About the Role:

We have an excellent hourly rate contract opportunity for a Secretariat or Administrative Officer with a large government Ministry. You will be required to develop and maintain an effective relationship with an Independent Council Chair on all administrative and secretariat matters; and will be responsible for all matters concerned with the effective running of Council meetings.

Key Responsibilities:

• Develop and maintain a calendar of Council events (meetings and/or ad hoc activity).
• Build and maintain effective relationships with Council members to support effective administration.
• Co-ordinate and document member appointment, resignation, and succession processes.
• Develop and maintain a conflict of interest register.
• Circulate information to the Council as required and in conjunction with the Independent Chair.
• Coordinate Council member input on papers as required.
• Provide meeting support, assisting the Independent Chair to develop agendas, collate and circulate papers, prepare and circulate minutes and actions.
• Follow up to ensure actions are completed in a timely manner.
• Work with those preparing papers for meetings to ensure on-time delivery.
• Organise meeting logistics, venues, travel, catering etc.
• Manage correspondence of the Council.
• Keep records including Terms of Reference, agendas, minutes and actions.
• Manage contracts and payments.

 Key personal requirements:

• A relevant tertiary qualification, ideally in plant biological science, business or a related discipline.
• Experience and knowledge:
• Proven ability to provide secretariat services to a committee representing diverse interest.
• Business acumen.
• Proven ability to build trusted relationships with a range of parties.
• Exceptional negotiation and facilitation skills and experience.
• The ability to prioritise complex and at times competing needs.
• Knowledge and experience of business and government agency management in a regulatory environment.
• Experience in managing relationships and consultation with diverse and complex stakeholders.
• The ability and skills to communicate with diverse audiences.
• Experience or an ability to represent technical and regulatory documents in simple understandable terms.
• Proven ability to work with stakeholders with diverse skill sets and approaches and constraint to build credible and enduring relationships.
• Understand and operate efficiently and effectively within the machinery of Government.
• At least five years’ experience in industry or government preferably with time in executive support officer roles (desired).

Skills:

• A self-starter capable of working unsupervised.
• Excellent communication skills.
• Advanced computer and presentation skills.
• A proven ability to build successful and credible relationships that develop and maintain trust across a diverse range of stakeholders.
• Ability to take meeting records so they accurately record discussions and decisions providing a comprehensive record of the meeting.
• Ability to plan, set priorities and meet deadlines.
• Ability to manage the affairs of the Council in line with its Terms of Reference and New Zealand law.
• Ability to work under pressure often in situations where there are differences of opinion to ensure productive resolution of those situations.

Hours per week:

Please note, due to the nature of the work, the work hours can fluctuate week to week. Leading up to Council meetings, and the week of a Council meeting, there could be 30-40 hours work per week. Between meetings the work requirements may be as little as 1-5 work hours per week.

For enquiries please email your CV in Word Format to info@thejohnsongroup.co.nz and reference Job #MT5645.

Or, for further information about this job, please contact:

Marissa Taylor - Senior Consultant

Email: Marissa@thejohnsongroup.co.nz

Phone: 04 915 1472