Administrator

at  Massey University

Job Description
Administrator
Position Purpose: As part of the VC & Provost Business Services Hub, provides
comprehensive, quality (non-academic) administrative support to
managers and staff of the relevant portfolios, supporting them to achieve
their objectives.
Departments: Office of the Vice-Chancellor and Office of the Provost
Location: Palmerston North
Reports to: VC & Provost Business Hub Manager
Responsible for: Nil
Delegations: Band E
Job Title: Administrator
Key relationships: Internal External
VC & Provost Business Hub Suppliers
Colleagues Travel Mgmt Company
Managers and Staff in the VC &
Provost Portfolios
Staff of other Massey Business
Hubs
University Services staff
Massey University: We are a world-leading university in many academic disciplines and fields
of research. Our point of difference is research that is connected to
community and industry. Our researchers are developing expertise and
skills to advance human knowledge and understanding. Working together
across disciplines and locations, we solve national and global problems
through fundamental, applied and interdisciplinary research, while
culturally and artistically enriching our world.
We are deeply committed to being a Te Tiriti-led university,
demonstrating authentic leadership in contemporary Aotearoa New
Zealand as we uphold Te Tiriti o Waitangi, the founding document of our
nation, and its principles through our practice. We embrace this not just
as an obligation but as a real opportunity for the nation and its people.
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Our educators are preparing a new generation of global leaders. Our
students are diverse and are attracted to Massey because they want to
achieve their personal goals or make their mark in the world. They
experience world-class learning that recognises their intellectual and
cultural strengths, expands their horizons, and prepares them to
contribute to a rapidly transforming world with skills, critical and creative
thinking, and leadership.
We will be renowned for our passion and caring attitude. All Massey
campuses will be innovation ecosystems, acting as magnets for smart
enterprises. Wherever we are, we will operate in partnerships founded
on respect, trust, and mutual benefit. Massey is not only defined by what
we do, but by how we do it.
About this area The VC & Office of the Provost portfolios lead, enable, and support the
University’s research, learning and teaching and academic citizenship
by providing frameworks, systems and processes, and specialist advice
and services across a wider range of organisational services and
infrastructure upon which our staff and students rely to undertake their
work and learning.
The service areas include: Centre for Education Transformation, Graduate
Research School and Ethics, Research Operations, Student Enterprises,
Pacific Student Success, Library, Massey Press, and the Massey
Advancement Office.
Massey core capabilities

At Massey we are Tiriti-led, upholding Te Tiriti o Waitangi principles through our practice, we:

• Demonstrate awareness of Te Tiriti o Waitangi and its contribution to Aotearoa New Zealand

society.

• Understand the relevance of Te Tiriti o Waitangi in relation to the work of the University and

the people we serve.

• Embracing Te Reo in relevant and practical ways in our workplace 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.
• Share knowledge and communicate professionally with courtesy and mutual respect.
• Are ethical in all transactions, working within the parameters of our policies and procedures.
• Are direct, truthful and maintain confidentiality.
• Seek to understand and appreciate our differences.
• Keep ourselves and others safe; work together to embrace with the University’s health, safety

and wellbeing policies, procedures and programmes; display commitment by actively
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supporting all safety and wellbeing initiatives: and by actively engaging in health and safety
improvement opportunities.

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.

Accountabilities
A mix of the following accountability areas, or specialisation to a highly
proficient level, in one or more areas, which may be varied during the
university year to reflect work demands, staff changes, staff absences, etc:

 General Administration

• Staff Support
• HR Processes
• Meeting and event support
• Finance Administration
• Project Administration
• Purchasing

Entry-level appointees may be engaged in one or few specific areas, with
the mutual expectation of gaining experience in additional areas over time,
or specialising in one or a few areas, as may be required.
General • Process administrative tasking using online task management

Administration system

• Make vehicle bookings (fleet and rental cars) and organise carpark

permits through the relevant Massey Service

• Assist staff with use of Massey technology, access cards/systems

access, etc.

• Organise mail and couriers
• Manage room bookings/allocation, office space, equipment and staff
• Manage relocation of staff across campus and clearance of unoccupied

space

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• Maintain databases as per file storage requirements
• Contribute to the maintenance of the business hub’s internal knowledge

base “The Hive”

• Assist in the maintenance of the VC & Provost SharePoint-site and other

SharePoint sites as directed by the Business Services Manager.

• Assist programme and/or event promotion & management

Staff Support • Support staff needing administrative support

• Make travel and itinerary preparation arrangements and travel

bookings through online systems.

• Coordinate events and associated requirements (invitations/

registrations, catering, security, parking etc)

• Supporting meetings and servicing committees – including note taking,

drafting agendas, circulating papers, and ensuring all actions are
monitored and completed on time
Administration • Develop comprehensive understandings of key university policies and
Coordination business systems, consistently apply Massey processes and
procedures, and assist others in understanding these processes and

procedures.

• Develop, maintain, and manage efficient and secure office,

communication, and business processes within the

business hub.

• Co-ordinate area events and meetings in conjunction with Hub

team
HR Processes • Support policy/procedure adherence. Maintain knowledge of People

and Culture policies and processes to support the hub’s clients

• Support processes for Casual and Fixed-term hires and support
• Assist in new staff induction and exit procedures for staff in the

departments

• Support compliant health and safety practice within the Office and

advocate for good health and safety practices elsewhere in Portfolios and

the wider Massey environs

• Support Health & Safety incident reporting and investigation

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Finance Administration • Support policy/procedure adherence. Maintain knowledge of financial

policies and processes to support the departments.

• Preparing and processing invoices through the Massey finance system
• Process payments through the Massey finance system

Purchasing • Support policy/procedure adherence. Maintain knowledge of purchasing

policies and processes to support the VC & Provost portfolios

• Provide purchase order numbers.
• Raise purchase orders and receipt good/services/manage returns through

the Massey finance system

• Process stationery, furniture, and equipment orders
• Receipt goods and services

Project Administration • Support projects including management of documentation, reports,
agendas, meetings, minutes/actions/follow-up systems as directed by
the Business Services Manager
Relationship • Liaise with administrative colleagues in other services as

Management necessary

• Maintain positive and collaborative professional relationships and

networks across the university, including but not limited to Colleges and

Schools, Massey Contact Centre, Orbit Travel

• Seek out and respond to direction from Business Services Manager

and/or Senior Administrator(s)
Qualifications and Experience
Qualifications: A relevant higher-level qualification such as in Cert in Business
Administration, or working towards one, would be desirable.
Experience:  Administrative experience in a large, complex organisation is
essential.
 Experience in business services and process improvement.
 Supporting multiple projects/initiatives at the same time.
 Previous experience working in a team environment
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Capabilities - Behaviour
Communication • Conducts discussions in a respectful manner, that are sincere and fully

Essential expressed.

• Develops a clear, complete understanding of needs and problems through

careful listening, probing, reflecting, and summarising.

• Communicates in a timely manner using the appropriate style and

method.

• Able to work with a mix of communication methods.
• Able to present information clearly, concisely, and logically.

Varies content, style, and form to suit the subject.
Working Together  Establishes and maintains productive working relationships with key
Essential stakeholders internally and externally.
 Establishes and maintains credibility and appropriate confidentiality with
stakeholders.
 Proactively identifies and addresses potential issues with stakeholders.
Continuous  Implements new systems, procedures, and tools efficiently when
Transformation changes occur in the work environment.
Essential  Works with agility, adjusting current working processes or adopting new
approaches in response to changes in the organisation environment.
 Seeks challenging opportunities or assignments to grow and develop one’s
own knowledge, skills, and abilities.
 Uses digital tools to innovate programme, processes, systems, or services.
 Communicates and analyses assumptions about a particular issue with
colleagues to gain new perspectives or more effective solutions.
Delivering Results  Maintains focus on critical work and expectations.
Essential  Able to track and complete agreed work in planned timeframes.
 Takes responsibility for escalating issues that impact on planned work and
outcomes.
 Documents how results were obtained to support knowledge transfer and
best practices.
 Supports self during change by remaining flexible, focusing on the
positives, and proactively seeking out opportunities to get involved
Service Centric  Acts with the internal/external stakeholder or customer in mind, seeks to
Essential understand and deliver on customer perceptions and expectations.
 Able to respond to common stakeholder queries and
problems or escalate if required.
 Responds to unexpected stakeholder requests with a sense
of urgency and positive action.
 Provides a level of customer centric service excellence that
contributes to the departments objectives.
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Capabilities - Technical
Accuracy and  Describes consequences of errors within own unit or function.
Attention to
Detail  Processes large quantities of detailed information with high levels of
accuracy.
Essential  Productively balances speed and accuracy.
 Implements a variety of cross-checking approaches and mechanisms.
 Evaluates and makes contributions to best practices.
Digital Skills • Working knowledge and confidence in using core Massey systems

Essential • Demonstrates intermediate to advanced levels of knowledge andexperience in the use of Microsoft Office software.

• Uses preferences and other tools to customise computer software /

hardware appropriate for function.

• Intermediate experience in the use of SharePoint, can coach others in the

use SharePoint and Teams

• Identifies and resolves common software and usage problems.

Office • Identifies common administrative activities and tasks.
Administration • Performs all aspects of administrative support for departments

Essential • Manages current equipment service agreements and support services.

• Processes and documents requirements for equipment or staff

requisitions.

• Develops and maintains physical and electronic filing systems.
• Coordinates preparation and distribution of standard
• Assists in developing administrative process flow to and from other

functions and departments
Calendaring  Explains how to open and browse one’s own schedule.
Essential  Helps others understand the wide range of functions available with
calendaring software (MS Office)
 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.
 Compares and contrasts functionality among different releases
Document  Identifies major document management categories and functions.
Management  Checks documents thoroughly according to standard processes and
Essential procedures.
 Follows security and version management guidelines and practices.
 Creates, stores, retrieves and archives electronic documents
 Uses software tools and technologies for document management.
 Tracks document management’s existing issues and best practices.
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Priority Setting  Describes team priorities and how they relate to roles.
Desirable  Demonstrates an expectation that there will be ongoing shifts in demands
and priorities.
 Clarifies and handles multiple concurrent and diverse activities.
 Addresses potential conflicts that impact current delivery commitments.
 Works with others team members to re-prioritise work and
reschedule commitments as necessary.
 Responds to shifting priorities while maintaining progress of regularly
scheduled work.
Problem Solving  Describes problem reporting and escalation practices.
Desirable  Uses fact-finding techniques and diagnostic tools to identify problems.
 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.
 Examines a specific problem and understands the perspective of each
involved stakeholder.
Financial Analysis, • Understands general ledger accounts
Accounting and • Uses finance and accounting systems, procedures and practices
Reporting • Resolves questions about finance and accounting policies and practices

Desirable • Follows organisational practices and guidelines for reporting

• Interprets major types of financial statements issued by the University

Pre-employment checks
Essential  Requirement to pass a Criminal and Traffic Convictions (Security)
Check performed by the Ministry of Justice.

Please refer the Job description for details