Business Systems Specialist

Tēnei tūranga – About the role

The Business Systems Specialist will bring their technical understanding and perspective to work in partnership with colleagues, systems users, vendors/suppliers, other agencies, and stakeholders. 

The Business Systems Specialist analyses and evaluates short and long term business requirements, and  supports the initiation, development and delivery of change. They provide expert, proactive advice identifying areas for development of technical solutions to ensure the efficient and cost-effective operation of current and future key Building and Tenancy systems and the other systems that they integrate with.

Ngā herenga – Requirements of the role

Personal specifications

• Highly developed analytical and conceptual thinking. Capable of developing alternative and innovative pathways to achieving desired outcomes.
• Understanding of a broad range of business systems and the ability to engage with multiple ICT suppliers/partners to challenge, discuss and resolve technical matters ensuring timely, cost effective and suitable solutions.
• Ability to maintain an up to date understanding of systems, standards and processes in use in the IT industry, including ITIL, SDLC and Agile.
• At least one year's experience in gathering, analysing, and documenting technical business requirements and developing system specifications that meet current and long-term business needs in a complex service delivery environment and organisation.
• At least one years’ experience in and understanding of case management systems, customer relationship management technology, search tools, and data exchange systems and their purposes, interfaces, and dependencies in a complex service delivery environment and organisation.
• Experience using supporting tools (e.g. JIRA & Promapp) and their development and administration requirements.
• Excellent relationships management skills to create and enhance working relationships and positively influence internal and external stakeholders, and earn their respect, trust, and confidence.
• Excellent written and oral presentation skills. The ability to synthesise business, policy and technical issues and effectively present them with simplicity and clarity for a range of audiences.
• Excellent organisational ability to manage competing priorities.
• Ability to use different interpersonal styles and communication techniques to adapt to the audience to successfully explain and simplify complex technical knowledge.
• Proven track record of providing excellent customer service and support.
• Is committed to personal professional development through practice, learning from colleagues, asking questions, reading, and undertaking appropriate training/study courses.

Qualifications

• A relevant tertiary qualification or equivalent experience is essential.

Takohanga tuhinga o mua – Key accountabilities and deliverables

Indicators of typical behaviours

The Business Systems Specialist will be required to deliver results in the following areas:

• Contribute to the day-to-day work of the Systems Delivery team, providing timely support and expert ICT technical advice.
• Support the ICT technical direction and trouble shoot for current and future focused business systems for service delivery.
• Be a proactive key point of contact with our internal support teams regarding Building and Tenancy systems and support applications and reporting issues.
• Support the quality control of information in Building and Tenancy systems.
• Support the effective planning, estimating, negotiating and management of costs and risks associated with any project or system updates to ensure optimised value is balanced with system reliability.
• Implement improvements to business systems, collaborating with internal and external stakeholders to identify, investigate and deliver improvements, ensuring appropriate review processes are put in place and maintained including ensuring solution/product life cycle management is in place.
• Work closely and collaboratively with NZ and international vendors, including on site engineers to determine practical and effective solutions to issues and enhancements.
• Maintain, support, and improve the specialist applications and tools in the Systems Delivery team.
• Support the exchange of data with other offices and agencies.

Business systems

• Triage requests for minor system enhancements and fixes to ensure that sufficient information is provided for development or resolution. Effectively liaise with business stakeholders to fully understand their requirements to obtain any outstanding relevant information.
• Liaise between Building and Tenancy staff and ICT technical staff from internal and external NZ and international service providers, customers and agencies, track progress on issues and developments, utilising effective communication techniques to keep all informed as appropriate.
• Manage the process and the activities necessary to document user, business, system specifications in accordance with service level agreements and best practice.
• Investigate, develop, and document clear and robust requirements for projects and system enhancements.
• Co-ordinate testing of new system releases and actively manages testers to ensure these are signed off for production release or rework within set deadlines.
• Support the data exchange processes of between Building and Tenancy and other parties; triaging issues and working with support partners in resolving them; and identifying improvements to be implemented.
• Assist across developments as required by the team, providing advice.

Project participation

• Support the provision of technical advice in the development of project plans, schedules, risks, and issues, and contribute to project reporting and communication of project aims and impacts to stakeholders.

Client service and communication

• Respond to requests for advice and information from both internal and external clients in a timely manner.
• Develop an understanding of, and empathy with, internal and external client’s business needs and business drivers.
• Ensure communication about projects is regular, accurate, informative, and reaches the right people.
• Work with other staff in a partnership approach to projects and identify the needs or expectations of customers.
• Brief stakeholder groups not directly involved in projects.

Team participation

• Support the change management process, ensuring changes occur effectively, efficiently and in line with protocols.
• Works co-operatively and effectively with others towards achieving team goals.
• Participates in team discussions, assists in the identification of solutions, and resolution to issues and problems.
• Supports colleagues and peer reviews work as requested.
• Listens and is respectful of other team members.
• Participates in organisational processes.
• Participates in organised individual or team learning activities.
• Seeks feedback on own performance.
• Contributing effectively to the team’s development of positions, perspectives, approaches, and advice.

Wellbeing, health & safety

• Displays commitment through actively supporting all safety and wellbeing initiatives.
• Ensures own and others safety at all times.
• Complies with relevant safety and wellbeing policies, procedures, safe systems of work and event reporting.
• Reports all incidents/accidents, including near misses in a timely fashion.
• Is involved in health and safety through participation and consultation.

Tō tūranga i roto i te Manatū – Your place in the Ministry

The Business Systems Specialist position reports to the Systems Delivery manager within the Building and Tenancy branch. The branch sits within the Te Whakatairanga Service Delivery group.

More information about MBIE’s structure

To mātou aronga – What we do for Aotearoa New Zealand

Hīkina Whakatutuki is the te reo Māori name for the Ministry of Business, Innovation and Employment. Hīkina means to uplift. Whakatutuki means to move forward, to make successful. Our name speaks to our purpose, Grow Aotearoa New Zealand for All.

To Grow Aotearoa New Zealand for All, we put people at the heart of our mahi. Based on the principles of Te Tiriti o Waitangi / The Treaty of Waitangi, we are committed to upholding authentic partnerships with Māori.

As agile public service leaders, we use our breadth and experience to navigate the ever-changing world. We are service providers, policy makers, investors and regulators. We engage with diverse communities, businesses and regions. Our work touches on the daily lives of New Zealanders. We grow opportunities (Puāwai), guard and protect (Kaihāpai) and innovate and navigate towards a better future (Auaha).

Ngā matatau – Our competencies

Cultivates innovation We create new and better ways for the organisation to be successful by challenging the status quo generating new and creative ideas and translating them into workable solutions.

Nimble learning We are curious and actively learn through experimentation when tackling new problems by learning as we go when facing new situations and challenges.

Customer focus We build strong customer relationships and deliver customer-centric solutions by listening and gaining insights into the needs of the communities we serve and actively seeking and responding to feedback.

Decision quality We make quality and timely decisions that shape the future for our communities and keep the organisation moving forward by relying on an appropriate mix of analysis, wisdom, experience, and judgement to make valid and reliable decisions.

Action oriented We step up, taking on new opportunities and tough challenges with purpose, urgency and discipline by taking responsibility, ownership and action on challenges, and being accountable for the results.

Collaborates We connect, working together to build partnerships with our communities, working collaboratively to meet shared objectives by gaining trust and support of others; actively seeking the views, experiences, and opinions of others and by working co-operatively with others across MBIE, the public sector and external stakeholder groups.

Te Tiriti o Waitangi

As an agency of the public service, MBIE has a responsibility to contribute to the Crown meeting its obligations under Te Tiriti o Waitangi (Te Tiriti). Meeting our commitment to Te Tiriti will contribute towards us realising the overall aims of Te Ara Amiorangi – Our Path, Our Direction, and achieve the outcome of Growing New Zealand for All. The principles of Te Tiriti - including partnership, good faith, and active protection – are at the core of our work. MBIE is committed to delivering on our obligations as a Treaty partner with authenticity and integrity and to enable Māori interests. We are committed to ensuring that MBIE is well placed to meet our obligations under the Public Service Act 2020 (Te Ao Tūmatanui) to support the Crown in strengthening the Māori/Crown Relationship under the Treaty and to build MBIE’s capability, capacity and cultural intelligence to deliver this.

Mahi i roto i te Ratonga Tūmatanui – Working in the public 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 does it mean to work in Aotearoa New Zealand’s Public Service?(external link) — Te Kawa Mataaho The Public Service Commission