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Senior Administrator (G255-18CA)

School of Health Sciences, College of Health

We are seeking an exceptional Senior Administrator in the School of Health Sciences, College of Health, to enable high quality School management across research, teaching and learning and provide administrative support to the Head of School and staff.

To be considered for this exciting opportunity you will have proven experience in developing and maintaining efficient and secure office and administration procedures, along with experience as providing support to Senior Management.

This is a full time ongoing position and will be located on Manawatu campus, Massey University.

Location:Palmerston North
Term:Permanent
Grade:Grade E
Salary:$41,443 - $61,112 pa
Applications close:10 p.m. on 9 August 2018
Additional Information:Senior School Administrator Job Description CoHealth School of Health Sciences.pdf

Position overview

We are seeking an exceptional Senior Administrator in the School of Health Sciences, College of Health, to enable high quality School management across research, teaching and learning and provide administrative support to the Head of School and staff.

To be considered for this exciting opportunity you will have proven experience in developing and maintaining efficient and secure office and administration procedures, along with experience as providing support to Senior Management.

This is a full time ongoing position and will be located on Manawatu campus, Massey University.

Any queries please contact Associate Professor Rachel Page (r.a.page@massey.ac.nz), Head of School of Health Sciences.

Job description

Purpose statement

The purpose of this position is to provide proactive and efficient support and excellence in delivery of service to the Head of School and associated school staff and students. The position has key responsibilities to manage the administrative and functional tasks associated with University academic administration processes associated with all courses, specialisations, courses qualifications and student performance and success assigned the School.

Responsible to

School Administrator and Administration Assistant

Key accountabilities

At Massey we are Tiriti-led, upholding Tiriti o Waitangi principles through our practice, We:
• Demonstrate awareness of Tiriti o Waitangi and its contribution to New Zealand culture and society.
• Understand the relevance of Tiriti o Waitangi in relation to the work of the University and the people we serve.
• Embrace the principles of partnership, participation, and protection and apply these principles in our workplace through manaakitanga, rangatiratanga, and kaitiakitanga.
• Embracing Te Reo in relevant and practical ways in our work place interactions and engagement with external stakeholders, giving expression to Tikanga Māori and protocols that demonstrates that we respect and value Māori conventions in appropriate settings.
At Massey we work together with mutual respect and caring. We:
• Act with integrity and trustworthiness and give credit to others for the work they do.
• Work cooperatively and inter-dependently to foster and promote the One University approach.
At Massey we are future-focused, results-oriented and strive for excellence. We:
• Take ownership and responsibility for delivering results to support achievement of University objectives.
• Provide the best quality services to our customers (internal and external) ensuring our students/stakeholders are at the heart of everything we do.
• Deliver or support world-class research, teaching and learning and citizenship.
• Take personal responsibility for our performance, take pride in doing our job well, and commit to ongoing personal and professional development.
• Are motivated and create a positive working environment where our values are reinforced.
• Anticipate and respond with agility and resilience to the changing needs of the University and the communities we serve.
• Seek ways to improve our services to deliver in an efficient and effective way.
• Embrace technology and apply this innovatively to better meet the needs of those we serve.
• Challenge ourselves to reach our potential and help bring out the best in others.
• Understand how what we do contributes to the objectives of the University.

KEY ACCOUNTABILITIES

  1. Act as a Personal Assistant to the HoS.
  2. Manage the administrative and functional tasks associated with the University academic administration processes associated with all courses, specialisations and qualifications administered by the School. This will include responsibility as course initiator on all courses assigned to the School through Curriculum Management to oversee course design, changes or deletions processes and alignment of these course changes with its operation within the SMS environment. Manage credit assessment requests associated with qualifications within the School. Assist in the preparation of any requirements for Qualification Reviews, Graduating Year Reviews, and any accreditation processes for all qualifications within the School.
  3. Manage processes and records associated with student performance and progress for all courses administered by the School to assist HoS as Chief Examiner and academic staff; this includes the preparation of course results to be provided to the Manager, Academic Administration for review by College-wide Examinations and Student Performance Review Committee and subsequent grade publication. Assist with completion of all exceptional circumstances requests for all courses administered by the School.
  4. Diary management, correspondence, including e-mail management and other professional and administrative support, including taking minutes and actions where required.
  5. Arrange travel itineraries and accommodation as required.
  6. Establish and facilitate smooth process and information flows within the team, college and across the university.
  7. Compile reports and data in a professional and corporate manner, including presentations, papers and reports.
  8. The work can be of an unpredictable nature and demands the ability to cope in a high-pressured environment whilst maintaining a high level of accuracy and professionalism.
  9. Liaise with staff and managers at all levels, requiring an in-depth understanding of the University structure, college functions, procedures and practices.
  10. Provide proactive support and excellence in personal administration delivery of service.
  11. Provide support where applicable to other senior managers within the school.
  12. Provide professional support to clients and visitors and internal customers.
  13. Recruitment of permanent staff - manager the school processes for recruitment, in-school induction and cessation.
  14. Advise the college web manager of any changes to the schools webpage.

Person specification

Qualifications

Relevant tertiary qualification desirable in business administration or allied.

Experience

Demonstrated diverse administrative/ secretarial experience in a medium to large organisation.
A commitment to ongoing professional development.

Personal attributes and behaviours

Interpersonal Relationships
• Explains impact of interactions with individuals and groups.
• Works with key stakeholders within the department / externally. Applies confidentiality when required.
• Demonstrates an understanding of alternative points of view.
• Identifies roles and responsibilities for self and others.
• Adapts interaction style to different situations and people.

Communication
• Adapts listening and facilitation styles to others' communication styles.
• Written and oral communications that produce clear and complete communication for stakeholders.
• Analyses audiences to understand their composition and perspectives.
• Recognises which communications need to be formalised to provide clarity, including when escalation is required.
• Confirms understanding by restating others' positions.

Priority Setting
• Performs at least 2-3 concurrent activities without reducing productivity.
• Responds to day-to-day operational priorities while still making progress on project work.
• Recognises changing demands and priorities; validates changes with management.
• Obtains information about how current assignments contribute to organisational goals.
• Completes current work according to assigned priorities.

Service Excellence
• Provides direct service to internal or external customers.
• Resolves common customer problems.
• Responds to unexpected customer requests with a sense of urgency and positive action.
• Provides a quality of customer centric service excellence that contributes to the departments objectives.
• Able to respond to common stakeholder queries and problems or escalate if required.

Continuous Transformation
• Seeks challenging opportunities or assignments to grow and develop ones own knowledge, skills and abilities
• Communicates and analyses assumptions about a particular issue with colleagues to gain new perspectives or more effective solutions.
• Explains lessons or experiences learned from mistakes and failures as well as successes.
• Implements new systems, procedures and tools efficiently when changes occur in the work environment.

Results Orientation
• Helps others drive tasks to completion as appropriate.
• Documents how results were obtained to support knowledge transfer and best practices.
• Maintains focus on critical work standards and expectations.
• Takes responsibility for escalating issues that impact on planned work and outcomes.
• Able to track and complete agreed work in planned timeframes.

Problem Solving
• Examines a specific problem and understands the perspective of each involved stakeholder.
• Identifies and documents specific problems and resolution alternatives.
• Uses initiative to develop alternative techniques for assessing accuracy and relevance of information.
• Helps to analyse risks and benefits of alternative approaches and obtain decision on resolution.
• Uses fact finding techniques and diagnostic tools to identify problems.

General Computer Proficiency
• Ability to learn and use core Massey University systems.
• Proficient in the use of Microsoft Word, Excel, and PowerPoint and other Office 365 functionality.
• Performs file management tasks such as folder management and controlled document administration
• Developing proficiency in the use of SharePoint (Create new, open, edit, save) and Curriculum Management software, Student Management System, CMISGo (timetable software)
• Operates and maintains standard office equipment such as copiers, faxes, phones.

Office Administration
• Arranges meetings, schedules rooms, equipment, refreshments, etc.
• Distributes internal and external correspondence to appropriate recipients.
• Orders, stocks and distributes office supplies.
• Coordinates travel arrangements and expense reimbursements.
• Follows defined procedures to document all routine information.

Information Capture
• Fulfills routine information capture needs in own area.
• Identifies relevant established standards, policies and practices.
• Cites examples of different types of relevant information that need to be captured.
• Uses automated tools to capture, organise and archive relevant information.

Project Administration
• Documents initial plans and estimates for simple projects.
• Utilises appropriate administration tools.
• Documents project meetings, particularly status reports on deliverables and next steps.
• Assists with preparation of reports, communications, and project documentation.

Calendar Management
• Helps others understand the wide range of functions available with calendaring software.
• Creates multi-level and repeating tasks for self and others.
• Adds notes, attachments or reminders to tasks or appointments for self and others.
• Prints using varied and complex setup, designs and page combinations.
• Manages multiple calendars using features such as 'scheduling assistant’, ‘recurrence’ and adding rooms.
• Compares and contrasts functionality among different releases.

Customer Service Management
• Ensures identification of customer needs and priorities.
• Able to advise of issue escalation process for unresolved issues
• Facilitates the resolution of customer queries, issues, or concerns.
• Updates appropriate database with information required to provide best ongoing service

Additional Pre-employment Checks

Requirement to pass a Credit History Check performed by Veda Advantage Personal Information Services. In addition, there is a requirement to pass a ‘No Asset Procedure (NAP)’ Credit History Check performed through the Insolvency and Trustee Service, Ministry of Economic Development.

 

Massey Contact Centre Mon - Fri 8:30am to 5:00pm 0800 MASSEY (+64 6 350 5701) TXT 5222 contact@massey.ac.nz Web chat Staff Alumni News Māori @ Massey