assess success in
achieving consumer and energy safety outcomes.
- Develop a medium-long-term research and evaluation strategy
and work programme in conjunction with key internal and
external stakeholders that supports the strategic direction of
the branch and wider
MED.
- To develop and manage relationships with researchers in
universities and research institutes and other government
agencies in order to build on, influence and leverage off
their work.
- Undertake or contract out modelling work to better
understand consumer and trader behaviour and the way in which
consumers and the public in general receive and interpret
information and make decisions.
- Provide advice to and work with
MCA/ESS
teams on research and evaluation design.
- Provide coaching and mentoring to research analysts on
research and evaluation methodologies in order to build their
capability.
- Provide a quality assurance check of all research and
evaluation projects .Administer significant research and/or
evaluation contracts.
- Develop and maintain effective working and knowledge
sharing relationships with key internal and external
stakeholders.
Minimum Capabilities
- Postgraduate qualification in science or social science
research, economics, statistics or a related discipline.
- Significant demonstrated knowledge and experience in
quantitative and qualitative research and evaluation
methodologies.
- Successful demonstrated experience in undertaking or
administering large-scale research projects.
- Excellent oral and written communication skills which
enable complex arguments or methods to be understood by a wide
variety of audiences.
- Excellent interpersonal skills.
- Demonstrated and enthusiastic willingness to share skills
and knowledge with other staff and to assist in developing
them.
Research Analyst
(this role description is focussed on consumer issues given
that the existing position is focussed on (energy) safety).
Purpose
- To undertake and administer quantitative and qualitative
research and monitoring to improve our knowledge and
understanding of consumer issues and the impact of policies on
outcomes.
Main Accountabilities
- Work with Research Advisor to establish baseline data and
databases on consumers and consumer issues.
- Undertake and/or administer quantitative and qualitative
research/evaluative work on key policy questions, including
the assessing the impact of policies and service delivery
approaches.
- Undertake detailed research and data analysis resulting in
reports on key trends/issues/policy questions and areas for
future work arising from the data.
- Develop a good general understanding of consumer policies
and the key policy and operational questions in this area and
maintain and upgrade this knowledge through establishing
effective working and knowledge sharing relationships with key
internal and external stakeholders.
Minimum Capabilities
- Good tertiary qualification in social research/science,
economics, statistics, or a related discipline.
- Demonstrated experience in research and data analysis,
(experience in statistical modelling and econometrics is
desirable but not essential).
- Ability to proactively develop sound working relationships
with internal and external clients/stakeholders.
- Excellent oral and written communication skills.
- Good interpersonal and relationship management skills.
Market Practice Advisors (Consumer
Law Advisors)
Purpose
- To identify market practices that have the potential to
have a significant impact on consumer outcomes, through, in
particular, working with demographic groups disproportionately
associated with "bad deals", in order to facilitate proactive
policy and operational solutions.
Main Accountabilities
- Undertake case-work as a means of monitoring consumer and
trader issues, particularly in "risky" markets and demographic
groups that tend to be disproportionately associated with "bad
deals".
- Research and investigate market practices that have the
potential to have a significant impact on consumer confidence
(significant and/or widespread consumer detriment). This
research should result in a report to the Manager, Market
Intelligence recommending action required.
- Transfer knowledge and understanding of market practices
and emerging or critical consumer issues to the appropriate
personnel within, and outside of the branch, particularly the
policy, research and capability advisor positions.
- Take part in cross-branch market investigation or policy
project teams to develop solutions to identified problems
where no current policy or operational solution exists.
- Research, develop and implement trader compliance
programmes as appropriate.
- Establish and maintain effective relationships and networks
with relevant community, trader and government agencies in
order to:
- gain an in-depth, practical understanding of issues that
are impacting, or are likely to impact, on consumers; and
- build the capability of groups disproportionately
affected by "bad deals" to identify and avoid such deals.
- Contribute to the implementation of new policies as
appropriate.
- Draft replies to more complex ministerial and direct
correspondence.
- Act as a subject expert for hotline and contact centre
complex calls.
- Act as subject expert for the development of publications
content.
- Contribute to third party training exercises as required.
- Contribute to the development of the Market Intelligence
Group's work programme.
Minimum Capabilities
- Tertiary qualification, preferably in law.
- Demonstrated experience in legal research and analysis.
- Commitment to "making a difference" to consumer outcomes.
- Problem identification and resolution skills, particularly
working directly with the public.
- Broad understanding the way in which markets operate, and
the laws that govern them.
- Excellent oral and written communication skills.
- Demonstrated interpersonal and relationship management
skills.
- Ability to relate effectively with people from a wide
variety of cultural and social backgrounds (an ability to
speak the language of groups disproportionately affected by
"bad deals" would be desirable in some positions).
Team Leader, Information and
Capability Building
Purpose
- to co-ordinate the day-to-day activities of the information
and capability team.
- to drive forward through effective project management,
significant and complex information projects.
Main Accountabilities
- Effective and clear task allocation to team members as
appropriate to their experience and capability (purpose,
context, goal - quality and quantity, timing and resources
available).
- Input into performance management system.
- Work with Manager, Market Intelligence, and the Senior
Communications Advisor to develop a means of assessing
information requirements across the branch and facilitating
decisions by the Management Team on the prioritisation of
those needs.
- Work with the Manager, Market Intelligence, and the Senior
Consumer Advisor to develop strategies to fund information and
education approaches, including the development of budget bids
where appropriate.
- Work with the Team Leader
REM
and Research Advisor to devise methods of assessing the impact
of information and information delivery approaches in raising
awareness and changing target group behaviour.
- Provide a strategic perspective on the delivery of advice
and information to key information focus groups.
- Lead key strategic information projects where appropriate.
- Work with capability advisors to ensure that the capability
building projects being developed are effective and efficient
and designed to empower rather than foster over reliance on
government intervention.
- Work closely with the Senior Communications Advisor to
inform communications strategy development and ensure that
information projects are implemented in a way that is
consistent with the strategy developed.
- Monitor the standard of branch information "products".
- Develop and maintain effective internal and external
relationships and networks, including internationally.
- Work with key government and private sector agencies to
leverage off their information and education efforts,
particularly in the product safety area.
Minimum Capabilities
- Relevant tertiary qualification in law, communications,
information management, or journalism is desirable but not
essential (relevant experience is more important).
- Excellent written and oral communication skills;
- Demonstrated effective relationship management skills.
- Ability to "make things happen" and to think innovatively.
- Significant and successful experience in managing
large-scale information/education projects.
- Demonstrated successful ability to lead personnel in a
project management situation.
Senior Information Advisor
Purpose
- Effective and efficient development of information products
for consumers and industry, and in the case of energy safety,
the public in general to achieve the branch and
MED
outcomes.
Main Accountabilities
- Develop or contract out the development of significant new
information or education resources.
- Develop or administer significant contracts to develop
informational/promotional campaigns to publicise changes to
consumer or energy safety legislation.
- Develop information resources to address specific issues of
non-compliance with consumer and energy safety law.
- Administer contracts, including design contracts for branch
publications.
- Develop and maintains networks with individuals in key
organisations and groups undertaking work of similar
complexity in order to learn from, build on and leverage off
the work of these agencies.
- Work with Information Advisor to ensure that Branch
websites are up-to-date and accurate.
Minimum Capabilities
- A tertiary qualification in a relevant discipline (such as
communications or journalism) would be desirable. However,
what is more important is a demonstrated track record in the
development or administration of information products.
- Significant demonstrated experience in developing
concepts/ideas to meet identified information or education
needs.
- Significant successful experience in delivering or
administering information/education projects.
- Significant successful project management experience.
- Excellent written and oral communication skills.
- Demonstrated effective relationship management skills.
- Knowledge and understanding of consumer and energy safety
information and education issues would be desirable.
Information Advisor
Purpose
- Effective and efficient development of information products
o consumers and industry, and in the case of energy safety,
the public in general to achieve the branch and
MED
outcomes.
Main Accountabilities
- Assists Senior Information Advisor with developing or
contracting out the development of new information or
education resources.
- Responsible for development of less complex information
projects and updating of existing information resources.
- Supports effective contracting of information projects
through arranging and collating quotations for work on
information products.
- Administration of all branch websites, including regular
reviews to ensure content is current and accurate.
- Maintain consumer and public information databases (Scamwatch,
product safety database etc) as appropriate.
- Develops and maintains networks with individual in key
organisations and groups undertaking work of similar
complexity to disseminate information and gain feedback on
appropriateness and usefulness of information.
- Drafts speeches on generic consumer and energy safety
issues in association with subject expert.
Minimum Capabilities
- Tertiary qualification a relevant discipline desirable but
not essential.
- Excellent oral and written communication skills.
- Experience in assisting with the development of information
products.
- Experience in website and database administration.
- Ability and commitment to deliver.
Capability Advisor (Community)
Purpose
- To work with third party community providers of consumer
advice and information to enhance their capability to provide
effective service delivery to consumers and traders.
- To source high quality consumer representative nominations
for decision-making bodies through maintaining a network of
knowledgeable, influential consumers with strong links into
their communities.
Main Accountabilities
- Work with communities and community organisations to build
up their capability to provide advice on or raise awareness of
consumer issues. This includes the development of projects
designed to foster self-sufficiency amongst these
organisations in terms of their abilities to deal with
consumer issues.
- Maintain effective links with the Market Practice (Consumer
Law) Advisors in order to understand the issues that may be
affecting particular communities either geographically or
demographically.
- Organise logistics of training the trainer programme when
established.
- First point of contact for community agencies.
- Support the Manager, Market Intelligence and the Team
Leader (I&C)
to develop and maintain effective relationships with third
party providers and community organisations and the
development and administration of any contracts with these
agencies.
- Maintain the consumer representation network so that it
remains an effective tool for sourcing consumer
representatives.
Minimum Capabilities
- Significant track record of effective project management of
projects with community and third sector organisations
designed to strengthen capability.
- Earned credibility with community and third sector
organisations.
- Excellent consumer and community networks.
- Excellent relationship management skills.
- Excellent negotiation and conflict management skills.
- Commitment to continuous improvement and creative problem
solution.
Capability Advisor (Māori)
Purpose
- To improve awareness by Māori of their consumer rights and
responsibilities and energy safety issues leading to fewer
preventable "bad deals" and energy-related accidents amongst
this group, through building the capability of Māori
organisations to understand and promote consumer and energy
safety information to their own people.
Main Accountabilities
- Earn and maintain credibility with key stakeholders in
Māoridom in respect of consumer and energy safety issues.
- Development and management of effective relationships:
- with Māori, particularly at senior levels.
- with policy and operational personnel (consumer and energy
safety) across the branch.
- with other government agencies in order to facilitate a
whole of government approach to capability development.
- with key staff across
MED to
support the wider department's focus on assisting Māori to
realise their economic potential.
- Work with the Manager, Market Intelligence, to develop
strategies both improve the capability of the Māori community
and to enhance the responsiveness of the branch to Māori
consumer and energy safety issues.
- Development of innovative capability building strategies
and projects.
- Effective administration of projects/contracts, including
effective monitoring of outputs and establishment of risk
management strategies.
- Work with Research Advisor and Team Leader, (I&C)
to develop impact assessment measures in order to determine
whether the approaches used are making a difference.
- Transfer knowledge of specific Māori consumer and energy
safety issues to relevant staff across the branch.
Minimum Capabilities
- Extensive experience working with Māori communities either
in the public or private sectors.
- Demonstrated excellent interpersonal and relationship
management skills including team-work skills.
- Excellent and broad-ranging networks within Māoridom.
- Excellent negotiation skills, including the ability to
exert influence in situations where you do not have formal
authority.
- Demonstrated excellent project management skills, including
the ability to "make things happen".
- Well-developed understanding of public sector processes and
accountabilities and the ability to manage any conflict (real
or perceived) between these and responsibilities to the Māori
community.
- Demonstrated excellent judgement skills.
- Good understanding of te reo me ngā tikanga Māori.
Advisor Product Safety Standards
Purpose
- To help ensure that consumer expectation regarding product
safety are realised through the development and review of
policies relating to specific products (and services?) with an
emphasis on negotiating voluntary action where possible and
appropriate.
Main Accountabilities
- Primary responsibility for product specific policy
development.
- Revisions of product safety standards arising through
standards reviews or issues identified through operations.
- Development of new product safety standards.
- Development of national standards.
- Negotiating voluntary action and/or need for intervention.
- Development of New Zealand position on specific product
issues coming through
CPAC.
- Proactive identification of potential trouble areas.
- Subject specialist input re content of
information/education resources.
- Networking with key stakeholders.
- Handling enquiries that are too complex for the contact
centre or operations staff.
Minimum Capabilities
- Tertiary qualifications are desirable.
- Good interpersonal and communications skills.
- Ability to negotiate with industry and other key
stakeholders.
- Ability to motivate oneself and to work effectively in
teams.
- A broad understanding of the operation markets in New
Zealand, and the role of standards in product safety.
Advisor, Legal Metrology
Purpose
- Ensuring New Zealand's effective involvement in the
OIML through providing information to relevant New
Zealand stakeholders and liaising with them and the
OIML and technical committees so as to facilitate the
development of a New Zealand position on draft
OIML recommendations and documents.
- Provision of advice to industry and
MAPS
regional officers on a range of legal metrology issues.
Main Accountabilities
- Coordinating New Zealand input into and liaising with the
OIML.
- Informing industry of proposed
OIML recommendations and documents.
- Provision of advice on legal metrology issues to Manager,
MAPS,
Senior Advisor, Legal Metrology,
MAPS
Officers, MCA/MED
staff, consumers and industry.
- Coordinating the reporting of measurement outcomes in the
regional offices, to inform future outcomes planning.
- Maintaining effective relationships with key internal and
external stakeholders, particular personnel within the
OIML.
- Provide efficient, timely and high quality service in
relation to Ministerials, briefings, reports and speeches.
Minimum Capabilities
- Tertiary qualifications and/or qualifications or experience
in legal metrology desirable but not essential.
- Proven ability to interpret technical documents and complex
technical reports in the legal metrology area and a keenness
to keep up-to-date with literature and developments in
relation to weights and measures.
- Well developed analytical skills.
- Ability to liaise, negotiate and gain agreement and
commitment from senior private and public sector personnel,
nationally and internationally.
- Good oral and written communication skills.
- Excellent interpersonal skills.
- Self-motivated.
Team Leaders, Measurement and
Product Safety
Purpose
- To support the Manager,
MAPS,
given the regionally dispersed nature of the Measurement and
Product Safety Service through:
- Coordinating the day-to-day activities of their team.
- Providing an acknowledged point of reference
(nationally) for all matters relating to a particular area
of specialisation either in the weights and measures or
product safety arenas, for example, accreditation or
credential development.
Main Accountabilities
- Effective and clear task allocation regarding both
measurement and product safety responsibilities, to team
members as appropriate to their experience and capability
(Purpose, context, goal -- quality and quantity - , timing and
resources available).
- Monitoring and review of team outputs.
- Coaching and mentoring, particularly trainees.
- Input into performance management system.
- Development and maintenance of a field of technical or
analytical expertise so as to become an acknowledge point of
reference in this field.
- Contribution to maintaining the New Zealand weights and
measures infrastructure (i.e. continuing to undertake a
proportion of the standard work of a
MAPS
officer as appropriate).
Minimum Capabilities
- Relevant tertiary qualification or the potential to gain a
qualification in legal metrology through recognition of prior
learning and experience.
- Significant experience in and understanding of legal
metrology.
- Strong understanding of product safety issues.
- Ability to exercise initiative coupled with excellent
judgement.
- Excellent interpersonal and relationship management skills.
- Excellent organisational skills (previous experience of
coordinating or supervising staff would be desirable).
- Ability to develop into an expert in a particular area of
legal metrology or product safety.
Senior Communications Advisor
Purpose
- To support the GM,
MCA/ESS
branch through the development and maintenance of
communications and relationship management strategies and
systems consistent with the branch and wider
MED
strategic direction.
Main Accountabilities
- Developing and reviewing a communications strategy for
MCA/ESS
consistent with the branch and
MED
strategic direction.
- Developing communication strategies for specific projects
or issues (implementation of new policy, significant topical
consumer or ESS
issues etc) in conjunction with the Team Leader,
I&C.
- Developing processes and procedures for ensuring that all
information and communications material produced by the branch
meets quality standards that are consistent with
MED
communications frameworks.
- Developing and reviewing a relationship management strategy
for the branch that identifies key relationships, their
status, the outcome sought and the steps that need to be taken
to get there.
- First contact for all media enquiries and responsibility
for sourcing "experts" to deal with inquiries.
- Responsibility for coaching and mentoring branch "media
talent" and recommending training where necessary.
- Lead responsibility for developing and maintaining
effective working relationships with the media, communications
personnel in the public and private sector.
- Responsibility for assessing the impact of changes in
demographics and evolving market practices on the ongoing
effectiveness of the branch communication and information
strategies.
- Developing and maintaining effective working relationships:
- With other communications personnel in
MED,
particularly those in the
OD&S communications directorate.
- With key stakeholders and colleagues both nationally and
internationally to exchange strategies on improving consumer,
industry and where appropriate, general public awareness of
consumer and energy safety issues.
- Communications colleagues in parliament, particularly in
the Minister of Consumer Affairs or Associate Minister of
Energy's office.
- Leading significant communications projects/administering
contracts as appropriate.
- Work with Manager, Market Intelligence, and the Team Leader
I&C to develop
a means of assessing information requirements across the
branch and facilitating decisions by the Management Team on
the prioritisation of those needs.
- Work with the Manager, Market Intelligence, and the Team
Leader I&C to
develop strategies to fund information and education
approaches, including the development of budget bids where
appropriate.
Minimum Capabilities
- Tertiary qualification in a relevant discipline.
- Significant successful experience in the field of
communications, either in the public or private sectors.
- Excellent oral and written communication skills.
- Excellent relationship management and interpersonal skills.
The ability to relate to staff at all levels of the
organisation and in particular, the ability to achieve
influence through the use of effective relationship management
skills.
- Ability to work closely with other staff to achieve a joint
outcome.
- Demonstrated successful experience in managing large scale
communications exercises.
- Demonstrated ability to think strategically and take a
"whole of organisation" (MED)
view.
- Demonstrated capability to "make things happen".
Strategic Business Advisor
(this focuses primarily on the additional admin support
management functions proposed)
Purpose
- To facilitate branch-wide approach to strategic and
business planning, priority setting and budgeting to ensure
consistency, cost effectiveness and alignment with the
MCA/ESS
roles and objectives and those of the Ministry of Economic
Development as a whole.
- To manage the team of administrative support services in
order to improve the flexibility and efficiency with which
these services are supplied.
Main Accountabilities
(note: this focuses only on the new responsibilities
associated with the admin pool.)
- Manage, coach and mentor and provide feedback to the admin
pool.
- Where necessary, provide effective task allocation to admin
support staff based on feedback from individual teams through
their nominated contact person on work priorities.
- Negotiate with Managers where there is a conflict over the
priority of tasks.
Minimum Capabilities
(again associated with managing the admin support pool)
- Effective team leadership skills.
- Good organisational abilities.
- Excellent relationship management and interpersonal skills.
- A sound understanding of the work of the branch and its
strategic direction.
Administrative Support Officers
Purpose
- To provide high quality, proactive administrative support
services to the branch.
Main Accountabilities
- To provide support services in the areas of:
- Correspondence - log where appropriate, distribute, monitor
due dates, format and print ministerials, provide responses to
Ministerials clerk, format and send mail merge correspondence,
organise bulk mail-outs where appropriate.
- Document handling - discussion papers (formatting,
arranging printing, distribution, mail outs. Prepare in
PDF format for
emailing or posting on web.
- Equipment maintenance.
- Arranging meetings (attendance, venue, catering, agendas,
admin assistance if required).
- Publications - fill orders, update order forms, keep
inventory, order publication base stock as requested by Team
Leader I&C or
Senior Communications Advisor, order photocopies of resources,
keep resource room tidy, manage distribution of new resources
to CABx,
ESS stakeholders
etc.
- Travel - book for staff, arrange travel allowances.
- Finance -
AP01s etc.
- Leave applications - provide to
HR, maintain register of
applications.
- Management support - support services to Managers as
negotiated.
- Database entry.
Minimum Capabilities
- Demonstrated commitment to excellence in client service
- Ability to apply the full range of Microsoft office
software such as word processing, PowerPoint and excel to
develop branch documents and presentations
- Excellent word processing and data-entry skills.
- Good relationship and interpersonal skills and a commitment
to working as a team.
- Ability to adjust flexibility to changes in priorities.
- Ability to deal with confidential information with
discretion.
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