October 18, 2024

Department of Internal Affairs NZ

Wellington City

FULL TIME

Engagement Coordinator

Role: Permanent
Hours : Full time
Location: Wellington
Business Group: Ao G Services Delivery
Branch: Digital Public Service
Salary: $65,186 - $87,216
Mō te tīma | About our Team
This role sits within All of Government Services Delivery (Ao GSD), part of the Digital Public Service Branch (DPS) who bring together the functions that deliver services to or for the public sector and is responsible for an All of Government Portfolio of digital products and ICT Services. The role of the Digital Public Service branch is to work with and through agencies to drive and deliver a customer-centered digital government.
We champion the use of Common Capabilities and centralized essential information products and services across agencies, as well as championing All of Government standards and guidelines.
The Back Office Digital Transformation Service (Bo DTS) is one of these centralized services and has been created 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.
The Service provides agencies with a common set of standardised processes and will provide tools to support agencies as they modernise their back-office functions (e.g. HR, Finance, Procurement) making use of previously used collateral and design to streamline the process, to lower cost and risk, and to increase efficiency.
He angitūtanga | About the Role
As the Engagement Coordinator, System Engagement and Operations, you will provide top notch coordination and high-level administrative support to the Bo DT 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 Bo DTS 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 Bo DTS and with external stakeholders to drive change and endorse the Bo DT 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 Bo DTS
Support the Director Bo DTS 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 Bo DTS 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 Bo DTS, Common Process Model (CPM) and Master Back-Office Library (MBOL)
Ensure agencies know how to access the products and services of the Bo DTS
Share learnings, insights and market intelligence with the Bo DTS and branch and escalate risk when identified in regard to stakeholder engagement activities

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 (Bo DTS) 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 Bo DTS- 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.