Engagement Coordinator

at  Department of Internal Affairs NZ

Role: Permanent
Hours : Full time
Location: Wellington
Business Group: AoG Services Delivery
Branch: Digital Public Service
Salary: $65,186 - $87,216

HE KŌRERO MŌU | ABOUT YOU

Highly organised and with an eye for detail you enjoy applying your skills across a spectrum of coordination and support work. Working as part of a busy and innovative team you shine as a multitasker as you deliver exceptional senior administrative support.

You will possess;

• Excellent relationship building and influencing skills and the ability to work at all levels of an organisation
• Experience providing senior coordination support to a senior leader or leadership team including coordinating meetings, minute taking, report writing, managing correspondence and team administrative processes
• An understanding of ICT and technology products and experience working on a change programme
• Experience working within a government department and in depth understanding of the machinery of government and government processes
• Experience working across boundaries to deliver results
• Able to work under the pressure of multiple demands without compromising quality or delivery
• Ability to manage ambiguity and confidently use initiative when dealing with a broad range of information
• Excellent customer service skills and relationship management skills
• Superb system management skills and MS office skills
• Excellent time management and organisational skills
• A desire to be part of a newly formed high performing team and winning culture

The Back office Digital Transformation Service (BoDTS) exists to reduce the cost, risk, complexity and time taken to deliver back-office systems, through standardised, high quality all-of-government processes, tools and systems. Bring your positive attitude and exceptional coordination skills and experience to the BoDTS- apply online today!
Applications close: 5pm, 27 October 2024
For more information please contact : Meredith Edwards, HR Support Meredith.Edwards2@dia.govt.nz
Job description: To review the full job description, please click here

As the Engagement Coordinator, System Engagement and Operations, you will provide top notch coordination and high-level administrative support to the BoDT service. You will work across boundaries and at pace to ensure that all team processes are documented and managed appropriately and will play a pivotal support role in coordinating stakeholder meetings, engagement forums and events for the Engagement and Operations workstream.
Collaborative by nature you will work with other parts of the Branch and BoDTS to coordinate engagement across the branch, sharing information and ensuring inclusivity of both people and information in your travels.
You will also utilise your expert organisational skills and ICT knowledge to monitor and maintain the team’s plans and programme of work to ensure it remains on track and make sure team systems and processes are centrally managed and accessible. At the centre of managing team correspondence, your eye for detail will make certain team documentation is managed in a coordinated and consistent way.

You will be responsible for;

• Supporting the Manager System Engagement and Operations and System Engagement and Operations team on all aspects of delivering an exceptional engagement strategy and plan from a coordination and administrative perspective
• Working collaboratively within the BoDTS and with external stakeholders to drive change and endorse the BoDT Service
• Manage stakeholder event planning, communications and logistics for forums, engagement events, workshops and meetings
• Coordinate all pre and post event communications, including event feedback and dissemination of that information across the BoDTS
• Support the Director BoDTS with progress reports, and assist with milestone and status reporting and the coordination of information for reporting purposes
• Assist with preparation of papers for governance and working group meeting
• Prepare draft replies to correspondence on behalf of BoDTS team
• Document and implement new workflow processes and procedures that optimise resources, create efficiencies, reduce risks and/or improve quality of documentation utilised across the team
• Capturing, reporting and analysis of data and information relevant to the implementation and utilisation of the BoDTS, Common Process Model (CPM) and Master Back-Office Library (MBOL)
• Ensure agencies know how to access the products and services of the BoDTS
• Share learnings, insights and market intelligence with the BoDTS and branch and escalate risk when identified in regard to stakeholder engagement activities