Position Description
Position Title: Administration Officer - Area Office
Reports To: Business Services Manager
Service/Group: Business Information and Planning
Location: Area Office
Date: November 2007
Purpose of Position
To ensure the smooth operation of the Area office through the provision of a responsive administrative support service.
Functional Relationships
Internal: Service Managers, CPPS and BIP staff and managers in the Area and Head Office, Payroll, Regional office staff
External: ACC, Care Advantage, Service providers and suppliers
Key Accountabilities
Provide administrative HR support to the Area
- Maintain activity recording system and Area competency database and payroll data.
- Compile and submit regular timesheet data for Community Work Supervisors to payroll.
- Prepare documentation for new staff and establish files.
- Complete online payroll forms.
- Liaise with Payroll in relation to queries and issues.
- Provide administrative support for area recruitment.
Assist the Business Services Advisor with financial management for the Area
- Process accounts and other SAP tasks (eg input general and accrual journals, reconcile balance sheets).
- Assist the Business Services Advisor with month end procedures.
- Assist the Business Services Advisor to prepare annual budgets, budget recasts and variance reporting.
- Administer P-Card reconciliation.
- Prepare banking and maintenance of inwards remittance.
Assist the Business Services Manager and Business Services Advisor with reporting requirements
- Collate QAS returns.
- Assemble and provide relevant data from files, databases etc.
- Monitor and report annual leave balances.
- Compile statistics and information from spreadsheets and other sources to meet departmental and legislative requirements.
- Coordinate Service Centre returns for all reporting requirements into an Area response.
Provide general administrative services to the office
- Coordinate VNR functions across the area.
- Provide a quality reception service.
- Maintain office supplies.
- Arrange meetings and take minutes.
- Collect and distribute mail, arrange couriers.
- Provide assistance to staff in regard to office software, including Word, Outlook and Excel.
- Maintain reference documentation including manuals, legislation, templates, policies etc.
- Arrange travel and accommodation for area staff.
- Maintain Area Manager’s diary.
- Maintain office filing, including setting up new files and arranging for archival and retrieval, (for example general administration files etc).
- Coordinate fixed and attractive asset stocktakes.
- Maintain and reconcile petty cash.
- Coordinate area training requirements and prioritisation.
Contribute to a safe working environment within Corrections by:
- reporting any hazards,
- reporting any accidents or near misses that occur,
- adhering to safety standards and processes set down by Corrections aimed at preventing harm,
- participating in health and safety programmes as required, including own rehabilitation should the job holder sustain a work injury,
- maintaining health and safety documentation (noticeboard/folders).
Job Description and Scope of Duties
The job holder will be expected to perform such other duties as can reasonably be regarded as incidental to the job description, and such other duties reasonably within the job holder’s experience and capabilities as may be assigned from time to time following consultation.
Person Specification
Personal Integrity
- Ensures that the highest standards of conduct, professionalism and integrity are demonstrated in all interactions, when representing the Service
- Acts consistently with the Department of Corrections Code of Conduct
Service Focus
- Maintains a helpful & open approach when dealing with all people.
- Work is prioritised to meet business needs.
- Is well planned and organised.
Cultural Responsiveness
- Understands the relevance of the Treaty of Waitangi to service delivery in the Department of Corrections
- Is able to apply the principles of partnership in the relationship between Crown and Maori in a practical sense
- Demonstrates cultural sensitivity in all dealings with Maori, Pacific Island people and people of other ethnic groups
- Demonstrates sensitivity to people’s religious or cultural practices and beliefs
- Demonstrates the ability to relate effectively and in a culturally sensitive manner with Iwi and community groups
Communication
- Communicates confidently, clearly and articulately
- Modifies communication style to reflect the needs of the people and situation in polite and respectful manner.
- Produces written communication that is clear, concise, logical and understood by the reader.
- Effectively uses technology to improve communication.
Technical Knowledge
- Understanding of financial management information system processes.
- Experienced in using Microsoft Office suite (Word, Excel, Powerpoint, Outlook).
Self-management
- Able to work independently, and with minimum direction.
- Ability to identify and resolve potential problems at the earliest opportunity.
- Identifies and commits to learning and development opportunities.
Teamwork
- Works effectively with other staff.
- Works collaboratively with team members (or others they are working with)
- Is proactive at sharing information and ideas with other team members
Supporting Organisational Values
- Endorse and support the Departmental mission and values, and actively work to achieve them, behaving with the highest levels of professionalism and integrity towards colleagues and the community.
- Demonstrates an attitude supportive of Departmental directions in offender management and a commitment to work with the Department to make improvements in service delivery.
- Actively supports the team to ensure service delivery is managed at the highest levels.
- Demonstrates an awareness of the principles of the Treaty of Waitangi and their relevance to the work of the Department.
Qualifications
- Must have a current drivers licence
