APO Business Support Coordinator

Tēnei tūranga – About the role

The Auckland Policy Office Business Support co-ordinator role provides high level quality administrative, operational and customer service support in NZ’s largest multiagency collocated office.  The roles service a wide range of internal and external stakeholders, Chief Executives and senior officials, cross-agency visitors, the PM, Ministers and their staff, and staff of the APO. This is a key, fast paced role in a unique environment and is first point of contact for a large number of stakeholders.  The role requires the ability to:

• The ability to manage competing priorities.
• Actively support activities and demonstrate values that enhance the development of positive culture in an environment consisting of different agency cultures.
• The ability to work closely alongside the APO Operations Manager, and other members of the Business Support team, remaining calm and professional under pressure.
• A high level of critical attention to detail.
• Ability to communicate information clearly, both orally and written, in a manner and style appropriate to the intended audience.
• Complex co-ordination ability across multiple agencies, sound judgement, and the flexibility to adapt to constant change, responding to the increasing demand of a growing office environment of approximately 140 people.
• Ability to maintain a high degree of confidentiality and manage sensitive information.

Ngā herenga – Requirements of the role

Personal specifications

• Relevant tertiary qualification or equivalent “real time” experience A minimum of 3 years previous experience in reception, administration or coordination positions Proven ability to provide.
• Excellent customer service
• Knowledge of Microsoft office including Microsoft Outlook, Word, PowerPoint and Excel Excellent English communication skills, both written and verbal.
• Ability to meet the criteria required to hold a NZ Government security clearance at the level assigned for the position.

Key Relationships

• Operations Manager, APO.
• the Head of the APO.
• APO Leadership Team.
• Agency administrative support staff.
• All APO staff across 20 central government agencies.
• All internal and external stakeholders, visitors and service providers including:
  • Agency Chief Executives.
  • Agency Deputy Secretaries.
  • Ministerial staff.
  • Wellington based agency staff across 20 central government agencies.

Takohanga tuhinga o mua – Key accountabilities and deliverables

Reception Management

Work closely with other members of the Business Support administration team to:

• Welcome and provide support to all visitors and staff to APO (including Chief Executives, Ministers and their staff, staff travelling between regions, service providers, contractors).
• Answer phone calls, respond promptly to voicemail messages and manage as appropriate.
• Reception cell phone – respond to out of hours support requirements as necessary (i.e. COVID related).
• Manage multiple competing priorities efficiently ensuring all interactions are responded to promptly with positive outcomes.
• Orientating visitors and staff, including Dep Secs & CE’s, into a new environment, showing them around the office, providing H&S inductions and ensuring they feel welcome and know how to access meeting rooms, kitchen, etc.
• Introducing new staff to other colleagues and staff.

Meeting/ Event coordination and support

• Co-ordinate urgent requests for meeting rooms, for APO staff, visitors, external agencies and stakeholders, Dep Sec's, CE's, Ministers and The Prime Minister, ensuring customer satisfaction.
• Work closely with cross agency teams and administer solutions to ensure the best meeting experience across different agency systems.
• Identify, assess and frequently re-assess bookings and availability of rooms to ensure effective use of 6 meeting rooms and 3 carparks.
• Negotiate with agencies when there is high demand for meeting rooms.
• Managing room layouts appropriate to the type of meeting scheduled (workshop, media briefing, ministerial meeting, media conference etc).
• Co-ordinate urgent requests for meeting rooms, for APO staff, visitors, external agencies and stakeholders, Dep Sec's, CE's, Ministers and the Prime Minister, ensuring customer satisfaction.
• Supporting meeting hosts and attendees across all levels of government with technology and any ICT troubleshooting, printing requirements, last minute catering requests etc.
• Ensure a high standard of presentation of all meeting rooms, clean and tidy rooms daily and after each meeting, re-stocking all supplies.

ICT Support

Ensure familiarity and comfort with use of all video conferencing and technology facilities (non MBIE) to provide efficient technological support for meetings to:

• Support staff with complex VC, workshop set up and IT troubleshooting.
• Work closely with the administration team and the IT support engineer to ensure all meetings are well supported and run smoothly.
• Provide ICT support and training to new Team Admins across the office.
• Support staff and visitors and provide exceptional service provision to Dep Sec's, CE'S Ministers and the Prime Minister with VC, teleconference and workshop set up and any IT troubleshooting.
• Run regular tests on IT Equipment and complete daily checks of the VC Capability in 5 meeting rooms.
• Installation of shared printer across multiple agency staff as required.

Administration Support

• Provide administration services and support to APO staff and visitors.
• Monitoring and responding to the generic shared reception email account promptly, co-ordinating responses with team members utilising an agreed system.
• Printing/scanning/copying for staff and visitors.
• Being the point of contact for the cleaners and maintaining strong levels of communication.
• Maintain the Reception/Administration Desk File.
• Ensure the APO staff directory, phone list and email distribution group / documentation is kept up to date.
• Provide support and training to other agency administrators.
• Manage incoming and outgoing mail/courier post for APO Staff, visitors, level 7 MHUD and level 7 MFE staff.
• Working efficiently within busy and frequently changing calendars to book induction sessions with the Operations Manager
• Provide administrative support to the Operations Manager:
  • Diary management
  • maintaining documents and spreadsheets, emailing, scheduling, and providing reports as required
  • office communications with internal notices and updates when required
  • Booking travel

Finance

• Creating contracts by providing and maintaining the integrity of government procurement for suppliers and consultants.
• Managing contract creation, execution, and analysis to ensure the APO is within budget.
• Ensure appropriate information is obtained from and provided to contractors and suppliers to meet Finance Act Requirements.
• Ensuring invoices are received and processed in a timely fashion by checking, and coding all invoices applicable to the APO’s recoverable budget.
• Being the main point of contact for suppliers and consultants for queries regarding payments, invoices, and contracts.
• Accounts payable and accounts receivable duties, working closely with Finance Support in Wellington to address any anomalies or queries.
• Raising PO’s through the appropriate finance channels.
• Work with the Operations Manager and the Wellington based Finance support team to co-ordinate the invoicing of (19) agencies over a 3 month period of assessments and negotiation with agencies.
• Credit card reconciliation for the Head of the APO and the Operations Manager.

Facilities Management

• Tracking and recording supplier visits in the ‘APO supplier log’ to ensure services are completed.
• Contacting service providers to adjust contracts, products, order volume and/or frequency, etc.
• Managing complex locker systems and their maintenance, including usage and allocation, troubleshooting, clearing of lockers and battery replacements.
• Liaise with property managers service desk.
• Tracking and recording office maintenance in the ‘APO Maintenance log’ and overseeing the repair of any faults.
• Responsible for keeping all stationary equipment and kitchen amenities up to date and in stock. Taking note of office usage patterns and taking such details into account when placing orders.
• Cleaning and re-plenishing the coffee machine each morning and afternoon as well as deep cleans once weekly and once monthly.

Security

• Managing the access to 3 secure doors on Level 6, 2 secure doors on Level 7, as well as the Bike Cage, Basement, and afterhours access, via the ICT Protege System.
• Responsible for providing all APO Staff and Visitors, as well as MFE and MHUD L7 Staff and Visitors, with an access FOB.
• Completing daily updates to Access Key FOBs log and access tag system.
• Reconciliation of Access FOBs; de-activating and re-activating lost and found FOB's.
• Pulling weekly and monthly reports from ICT Protege system to track office use.

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 Support Coordinator position reports into the Operations Manager within the Auckland Policy Office.

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