28 November 2007
Dear applicant Information for applicants Thank you for requesting a position description for the position of Career Resources Administrator. A position description is enclosed. If you apply for the position please provide a covering letter setting out your skills and experience relevant to the key responsibilities and person specification for the position. Your application should be accompanied by a current curriculum vitae (CV) and a completed declaration form. If you are shortlisted for this vacancy you will need to provide the names of two work related referees, and we may also seek information from others. Career Services has a structured appointment procedure to ensure that all applicants are treated fairly and that the best applicant is selected for the job. Selection is based on assessment of each person’s skills, knowledge, experience and personal qualities against the specifications of the position description. We will advise you by letter if you are not shortlisted for this position. We will endeavour to return your CV to you but can not guarantee that this will always be possible. Applications close at 5pm, Wednesday 12 December 2007. Please send your application to: Catherine Van Hale Career Services PO Box 9446 WELLINGTON
Yours sincerely
Catherine Van Hale Resource Development and Production Manager
Level 4, CMC Building, 89 Courtenay Place, PO Box 9446, Wellington, New Zealand Telephone (04) 801 5177, Facsimile (04) 801 5161, Website www.careers.govt.nz
DECLARATION FORM
Position:
Career Resources Administrator
Location:
Career Resources, Wellington
1. I ______________________________ (full name) declare that the information provided in this application and in my curriculum vitae enclosed is to the best of my knowledge true and complete and I understand that if any false information is given or material facts suppressed I may not be accepted or, if I am employed, I may be dismissed. 2. I agree that this application, including my curriculum vitae enclosed, becomes the property of Career Services and that if I am employed by Career Services information obtained as a result of this application may form part of Career Services’ personnel records. 3. I agree that in the event that I am shortlisted for this position Career Services may obtain information from my nominated referees and/or from any other sources to determine my suitability for this position. 4. I declare that I am a New Zealand citizen or permanent resident. 5. Disclosure of convictions: Your answer to this question may depend on whether you are eligible under the Clean Slate scheme set out in the Criminal Records (Clean Slate) Act 2004. Before completing this section, please read the attached guidance notes carefully.
If you have been convicted of any offence against the law (apart from minor traffic offences), or if you have any criminal charges pending (apart from minor traffic offences), then please give details here:
______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________
Applicant’s Signature: _______________________ Date: _______________
Criminal Records (Clean Slate) Act 2004 The "clean slate" scheme is designed to allow individuals with less serious convictions who have been conviction free for at least seven years and who meet all other relevant criteria to put their past behind them. It enables eligible individuals to conceal convictions in most circumstances. The scheme came into force on 29 November 2004. Individuals are able to request a copy of their criminal record from the Privacy Assistant of the Ministry of Justice to determine if they meet the criteria. If an individual is eligible under the scheme his/her convictions will be concealed. If the individual’s convictions continue to be on their criminal record, they do not meet the eligibility criteria. Applicants can obtain a copy of the Ministry of Justice pamphlet about the scheme from a wide range of places including courts, police stations, community law centres and Citizen’s Advice Bureaux. For further information refer to the Ministry of Justice website at www.justice.govt.nz/privacy The Criminal Records (Clean Slate) Act 2004 can be downloaded for free from: www.legislation.govt.nz
POSITION DESCRIPTION
Date: Title: Location: November 2007 Career Resources Administrator Career Resources, Wellington
Background Career Services is the government agency that provides information and support to people living in New Zealand to help them make career, job and training choices that are right for them. We are a Crown Agent accountable through a Board to the Minister of Education. Our services are accessible nationally through regional offices, a freephone service and online. The outcomes of our work contribute to Government’s goals for education, social development, the labour market and the economy. Our Vision Maximise New Zealand’s potential through quality work in life decisions. Our Mission We encourage and support people living in New Zealand to make quality decisions about work in the context of the life they wish to lead. We will ensure that people will be able to navigate confidently their own pathways to success. We will use our experience and expertise to work alongside other people to build this environment in our schools, communities, workplaces and families. We will be determined in our focus, confident in our leadership, and creative in our relationships to improve work in life outcomes for everyone living in New Zealand.
Our Ideals – we value: Resilience Our resilience, our strength for the future, comes from our confidence in and high expectations for the future, opportunities for meaningful participation, and a resourceful approach to any challenge. Manaaki me te tiaki tangata We nurture and value all our relationships and actively build relationships that are outcome-focused and mutually beneficial to all parties. Work in life balance We recognise our responsibility as leaders for improved decision making leading to better quality work and life choices. We will model balancing the place of work in our own lives and in the lives of people we work with.
Career Resources Administrator – November 2007
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Position Purpose The Career Resources Administrator provides wrap-around customer service to the unit’s external and internal customers and provides the support necessary to the Career Resources teams to operate efficiently and effectively.
Reports to Resource Development and Production Manager Key Relationships Internal • Career Resources teams: website teams and publications team • Marketing and Communications team • Service Delivery team, including advice line and regional offices • Managers and staff across Career Services External • Schools and other customers for Career Services career resources • Suppliers of goods and services to the Career Resources teams Extent of Authority The Career Resources Administrator has no direct reports or HR delegations and no financial delegations.
Key Responsibilities The Career Resources Administrator’s key responsibilities are: Key Responsibility Customer service Indicators of Success
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Provide professional, high-quality customer services to internal and external clients. Customer services to external clients maintain a positive public image of Career Services. Follow through on customer orders, inquiries and complaints in a timely manner in accordance with standards and guidelines, giving a complete response including appropriate information or referral. Monitor customer satisfaction. Log and report information on customer activity, trends and changing needs. Contribute to improving service standards. Support the team managers in preparing minutes, desktop publishing, proofing publications, locating and gathering information and other tasks as required. Provide all necessary administrative functions e.g. recruitment processes, induction, travel bookings, organising meetings and workshops, health and safety compliance. Review and report on demand and stock levels of resources. Check supply contracts accurately and resolve discrepancies. Maintain and comply with document management systems, including career information systems.
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Administrative support to team managers
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Career Resources Administrator - November 2007
Key Responsibility
Indicators of Success
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Keep systems and process guidelines complete and up-todate e.g. desk files. Maintain office supplies to appropriate levels. Maintain office equipment. Provide a range of financial administration functions e.g. petty cash, accounts payable/receivable, maintenance of the asset register. Monitor financial reports and assist with budget management. Assist the managers with administrative elements of the output agreement and contracts for service. Build and maintain long term relationships with customers. Build and maintain a close and effective working relationship with Marketing and Communications. Build and maintain good working relationships with other Career Services staff. Manage relationships with external suppliers and contractors. Proactively support the wider team, including participation in team planning and meetings. Contribute to induction workshops for new Career Services staff. Coach and assist colleagues and team members in administrative functions and activities. Is aware of the historical significance of the principles of the Treaty of Waitangi and its contemporary application. Provides services to Māori clients and colleagues with sensitivity, understanding, and respect for their culture, perspective and priorities. Demonstrates basic pronunciation of te reo Māori. Interacts appropriately with Māori taking into consideration tikanga (custom) and kawa (protocol) according to formal and informal settings. Understands and promotes Career Services vision, mission, ideals and services. Willingly undertakes any duty required within the context of the position. Adheres to the Standards of Integrity and Conduct. Works appropriately within the political environment in which the organisation operates and its interface with the wider State services. Understands Equal Employment Opportunities (EEO) principles and the application of these to Career Services. Manages own personal health and safety, and takes appropriate action to deal with workplace hazards.
Financial administration
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Relationship management
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Teamwork
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Treaty of Waitangi responsibilities
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Organisational commitment and public service
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Responsibilities of this position are expected to change over time as the organisation responds to changing needs. The incumbent will need the flexibility to adapt and develop as the position evolves.
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Person Specification Competencies and skills Relationship management • Excellent interpersonal skills. • Communicates clearly both orally and in writing in a manner that is appropriate to the audience. • Consistently delivers customer services to a high, professional standard. • A proactive team member - works collaboratively with others and consults with people affected by decisions. • Works effectively with a wide range of people and groups from diverse social and ethnic backgrounds. Administration • Well developed writing skills and an eye for detail. • Effectively manages time and workload so that deadlines are met with all tasks appropriately prioritised and completed. • Actively seeks opportunities for improvements and to develop and implement innovative ideas that improve delivery of services. • Strong capability in MS Office suite (Word – Advanced to desk-top publishing level; Excel – Intermediate; Outlook – Intermediate/Advanced) and is able to quickly learn and operate Career Services software applications. • Effectively locates and gathers information e.g. using the intranet and internet.
Personal Qualities • Is committed to providing excellent customer service. • Has an empathy with a wide range of cultures and client groups. • Has a high level of personal motivation, initiative and adaptability. • Has a positive attitude to work and achievement of performance targets and standards. • A willingness to continually learn, develop and contribute to Career Services success. • Is discrete and has the ability to maintain the confidentiality of information.
Essential Qualifications and Experience • A minimum of 3 to 5 years experience in an office administration, personal assistant or project support role. • National Certificate in Business Administration or relevant tertiary qualification or equivalent knowledge and skills. Desirable Qualifications and Experience Knowledge of design principles. • Analytical skills. • Experience in coordinating small-scale projects. • Experience in State sector or education sector.
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