POSITION DESCRIPTION

UNCLASSIFIED

POSITION DESCRIPTION

Business Coordinator

Unit/Branch, Directorate: Mission Enablement & Strategic Communications Information Assurance & Cyber Security Directorate

Location: Wellington

Salary range: F $58,500 - $87,750

Purpose of position: The Business Coordinator undertakes the day to day coordination of the Directorate’s key business activities and non-operational support functions, and provides high quality executive and administrative support to the Directorate’s leadership team.

The Business Coordinator supports the wider Directorate, contributing to financial planning, human resources activities, travel, training, logistics, communications and corporate reporting and by assisting in significant visits, conferences and coordinating the Directorate-wide events.

The Business Coordinator also supports the Business Manager by maintaining key business records and reporting within the Directorate.

Our mission

Our values

Information Assurance and Cyber Security Directorate purpose: The IAC Directorate contributes to the national security of New Zealand by providing technical advice and assistance to Government and organisations with significant national information infrastructures to enable them to protect their information from advanced technology-borne threats. To achieve this, the Directorate

provides technical security inspections; high-grade encryption services; information assurance policy and advice; regulation of telecommunications & space activities; and high-end cyber security

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Key accountabilities Deliverables/Outcomes

Supporting the Business Manager to coordinate key business activity  Work with the Business Manager to

coordinate key business activity and provide the highest level of support to the Directorate

 Work closely with Business Manager to coordinate reporting requirements on behalf of the Directorate

 Identify key business activity for the Directorate and work with the Business Manager to provide support to the Directorate within agreed timeframes and to the agreed standard

 Reporting requirements are delivered on time and to the required standard Provision of administrative support to the

Directorate leadership team

 Provide administrative support to the Directorate leadership team

 Contribution to everyday support of finance, travel, training and corporate reporting

 Coordinate key leadership and Directorate-wide conferences, events, meetings and business planning workshops

 Act as Secretary of meetings, including minute taking, as required

 Continually explore ways to enhance own and leadership team’s way of working  Receive and escort visitors, taking

messages, answering and/or redirecting queries

 Provide cover in times of absence of the Business Manager and assistance with peak workflows

 Leadership team is supported in day to day routine management activities

 IACD Directorate executive is made aware of issues that might require their attention within agreed timeframes

 Functions, meetings and workshops are arranged that meet requirements and are coordinated within agreed timeframes  Administrative duties are completed

effectively and efficiently, to a high standard

 Cover in the absence of the Business Manager is provided as agreed and to the required standard

Coordinate and facilitate non-operational support functions

 Maintain Directorate calendar to record upcoming activity of interest e.g. corporate reporting requirements and deadlines, overseas visits and engagements

 Alongside Business Manager, assist in the coordination and management of high profile Directorate visits, and provision of IACD Directorate input to GCSB and NZSIS visits coordinated by the Joint Directors-General Office

 Assist with the facilitation of large-scale Directorate recruitment campaigns, i.e. the annual graduate recruitment campaign and related activity

 Assist with projects as directed

 Directorate calendar is relevant and up to date

 High profile Directorate visits are planned and conducted in accordance with leadership team’s direction, and IACD Directorate input to other GCSB and NZSIS visits is submitted as required and on time  Annual recruitment campaigns run

smoothly and deliver high quality candidates, enhancing our reputation  Project documentation is completed and

filed within agreed timeframes, using agreed policies and processes

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relationship building

 Promoting the establishment and

maintenance of good collaborative working relationships between the IACD Directorate and the wider GCSB and NZSIS

 Promoting the establishment and maintenance of good relationships between the IACD Directorate and other Government agencies

 Promoting the establishment of productive and mutually beneficial relationships with other partner agencies

 Identifying new business processes in order to enhance service delivery, where need is identified

 Customer satisfaction is high and the services provided by the IACD Directorate are highly valued

 Customer requirements are correctly prioritised and responded to

 Inefficient business processes are identified and improvements recommended to the Business Manager

Contribute to the execution of the IACD Strategic Plan

 Promoting cross-team collaboration

through the execution of the IACD Strategic Plan and support for operational exchanges between different IACD business units  Participating in both functional (specific

sets) and cross-functional (mixed skill-sets) IACD teams at the request of the IACD Executive and Leadership group

 Pro-actively demonstrating a willingness to transfer skill sets to other teams in times of operational surge and crisis

 Making a constructive contribution to the execution of the Strategic Plan

 Team silos are visibly reduced and the focus of staff shifts from their own unit plan to delivering Directorate-wide objectives  Customer feedback suggests that the plan is

having a positive effect on IACD’s performance through the creation of a more obviously joined-up operating model  Policy and process gaps, which negatively

affect IACD operations, are highlighted and rectified

 Staff retain an active interest in

developments within IACD beyond their normal area of operation.

Health and safety (for self)

 Work safely and take responsibility for keeping self and colleagues free from harm  Report all incidents and hazards promptly  Know what to do in the event of an

emergency

 Cooperate in implementing return to work plans

 Be a visible role model at all times

 Follow GCSB’s safety rules and procedures

 A safe and healthy workplace for all people using our sites as a place of work

 All requirements in the NZIC Health and Safety policy and procedures are met

Other duties Any other duties that fall within the scope of the position

Position delegation

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Key stakeholders

Internal:  IACD Directorate leadership team and staff

 EA’s to CPO/CFO and other Directors within the GCSB and NZSIS as well as other

administration staff

 Project and Programme Managers  Other GCSB and NZSIS staff as necessary

External:  Counterparts within the wider New Zealand

Intelligence Community and central government agencies, as required  Other partner intelligence agencies as

required  Contractors Person Specification

Experience:  3-5 years relevant experience in a

same/similar role within a medium to large complex organisation

 Experience in financial management Knowledge and Skills:  Excellent written and oral communication

skills, with an ability to successfully engage with a diverse range of people at all levels within the organisation

 Proficient in the use of the Microsoft Office suite of applications, with good keyboard skills

 Excellent planning and organisational skills; and the ability to prioritise tasks to meet deadlines and effectively manage changing priorities

 Professional customer orientation with a strong commitment to providing a high standard of customer service

 Excellent interpersonal skills with the ability to liaise confidently and professionally with a diverse range of people

 Proven ability to perform well under pressure

 Ability to work collectively as a member of a high performing and successful team  Strong self-motivation, including the ability

to take a difficult or unpopular course of action when necessary

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sound judgement and initiative

 A high level of accuracy and attention to detail

Qualifications and Courses:  A tertiary qualification in Business Administration or equivalent experience. Specific Job Requirements:  Ability to obtain and maintain a TSS security

clearance

NZIC Competencies

In addition to the Person Specification above, competency standards which outline the development requirements of the position are set out under the NZ Intelligence Community (NZIC) Career

Pathways framework. The Career Pathways framework enables progression within the job. Full descriptions of progression competencies and an overview of the NZIC Career Pathways framework is available on appointment.

Changes to Position Description

Positions in the GCSB may change over time as the organisation develops. Therefore we are committed to maintaining a flexible organisation structure that best enables us to meet changing market and customer needs. Responsibilities for this position may change over time as the job evolves. This Position Description may be reviewed as part of planning for the annual performance cycle. Date PD reviewed: 27/03/2019 Signatures Manager’s Name Signature Date: Employee’s Name Signature Date: