Massey University Hiring for Personal Assistant Job at Palmerston North , New Zealand Full Time

Personal Assistant
Position Purpose: The purpose of this position is to provide dedicated executive and office

management support to two Deans within the Office of the Provost

Department: Office of the Provost

Location: Palmerston North

Reports to: Executive Assistant to the Provost

Responsible for: Nil

Delegations: Band D

Job Title: Personal Assistant

Key relationships: Internal External
Dean, Academic and staff across Liaison with various external
portfolio groups
Dean, Research and staff across Government departments and
portfolio agencies
Provost portfolio staff Business and community
Senior Leadership Team organisations
Vice-Chancellor Executive/Personal
Assistants
Other support staff across the
University

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.

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

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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 Office of the Provost is responsible for the strategic leadership to the
University across the areas of research, learning and teaching, enterprise
and Pacific student success in order to drive the development and
implementation of strategies, policies and standards that underpin the
delivery of quality research and teaching across the institution.

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.
• 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
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.

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• 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

Accountabilities

Personal assistance • Diary Management for the Deans – Manage and monitor appointment
and support services diaries, schedule appointments and arrange meetings according to

office priorities, emergencies and other requirements as determined by
Provide high-calibre the Dean Academic and Dean Research.
personal assistance • Provide an accurate and high-quality word processing services for the
and support to the Dean Academic and Dean Research within agreed timeframes. This
Dean Academic and includes routine and confidential correspondence, memos, reports,
the Dean Research agendas, minutes, presentation materials and maintaining an efficient

agendas, minutes and associated papers, follow up action items and
outstanding matters.

• Co-ordinate all travel and accommodation arrangements for the Deans

utilising the contracted services of Orbit Corporate Travel. Co- ordinate
arrangements for visitors including advising meeting location, greeting
visitors, reserving car parks, arranging catering, etc.

• Create, collate and distribute the monthly Office of the Provost

portfolio report for the Dean Academic.

• Process recruitment requests for positions reporting to the Dean

Academic and Dean Research, utilising the erecruiT online system.
Process applications, arrange interview panel and interviews, including
candidate testing. Complete induction processes.

• Liaise and maintain close working relationships with internal and

external key relationships to enable the Deans to effectively deliver on
the expectations of the position and enable integration of activities,
where appropriate Ensure strong and professional liaisons are
maintained with travel agent, rental car firms and catering services.

• Event Management – Assist with planning, organising and coordinating

events and functions performed by the Deans.

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• Screen and answer inquiries from staff, students, local body and

government agencies, the public and others. Resolve staff, student and
public inquiries which need not be referred to the Deans.

• Finance – process invoices, internal transfer journals, purchase

requisitions and credit card statements for payment using the
appropriate financial system, eg, Flexipurchase, TechOne.

• Provide cover for the EA to the Provost during period of Annual Leave

and other absences.

Qualifications and Experience

Qualifications: A relevant formal qualification would be an advantage

Experience:  Proven experience as a Personal Assistant supporting an Executive
team is preferred.

 Experience within a University setting and with a range of
stakeholders would be an advantage.

 Advanced experience in all Microsoft Office software including
Outlook, PowerPoint, Word and Excel, Adobe, SharePoint and
Microsoft Teams.

 Event management experience would be an advantage.
 Experience in organising meetings and providing minute-taking for

committees.

Capabilities:

Accuracy and • Processes large quantities of detailed information with high levels of
Attention to accuracy.
Detail • Productively balances speed and accuracy.
Essential • Implements a variety of cross-checking approaches and mechanisms.

• Evaluates and makes contributions to best practices.
• Demonstrates expertise in quality assurance tools, techniques, and

goals.

Communication • Develops a clear, complete understanding of needs and problems through
careful listening, probing, reflecting, and summarising.

Essential • Conducts discussions in a respectful manner, that are sincere and fully
expressed.

• Delivers written and oral communications that engage audience

participants, respond to their questions and concerns, and produce specific
outcomes and impact.

• Communicates in a timely manner using the appropriate style and method.
• Able to develop communication plans when required.

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• Able to present information clearly, concisely and logically. Varies content,

style and form to suit the subject.

Confidentiality • Demonstrates in-depth knowledge of organisation’s policies and practices
requiring confidentiality.

confidentiality.

Interpersonal • Establishes and maintains productive working relationships with key
Relationships stakeholders internally and externally.

constructive working relationships.

Service Excellence • Provides direct service to internal or external stakeholders
Essential • Provides a quality of service that stakeholders describe as excellent.• Able to respond to common stakeholder queries and problems or escalate

the departments objectives.

General • Working knowledge and confidence in using core systems Massey
Computer University.
Proficiency • Demonstrates intermediate levels of knowledge and experience in the use
Essential of Microsoft Office software.• Uses preferences and other tools to customise computer software /

Calendaring • Adds notes, attachments or reminders to tasks or appointments for self
(Diary and others.
Management) • Prints using varied and complex setup, designs and page combinations.
Essential • Manages multiple calendars using features such as ‘scheduling assistant’,

‘recurrence’ and adding rooms.

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Document • Checks documents thoroughly according to standard processes and
Management procedures.

Essential • Follows security and version management guidelines and practices.• Creates, stores, retrieves and archives electronic documents and
information.

• Uses software tools and technologies for document management.

Pre-employment checks

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

 Requirement to pass a Credit History and No Asset Procedure (NAP)
Essential Credit History Check performed by Veda Advantage Personal

Information Services.

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