Palmerston North City Council Job Profile - Classifications ...

Palmerston North City Council Job Profile

 Position Title               Administration Assistant - Mayor’s Office
 Reporting to                 Democracy & Governance Manager
 Unit                         Strategy & Planning
 Date last updated            January 2020

Our Vision and Goals
Council’s new vision for Palmerston North is ‘Small city benefits, big city ambition’. Small city
benefits, big city ambition is about Palmerston North competing on opportunity, not just on
lifestyle and affordability, in order to thrive in a growth-orientated environment. To fulfil this vision,
Council has adopted five goals:

1. Innovative and Growing City
2. A Creative and Exciting City
3. A Connected and Safe Community
4. An Eco City
5. A Driven and Enabling Council

These capture our desire for Palmerston North to be recognised for its great quality of life while at
the same time offering the lifestyle, education and business opportunities available in much larger
cities. In New Zealand, the competitive regional prosperity stakes have been raised by population
flows away from big cities, by technologies levelling the playing field for lifting city services and
experiences, and by a coalition government that places greater value on regional development.

Palmerston North is seizing opportunities to attract, to connect, to service and to delight high-value
industry, businesses, residents and visitors by becoming New Zealand’s most desirable regional city.
We are on a quest to be innovative, connected, driven and growing. To govern well, and build
Council’s leadership, culture, capability and capacity. The Council has embarked on a major
transformation programme challenging staff of 600 to ‘Be the difference’.

Our Principles
Our principles of being inclusive, ambitious, enabling, open, bold and guardians support the Vision
and our goals for Palmerston North City. Our values are evolving under the transformation
programme to reflect the aspiration for the city to reach its potential and capitalise on its strengths.

Context
The Strategy and Planning Unit takes the lead role of strategic development for the Council to ensure that
there is an integrated planning approach and alignment of action within the Council in achieving the best
outcomes for the City. The Unit is responsible for the development of the District Plan and environmental
policy, the Long-Term Plan, and strategies and policies associated with economic development, community
development, and leisure facilities and activities. It also supports Council’s economic growth and tourism
activities through the funding of economic development and promotional agencies.

Palmerston North City Council Job Profile

The Governance and Support team are responsible for supporting the leadership and decision-making
activity in the Council’s 10 Year Plan, through ensuring that all policy, procedural and statutory requirements
for decision making are met to uphold the effectiveness and integrity of local democracy.

Main Purpose
The Administration Assistant provides a friendly and welcoming reception environment for the Office of the
Mayor and the Office of the Chief Executive. They assist the Personal Assistant to the Mayor in provision of
administration services, civic hosting and civic functions for the Mayor.

Key Areas of Responsibility
    ▪       Ensuring reception is welcoming and customer-focused
    ▪       Managing the flow of callers
    ▪       Providing a seamless service between the Mayor and Chief Executive’s offices
    ▪       Ensuring civic reception area, Mayoral/Chief Executive reception area, councillors’ room and kitchen,
            and meeting rooms are always in a state of preparedness to the highest standard.
    ▪       Assisting with managing Mayor's diary
    ▪       Receiving and following up enquiries, requests and complaints, both in person and on the phone
    ▪       Word processing, preparation of Power Point presentations, Excel spreadsheets
    ▪       Preparing invitations, guest-lists and name tags for civic hosting and ceremonies
    ▪       Hosting dignitaries and visitors so that they are treated with respect and are left with a positive
            impression of the Council and the City
    ▪       Arranging catering, set-up of venues, and assisting at functions, sometimes after hours.
    ▪       Provide assistance at Civic functions and ceremonies, such as civic receptions, citizenship
            ceremonies, and civic awards, to ensure that these run smoothly/are held without any 'hitches' that
            impact on guests
    ▪       Proactively co-ordinating and involving councillors and officers in community issues initiated through
            the Mayor’s office

Please note: Key areas of responsibility are likely to develop and change over the course of an employee’s tenure at
Council as the employee grows in skills and competencies. These key tasks and areas of responsibility are not an
exhaustive list, nor will they remain static. The annual Performance, Planning and Evaluation (PPE) will supersede this
job description. In addition, employees may be asked to do tasks outside of this description as and when required.

Risk Management accountabilities for all employees
        ▪    Council Policies and Procedures: Ensure self and team comply with applicable council
             policies and procedures.
        ▪    Environmental: Reduce environmental impacts that may arise from work. All activities
             and communications must be conducted in accordance with applicable environmental
             laws and council policies. Promote the proactive management of environmental issues
             associated with conducting business.
        ▪    Health & Safety: Comply with Health and Safety obligations (e.g. observe and practice safe work
             methods, ensure your own safety and that of others, report any hazards or potential hazards
             immediately, use protective equipment and wear protective clothing provided where appropriate,

Palmerston North City Council Job Profile

            only operate equipment that you have the necessary license and skills to operate, make unsafe
            situations safe or report unsafe working conditions to your supervisor, report all accidents
            including near misses promptly)
       ▪    Employment Legislation: Comply in full with employment legislation and adherence to applicable
            policies in the areas of employment, EEO and recruitment.

Key Relationships
Internal:
    - The Mayor
    - Chief Executive
    - Councillors
    - General Managers
    - Executive Assistants

External:
    - Stakeholder Organisations
    - Citizens of Palmerston North
    - Community Groups

Typical knowledge, skills, and attributes:
Knowledge (qualifications and experience)
   - At least 2 years’ experience in reception and administration
   - Good understanding of basic office procedure

Skills and Attributes
     - A customer focussed approach to work
     - Excellent communication and interpersonal skills, including drafting correspondence
     - Excellent organisational skills
     - Ability to multi-task and meet concurrent deadlines
     - Copes with a changing work environment
     - Competent in the use of Microsoft Word, Excel, Power Point and Outlook
     - Maintains confidentiality in handling sensitive material and being privy to sensitive issues
     - A current Driver's Licence is essential.
     - The ability to manage workflows and using initiative to meet the changing needs of the team
     - Self-awareness of appropriate behaviour is imperative

Remuneration
   -       This role is graded at GP3 on the Council’s remuneration system, i.e. between $41,460 (85%) and
           $48,777 (100%) depending on the Manager’s assessment of the skills/experience of the jobholder
           and any other relevant factors.
   -       In addition, a benefit entitlement of 2.5% of base salary is available.

Palmerston North City Council Job Profile

Other
Civic functions are often held outside of normal working hours. This role will involve some evening work on
weekdays, or occasionally at weekends. Time in Lieu arrangements will be made on an event-by-event basis.

The position may be called to work outside normal working hours in the event of a Civil Defence emergency
or exercise. The job holder will be expected to participate fully in training provided for this and any other
Unit activities.

Competencies
Core
                            ▪   Recognises the diversity of customers, and adapts approach and style to meet their needs
                            ▪   Offers customers a range of solutions to problems
                            ▪   Demonstrates commitment to delivery of agreed solutions
Service
                            ▪   Delivers and follows up on solutions
                            ▪   Seeks and gives feedback from customers
                            ▪   Looks for where improvements can be made to systems and processes
                            ▪   Clearly communicates messages in a clear and concise manner
                            ▪   Uses the most effective method and style of communication for the target group and the
                                situation
Communication
                            ▪   Uses active listening techniques including reflection and paraphrasing
                            ▪   Shares ideas appropriately
                            ▪   Recognises and minimises barriers to communication
                            ▪   Demonstrates integrity, honesty, and commitment
                            ▪   Acts ethically in all dealings
Business ethics
                            ▪   Is equitable and ethical in the treatment of others
                            ▪   Is prudent in financial dealings
                            ▪   Has an appropriate level of skill in computer software relevant to the requirements of the
                                role. Is confident to try new software
Information Technology
                            ▪   Looks for ways to improve efficiency through the use of technology - takes advantage of
                                technology to achieve goals

Palmerston North City Council Job Profile

Role specific
                        ▪   Is an active and contributing team player
Team Work               ▪   Understands team dynamics
                        ▪   Models the standards for teams and team work
                        ▪   Develops and maintains networks of key stakeholders
                        ▪   Understands stakeholders’ views and why they are held
                        ▪   Develops a network of industry/staff contacts to keep abreast of latest ideas and
Relationship Building
                            concepts
                        ▪   Demonstrates sensitivity to other groups and values diversity
                        ▪   Delivers on commitments
                        ▪   Proactively plans work
                        ▪   Plans and utilises resources in the most effective and efficient way
                        ▪   Ensure action is aligned with the vision and direction of the organisation
Organisational
                        ▪   Makes appropriate decisions, taking into consideration impacts and risks
Achievement
                        ▪   Delivers on agreed goals
                        ▪   Monitors and takes appropriate action to ensure goals and outputs are achieved
                        ▪   Reports regularly on progress
                        ▪   Has developed a body of relevant and current professional knowledge reflected
                            by an appropriate qualification
                        ▪   Knowledge of relevant legislation
                        ▪   Demonstrates a commitment to regularly updating and extending knowledge
Professional Skills
                            base and relevant skills (takes opportunities for professional development)
                        ▪   Membership / be working towards membership of a professional body
                        ▪   Practical experience in the field over a number of years; familiar with all facets of
                            the profession required by PNCC