Office Manager Position Description - National Building Financial ...

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ahead of time;. Meetings are well organised;. Board members are kept fully informed of relevant meeting information at a
Office Manager Position Description National Building Financial Capability Charitable Trust (NBFCCT) Position Title Reports to Date

Office Manager Chief Executive August 2017

Position summary This is a key role for a new entity. It is acknowledged that the role will evolve from start-up to development to operational business as usual.

Office Manager The Office Manager (“Manager”) will lead the following tasks for the National Building Financial Capability Trust (“the Trust”), based in its Wellington office: 1. Ensure that the Trust Office functions efficiently and effectively, and is a high quality workplace. 2. Provide oversight of all administrative functions of the Trust Office. 3. Maintain, develop, and manage Trust Office information and documentation systems and organisational registers (including electronic storage of material). 4. Provide administrative support to the Chief Executive and other staff, as agreed. 5. Function as financial administrator. 6. Provide support for other functions such as Board meetings, human resources. Operate as Board Secretary. 7. Report as necessary on all issues and events that may have a potential impact on the organisation to relevant staff. 8. Provide other support as agreed, to implement the Trust’s Strategic and Business plans.

Dimensions Location

Trust Office, Wellington. Travel may be required for this role from time to time. Hours 40 hours per week. Term Permanent position. Internal relationships Chief Executive and Trust staff. Any committees or teams dedicated to the provision of support to Building Financial Capability (BFC) local services. External relationships Companies and agencies providing services to the Trust Office. Local BFC services. Government Departments. MSD National Office staff. Direct reports No other staff at this stage.

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Date: 29 June 2017

Office Manager Position Description National Building Financial Capability Charitable Trust (NBFCCT) Key results areas

Key Result Area Administration

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Trust Board Support



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Trust Office management





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Accountabilities Act as the first point of contact for all callers and visitors to the office Collect, open and distribute mail, faxes and emails daily and as required Support current and accurate database management Maintain an effective filing system and file documents appropriately Monitor incoming mail, e-mails and phone calls as required, and deal with these where possible and/or as directed by the Chief Executive Prepare agendas and attend staff hui, take minutes and follow up on action points Make practical arrangements for meetings and appointments, including necessary catering, travel and accommodation arrangements for the Board of Trustees and Trust Office staff.

Performance Indicators All incoming messages and material is actioned, prioritised and responded to appropriately and in a timely manner. All electronically or physically stored material is referenced and filed for efficiency and accessibility at all times.

Provide secretariat support to the Board as agreed with the Chief Executive; Take and circulate meeting minutes (as agreed); Respond to queries and ensure follow up on action points.

Agenda and papers are prepared ahead of time; Meetings are well organised; Board members are kept fully informed of relevant meeting information at all times; Minutes are accurate.

Develop and maintain systems to ensure the efficient running of the Trust Office at all times, ensuring that all relevant resources are available and accessible; Maintain, develop and implement administrative policies, procedures and guidelines; Recruit and liaise with suppliers as required; Maintain general office cleanliness and presentation.

The Trust Office is running at maximum efficiency and with maximum effectiveness at all times; A high quality workplace is created and sustained; Good relationships with suppliers are created and sustained.

Date: 29 June 2017

Office Manager Position Description National Building Financial Capability Charitable Trust (NBFCCT) Financial administration

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Communications

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Human resources

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Financial records are maintained, and up to date Staff are aware of financial systems and timelines

Communications to all Trust staff are Staff operate in a cohesive and clear, concise and timely. cooperative team environment at Provide administrative support for all times. website information. Provides administrative support in the development of internal and external communications. Monitor staff leave and remuneration systems Maintain personnel files Manage OSH requirements

All staff records and personnel files are kept up to date and leave and remuneration records are accurately maintained. The Chief Executive is kept fully informed of all necessary issues and events that may have a potential impact on the organisation.

Standards and quality control



The Trust complies with all statutory and contractual requirements at all times.

General



Undertake other tasks as required from time to time

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All financial records are accurate, and provided in a timely way; Petty cash is managed securely and with full accountability; Payments are made in a timely way.

Date: 29 June 2017

Office Manager Position Description National Building Financial Capability Charitable Trust (NBFCCT) Person specification Experience ▪ Proven advanced secretarial skills and extensive administrative experience in developing and managing a General Manager or Chief Executive’s office ▪ Experience of servicing or providing secretarial services Qualifications ▪ A relevant secretarial or related qualification is desirable ▪ Proven professional practice experience Knowledge / Skills ▪ Strong knowledge of administrative policies, procedures and technology ▪ Advanced user of Microsoft Word, Excel and PowerPoint with fast and accurate typing skills ▪ Ability to take comprehensive minutes ▪ Research, presentation and report writing skills ▪ Strong written and verbal communication skills, including some knowledge of Te Reo ▪ Analytical skills and ability to evaluate information ▪ Strong interpersonal skills ▪ Strong organisational and time management skills ▪ An understanding of human resources practices and legislation ▪ Must have a clean, current, full New Zealand drivers licence. Attributes ▪ Confident, bright and outgoing ▪ Process orientated and results focused ▪ Cultural competence and experience of working in or with Maori and/or Pacific communities ▪ Ability to work under pressure and to deadlines ▪ Ability to lead and motivate staff ▪ A self-starter, able to take the initiative and work with minimal supervision ▪ Ability to handle confidential, personal information ▪ Reliable, flexible and willingness to take on a wide range of tasks ▪ Commitment to the Trust’s strategy, vision, mission and values Personal • No criminal convictions, unless of a minor nature that will have no effect on the Trust. A Police Vetting/MOJ Check will be required before confirmation in the role. • Will not engage in any other activity or interest that would conflict with the interests of the Trust. • No statements or public representation of the organisation will be made without the express permission of the Chief Executive.

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Date: 29 June 2017