The Controller and Auditor-General is a statutory officer of Parliament. The role exists as a constitutional safeguard to maintain the financial integrity of New Zealand's parliamentary system of government. The Auditor-General provides independent assurance to both Parliament and the public that public entities are operating and accounting for their performance in accordance with Parliament's intentions.

The Auditor-General employs staff in two business units - the Office of the Auditor-General and Audit New Zealand.

Purpose

• Provide personal assistance and support to achieve the goals, objectives, and targets of the Auckland Office group.
• Provide a broad range of support, from secretarial services to the carrying out of projects.
• Provide proactive, effective, and efficient administration support to Directors.
• Develop and maintain a sound understanding of the work that Directors carry out.

Working relationships

Internal relationships:

• National Operations Support Manager
• Directors
• Managers
• Office Managers nationwide
• Corporate Services - including Finance, Information Technology, and Human Resources staff
• Operations Support team
• Office of the Auditor-General

External relationships:

• Clients

Responsibilities

• Proactively support Directors in advance of internal and external appointments and provide assistance by gathering relevant information ensuring that Directors are fully briefed.
• Print and collate all meeting papers and provide to Directors well before each meeting to ensure that they are fully prepared.
• Be proactive in all aspects of the role by thinking and planning ahead, to provide best service.
• Provide electronic diary management (meeting requests to include full details such as meeting purpose, venue, and any reading material, for ease of attendees). Use initiative and discretion in scheduling these to be compatible with Directors commitments.
• Arrange meetings with external and internal clients (including meeting rooms and refreshments, as appropriate). Circulate agendas and activities list, take minutes, and monitor action points.
• Book Directors to attend external training courses as required.
• Organise internal events, and other events as required.
• Proactively manage relationships with Operations Support Staff in other offices and ensure that, where appropriate, staff are taking responsibility for the logistics of events in local offices. Confirm such arrangements on a proactive basis.
• Ensure that meeting rooms are appropriately set up before meetings, including ensuring that any required video and/or audio equipment is in place and tested.
• Open all mail and note ultimate recipient (for action).
• Format and prepare client documentation as required, for example, Audit Arrangement letters.
• Arrange travel (domestic and international) and requisite accommodation, vehicle hire, or taxis (as appropriate). Ensure that precise details are noted in calendar.
• Maintain a bring-up folder to ensure that items are actioned in a timely manner.
• Maintain administrative records for Directors as required, including mileage and air points logs.
• Draft (as appropriate) high standard correspondence, presentation material and the like, in accordance with corporate styles and formats.
• Reconcile monthly credit cards with appropriate receipts and charge codes, and follow correct approval procedures before forwarding to Finance.
• Prepare, have authorised, and submit expense claims (as appropriate) to Finance for payment.
• Maintain an efficient filing system for ready retrieval of documents.
• Develop and maintain professional working relationships with all external and internal clients.
• Prepare and co-ordinate presentation material, including PowerPoint slides and flowcharts.
• Maintain a desk file to provide guidance for anyone acting in the role.
• Fulfil other duties as requested.

Person specification

Essential

• Minimum of eight years' experience supporting staff at senior level.
• Experience and advanced proficiency in relevant computer software, including Microsoft Word, Outlook, Excel, PowerPoint, Access, and Internet Explorer.
• The ability to achieve a high quality standard when completing all forms of correspondence including, letters, reports, proposals, and PowerPoint presentations, including fast, accurate word-processing skills.
• Excellent interpersonal and relationship management skills to work co-operatively and in a team environment.
• Good verbal and written communication skills including good command of the English language, grammar, and punctuation.
• Strong self-management and organisational abilities including the ability to think and apply innovative responses to problems or challenges, the flexibility to cope with carrying out multiple tasks at the same time and meet tight deadlines, and prioritising work levels.
• Ability to develop a sound knowledge of activities, and relevant procedures and systems affecting the business.
• Ability to deal with sensitive situations, display discretion, and maintain confidentiality at all times.

Desirable

• Experience of working in a professional services organisation and some understanding of project management disciplines.
• Experience of electronic document management systems.