Position Description
Position Title: Administration Officer
Reports To: Service Manager
Service/Group: Community Probation & Psychological Services
Location: TBA
Date: August 2009
Purpose of Position
The purpose of this role is to assist with the effective and efficient delivery of sentence and offender management to achieve the Departmental outcomes of protecting the public and reducing re-offending. The Administration Officer will do this by undertaking administrative and support activities that do not require a Probation Officer to complete. They work under the guidance of the Service Manager.
The Administration Officer is assigned to a specific team within an office and is responsible for providing all the administration and support to that team. In addition the Administration Officer will also be responsible for providing gerenal office administration and support contributing to the efficient and effective running of the Service Centre. These will be allocated across all administration staff in the office on a portfolio basis. Reception will be shared and rotated according to an agreement in the office between administration staff in different times.
Functional Relationships
Internal: Assistant Area Managers, SeniorProbation Officers, Probation Officers, Community Work Supervisors, Senior Community Work Supervisors, Psychologists, Prison Services staff, Prisons Services staff, Regional office staff, New Zealand Parole Board
External: Offenders, Community groups and agencies, Court staff, Lawyers, Service providers and suppliers, Members of the public
Key Accountabilities
The Administration Officer is accountable for:
- Contributing to the effective and efficient delivery of service and offender management by providing comprehensive and proactive professional administration and support services to a specific team. This includes:
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- Providing the full range of administrative support services for offenders allocated to the team
- Assisting the Probation Officer to schedule key activities with offenders.
- Contributing to the efficient and effective running of the service centre by providing general office administration and support. This includes:
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- Working with other Administration Officers to provide reception services
- Providing support across one or more of the following portfolios:
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- Security and Health and Safety
- Organising training
- Information management
- Supporting events and meetings
- Facilities and asset management.
- Contributing to a safe working environment within Corrections:
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- 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
- Maintain health and safety documentation, including the noticeboards and folders
- Ensure contractor health and safety induction when visiting the site.
The actual tasks and activities that the Administration Officer will undertake will be agreed with their Service Manager and reviewed on a regular basis.
Job Description and Scope of Duties
The job holder is expected to perform such other duties as can reasonably be regarded as incidental to the job description, and such other duties reasonably within their experience and capabilities as may be from time to time assigned following consultation.
Person Specification
Knowledge, Skills and Experience
- Experience and understanding of, and experience in an administration role within the public sector and/or state sector environment
- Some knowledge of applicable legislation: Public Finance Act, Health and Safety, State Sector Act etc as well as experience in working with public service department policies, systems and processes
- Demonstrated successful experience in the provision of customer focussed financial, administrative support services to managers and staff
- Demonstrated ability to work in collaborative peer and other stakeholder relationships
- Intermediate level competence in the use of the Microsoft Office suite, particularly Microsoft Word, Outlook, Excel and PowerPoint
- Well developed written and verbal communication skills and effective interpersonal skills including the ability to influence others in a non-directive manner
- Calm professional demeanour, with the ability to maintain performance under stress
- Effective organisation, planning and time management skills
- The ability to manage sensitive and confidential information in an appropriate manner
- Professional presentation at all times
- Builds and maintains rapport with others, has the ability to collaborate with others to achieve mutually agreed goals
- Works to resolve problems, conflicts or differences by finding areas of agreement that benefit the organisation and individuals
- Ability to be clear about one's role and to evaluate the purpose of taking a particular action.
- Sensitivity towards Maori, Pacific Peoples and other cultures.
Qualifications
A minimum of four years secondary education
Other Requirements
A current drivers license is required
Performance Competencies
Service Focus
- Maintains a helpful and courteous approach when dealing with others
- Clarifies expectations when providing a service and keeps client informed of progress
- Anticipates the needs/concerns of those to whom a service is being provided
- Prioritises and balances the needs of others in overall service provision.
Problem Solving
- Identifies and weighs up risk appropriately before taking action
- Discusses options with manager where appropriate
- Makes use of relevant and available information and consults others when developing workable solution.
Communication
- Listens to others and asks questions to clarify own understanding
- Responds politely and sensitively to queries and alternative points of view
- Is prepared to take on board others' ideas and suggestions
- Produces written communication that is clear, concise, logical and understood by the reader
- Communicates in a style appropriate to the recipient or audience.
Commitment
- Shares the responsibility to maintain a safe and healthy workplace, carries out work-related activities in accordance with safe procedures and reports all hazards, accidents and incidents
- Is familiar with the Code of Conduct and statutory confidentiality requirements
- Acts with integrity at all times
- Supports and models the organisation's values, taking responsibility for their own actions and decisions.
Responsiveness
- Acts fairly and impartially in all dealings with others, respecting their rights and needs
- Demonstrates an understanding and respect for Maori, Pacific peoples' and ethnic minorities' values and beliefs
- Incorporates cultural responsiveness, and EEO principles into work practices
- Promotes EEO policy to peers and others.
Teamwork
- Proactively shares information, ideas and experience with managers and peers
- Encourages and supports team members and others they are working with
- Promotes a work environment where others can exchange opinions and ideas
- Co-operates with other staff outside their own service or group.
Self Management
- Proactively obtains feedback about their own performance from peers and managers so that they can improve their performance
- Accepts constructive criticism without become defensive
- Alerts manager when overloaded, stressed, or having difficulty with specific tasks or areas of responsibility
- Identifies and commits to learning and development opportunities.
Work Management
- Processes work to the required standards (quality and timeliness)
- Identifies issues and problems and communicates these to manager in a timely fashion
- Focuses on the task at hand and the work that needs doing without losing track of priorities
- Is alert to connections and interrelationships between own workload and that of others and consults as appropriate
- Able to work independently.
