Position Title: ADMINISTRATION SUPPORT OFFICER

Key Function: To provide an effective and efficient Administrative support service to the Invercargill District Compliance Manager and Invercargill
Compliance Staff.

To provide an efficient and effective Word Processing and Data Entry Service to the above.

Location: Invercargill



Key Result Area Key Activities Key Indicators

Provide word processing service
























Provide word processing Services (including
prosecution reports, interviews, authorities, and
affidavits and other legal and court related documents
etc)

J ob sheets, Statements (Records of Interview), Reports

General Correspondence in the form of letters,
memorandums, faxes etc.

Excel Spreadsheets

Maintain Invercargill Computer Files by office
document management system


CAMS/Offences Data Base System Entry

Minutes of Meetings

Ensure accurate and timely product delivery with
appropriate presentation and meets legal requirements



Ensure accurate and timely product delivery with appropriate
presentation and meets legal requirements

All word processing is accurate and meets deadlines.


Dictaphone tapes are accurately transcribed inline with template, of
importance are Statements of Interview.


Ensure only current and relevant files remain on WP system, and
producing daily computer back up tapes in order to ensure information
and records are protected from deletion.
Invercargill Temp ASO J ob Description.doc 2

Provide word processing service
cont:


Accurate typing of Court Documentation along with
consistency


Decipher and type audio Tapes


Maintain computer files by maintaining the office
document management systems.

CAMS; data input to a very high standard accuracy.
This is an important database for compliance statistics.

OFFENCES: Accuracy to a very high level with data
input.



Communications

Reception and Telephonist duties



Screen enquirys on behalf of DCM and Compliance
Staff

To be fully aware of the Ministry of Fisheries and its
role

Be aware of Fish Serve services and keep an updated
list of Fish Serve employees and their job titles for
reference when dealing with Ministry of Fisheries
cliental

Maintain and update the register of fax and phone
numbers and circulate as required.


The public is given appropriate service, information and
guidance/assistance as required. Dealt with in a friendly manner,
promptly and efficiently.

Be aware of the functions of MFish and also FishServe


All incoming calls are answered courteously and promptly.

A message system is operated effectively and timely. Accurately taken.

All communications, both internally and externally are handled in a
professional manner

Receipt of goods and supplies are handled promptly and accurately

Reliever support organized

Invercargill Temp ASO J ob Description.doc 3

Key Result Area Key Activities Key Indicators

General Administrative
Servicing
Mail Service









Travel arrangements






Stationery






Equipment





Purchasing



Photocopying
Open and date stamp inwards mail

Dispatch mail, ensure all envelopes are typed professionally

Maintain all office filing systems

Arrange courier for mail and parcel pickups


Arrange and book travel and accommodation - ORBIT

Arrange and book rental cars Local or National

Arrange suitable venues for meetings, arrange equipment required and
also catering.


Stationery stocks are maintained at appropriate levels all staff are
catered for
Printing of stationary for local compliance signage and pamphlets.
Arrange new stock and re-prints, Ensure all drafts are seen to, and to be
100% accurate.


Ensure all office equipment ie fax, photocopier, telephone system are
operating and maintained
Ensure that the Asset Register is maintained and reviewed every six
months. Any new purchases over $50 to go onto register and have an
asset number allocated.

Process requests within delegations. Ensure stores orders are used.
Obtain quotes as and when required. All major items require three
quotes.

Process photocopying requests in a timely manner
Invercargill Temp ASO J ob Description.doc 4

Trade accounts














Mastercard






Fleet (Vehicles)

Ensure all invoices are supported by stores orders as appropriate
Ensure all invoices are coded, and expenditure authorized before
forwarding to the DCM for approval
Ensure invoice noted that goods/services have been received
Manage all Creditor enquirys
Prepare accounts for monthly accruals in conjunction with the DCM






Ensure all monthly Mastercard claims are received in a timely manner
Ensure all Mastercard claims are forwarded to the DCM for approval in
a timely manner


Ensure that vehicle running sheets are forwarded to DCM on time. At
the end of the last day of the month
Maintain Register for Warrants /RUCharges / Registration/ Services.
Individual register
Ensure all services are kept up to date with all vehicles and all repairs
needed seen to promptly.
Invercargill Temp ASO J ob Description.doc 5

Key Result Area Key Activities Key Indicators
Offences System Provide computer and technical support and assistance to
the District Compliance team in the Offences system

Input data
Print reports
Carry out detailed investigation of offender/s into any
previous Fisheries prosecutions and warnings



Enter accurate offences system details in a timely manner
Provide report data to compliance staff
Inform compliance staff of any previous warnings or prosecutions by
offender

Document System Support Prosecution File Monitoring Systems

To set up and maintain a Prosecution File Monitoring system
Ensure all file movements are recorded and that deadlines are met
All offence files to be filed and recorded appropriately.

Meeting Management

Organisation of office/district conferences and meetings

Provide secretarial support to the local office and when
called upon throughout the Ministry.
All facilities provided

All Venues and equipment, catering etc to be arranged

Minutes are accurately taken and distributed within agreed time frames

General Support

As required

Maintain effective running of all office functions when all other staff are
absent/engaged in field activities.
All other reasonable duties as required to maintain the
efficient/effective operation of the Invercargill district.


Invercargill Temp ASO J ob Description.doc 6

Key Result Area Key Activities Key Indicators
OSH (Health & Safety) Ensure all staff and contractors to the office are aware of OSH
requirements for the building, includes any new staff
Maintain national accident register on excel
Ensure all accidents are recorded in the appropriate register
Ensure first aid kit is fully maintained
Ensure fire drills are completed 3 monthly
Ensure Quarterly Reports are completed in a timely manner and sent to
Manager Corporate Operations, Auckland as required.

Asset Maintenance

Maintenance of Assets and Attractive Items

Maintain up to date registers
Carry out six monthly stock takes
Update or upgrade service contracts

General Support

As required

Support to Compliance staff for uniforms; dry cleaning and purchasing
new uniform items in line with the Uniform Policy.
Ordering of new uniform items upon receipt of requisition through the
DCM
Maintain an individual staff uniform register via computer

HFO Co-ordination Assist with co-ordination of HFOs and maintain and
update the HFO Officer Management system
Ensure HFO monthly reports are entered into system and update all
other necessary details in a timely manner
Complete HFO newsletters in conjunction with DCM and HFO
Coordinator
Liaise with HFOs regarding reporting and other enquiries
Maintain all HFO expenses reconciliations.





Invercargill Temp ASO J ob Description.doc 7
Telecommunications Cell phones, main office telephones and extensions. Radio telephones
in vehicle and main office
Helping staff with cell phone queries and problems

Arranging servicing at local dealership or Christchurch Tait
Communications

Troubleshooting for all equipment knowledge.
Training Ensuring own self initiative for training kept up to date for all new
equipment, computer programmes etc coming into your work
environment.

Computers Provide knowledge and local expertise for all computer programmes.
Helping staff with problems before referring to Matt HIPPOLITE, IT in
Nelson or the Co-ordinator.

Section 111 Approvals Maintain a register for all commercial fishing vessels all Section 111
Approvals issued for both Particular and also General

When applications are received for General or Particular approvals,
process these and have ready for postage on behalf of the DCM. DCM
to sign before mailing.

CAMS Provide computer and technical support and assistance to
the District Compliance team in the areas of CAMS
Ensure al CAMS reports are entered in a timely manner
Maintain and update CAMS inspections templates.

Invercargill Temp ASO J ob Description.doc 8
Skills / Experience Required



1 High level of computer literacy, with a desire to learn new packages, Typing Speed no less than 70WPM

2 Practical and proven experience of Windows XP, Microsoft Office Package including Word, Excel and Microsoft Outlook

3 Knowledge of Microsoft Access and Powerpoint desirable

4 High degree of accuracy, particularly in compiling and formatting large complex documents

5 Ability to communicate effectively with both MFish staff and the general public, along with stakeholders, both orally and
through written work




Personal Attributes


1 Able to work effectively in a team environment or on own, friendly disposition, personality

2 Possess a high level of self initiative, self-motivation and time management

3 Ability to prioritise and manage a number of different responsibilities to meet conflicting deadlines

4 Proven discretion in dealing with confidential and sensitive information

5 Superior interpersonal skills in dealing with a broad range of people

6 Willing to work flexible hours under tight deadlines according to priorities

7 Be reliable, and of tidy appearance.