Position purpose This position exists to provide a high standard of administrative support to the professional staff of the organisation, particularly in support of the Regional House staff.
Provide quality administrative and secretarial services. Provide an excellent first line of enquiry and advice service for all reception enquiries, in a pleasant and confident manner. Provide an efficient and effective reception and cashiering service for Council. Regular ordering of stationery and ergonomic equipment for Council staff. Oversee meeting room bookings and liaise with key personnel to provide meeting room support services. Place orders with external catering contractors and coordinate catering deliveries. Maintain systems for records and databases as required. Assist and support the Document Specialists when necessary Support the organisation’s workflows through efficient and effective mail processing and internal courier/mail services.
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Key accountability measures • • • • • •
All administrative and secretarial work complies with internal policy and statutory requirements. Customer services work complies with internal policy and statutory requirements. Cashiering follows procedures, work is conducted effectively and efficiently, and meets timeframes. Enquiries are dealt with in a professional and courteous manner. Council mail and courier services are conducted efficiently and meet timeframes. Data entry, data maintenance, records classification and workflows undertaken to assist records sub-section have a high level of accuracy.
Capture and maintenance of Council records and information into appropriate corporate records repositories.
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General duties
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Ensure that all customers receive excellent customer service.. Develop and maintain close working relationships with internal and external contacts as appropriate. Undertake any other relevant duties and projects as directed by the supervisor(s).
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Queries are dealt with in a professional and courteous manner. Effective, professional relationships are developed and maintained with internal and external contacts. Any additional duties required by Records, Support Services, and the Corporate Property Manager are completed to appropriate standards.
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Corporate contribution
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Promote the implementation of the Corporate Culture Statement, Leadership Model and Health and Safety Systems. Recognise individual responsibility for Workplace Health and Safety under the Health and Safety in Employment Act 1992. Meet the statutory responsibilities detailed in the Information Management Policy & Procedures standard. Meet Bay of Plenty Regional Council’s statutory responsibilities for civil defence and emergency management.
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Corporate responsibilities are undertaken and completed accurately, meeting specified standards and within agreed timeframes. Hazards are identified and all incidents and accidents are reported. Participate in any wellness programmes, such as stress management training and health monitoring. Council records are created and maintained in corporate information systems, meeting specified information management standards. Participate in any civil defence and emergency management training initiatives and assist with any civil defence emergencies, as part of Environment Bay of Plenty’s responsibilities for civil defence and emergency management.
Delegations This position has financial delegation as set out in Council’s delegations manual.
Work complexity Most challenging duties typically undertaken •
Carry out administrative duties at short notice and accommodate urgent requests from several staff members at once. Consistently accurate data entry and quality electronic image production.
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Person specification Qualifications and experience Essential • • • •
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A minimum of secondary education up to Year 13. Excellent English – written, verbal and comprehension. Word processing, spreadsheet and database experience. Sufficient experience and ability to proactively apply knowledge and skills to continually improve systems, quality and results. A full driver’s licence.
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Desirable • • •
Post-secondary qualifications in a relevant discipline. Microsoft Office Specialist – Word, Excel, PowerPoint. Experience with Electronic Document Management Systems
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Key skills/attributes/position specific competencies The following indicates what would typically be expected for this role at a competent level:
Working knowledge
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Office administration procedures and systems. Microsoft Office applications. Excellent time management and communication. General accounting knowledge. Knowledge of organisations activities and workflows Ability to maintain quality outputs with repetitive tasks
Awareness
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Community, cultural and political awareness.
Advanced knowledge
Personal attributes • • • • • • • • • • •
Excellent customer service and interpersonal skills. Sound judgement and initiative. Commitment to continuous improvement. Process orientated approach. Accuracy and attention to detail. Ability to share information and assist others. Ability to learn quickly. Ability to communicate openly and clearly. Exceptional organisation skills including prioritising requests. A high level of courtesy and communication skills. The ability to work independently or as part of a team.
Other requirements • • • •
Occasionally required to work outside normal working hours to meet statutory processing timeframes Occasionally delegated the responsibility to carry out the Document Specialist’s duties in their absence. Occasionally required to carry out physical or light field duties. Occasionally required to provide support for meetings after hours.
Change to position description From time to time it may be necessary to consider changes in the position description in response to the changing nature of our work environment. Such changes, including technological requirements or statutory changes, may be initiated by the manager of this position with due consultation and agreement between parties to the position description. This position description may be reviewed as part of the preparation for performance planning for the annual performance cycle.
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Office Assistant
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Approved:
___________________________________________ Group Manager
