Executive Assistant, Business Services, Data & Digital

Mō tēnei tūranga mahi | About this role

Join Te Whatu Ora at a key time of change where you will meaningfully contribute to our kaupapa of creating a more equitable, accessible, cohesive and people-centered health system. This is mahi that will improve the health and wellbeing of everyone in Aotearoa, and we've got an opportunity for you to be part of it.

Te whiwhinga mahi | The Opportunity

Our Business Services team is here to make sure that Data and Digital department runs like a well-oiled machine. We're the ones who help set the course, gather resources, and make sure things run smoothly - think of us as the glue that holds the department together. We have advanced planning and communication skills to make sure everyone is on the same page.

From keeping everyone in the loop through clear communication to making sure the right people are in the right places we are constantly ensuring that all the moving parts are working together. We seek to ensure that the department models best practices, we want to ensure that we are doing the right things in the right way, and we make sure everyone's got the right skills. Plus, we're the guardians of risk management and privacy – keeping things safe and sound in the world of Data and Digital is our specialty.

Mōu | About you

Join our dynamic Data & Digital team as an extraordinary Executive Assistant! As the indispensable right hand to our directors, you will orchestrate seamless operations within our bustling IT environment. Your extensive experience in executive support, particularly in the IT sector, equips you to effortlessly manage schedules, coordinate meetings, and tackle correspondence with finesse.

Your familiarity with IT concepts and jargon ensures you're not just fluent in the language of our industry, but also adept at pre-emptively addressing the unique needs of our tech-savvy team. Your role is pivotal in empowering our directors to spearhead positive change in the health sector, handling sensitive matters with the utmost discretion and professionalism.

Collaboration is key, and preference will be given to candidates located in Auckland or Christchurch, so you'll thrive as you work closely with your fellow executive assistants and team administrators to maintain operational harmony.

What awaits you? Beyond being an integral part of our incredible team, you'll have unparalleled opportunities to engage with industry leaders, gaining priceless experience and insights along the way. Your contributions will directly shape our journey, propelling our mission forward and creating a meaningful impact every single day. Join us in driving innovation and excellence in the health sector!

Ngā pūkenga me ngā wheako | Skills and experience

• Previous experience in an Executive Assistant role providing support to a senior executive and their team.
• Needs to draw on relevant longer-term experience specific to the job and work demands, acquired over time.
• Experience/skilled in with calendar management and meeting coordination and arrangements for Senior Leaders.
• Experience/skilled in with secretariat duties, including meeting minute taking and collation of minutes.
• Experience/skilled in with financial administration such as processing invoices, reconciling payments and financial reporting as required.
• Experience/skilled in with making travel arrangements and booking accommodation.
• Able to proactively identify continuous improvement opportunities in systems and process to improve efficiencies.
• Continuously develops and improves own expertise in line with relevant industry/sector trends.
• Excellent interpersonal, oral and written communication skills and the capacity to manage relationships at all levels, including with senior Ministry officials and with health sector leaders.
• Assists other support resources, such as Team Administrators to help them to be successful in their roles.
• Experience in, or exposure to, project co-ordination.
• Experience developing, maintaining, and influencing relationships and partnerships across sectors and organisations including with Māori and Pacific Peoples groups.

Ka kawea e koe | You will bring:

• A commitment to being a good Te Tiriti partner in all your actions. This includes an understanding of the significance of and obligations under Te Tiriti o Waitangi, and the ability to apply Te Tiriti principles in a meaningful way in this role.
• Competency with te ao Māori, tikanga, and te reo Māori or a commitment to starting your journey and taking ownership of your learning and growth.

Ko te mahi e tika ana mō te ao hurihuri nei | Work that suits today's ever-changing world

Te Whatu Ora supports flexible and hybrid working for our kaimahi. In roles that don't require an in-person element, we encourage you to ‘work from where you are'.  We want our national teams to be made up of diverse people from across the motu, just like our health system.

Tō mātou whakahaere ki te tika, te rerekētanga, me te whai wāhi mai |Our commitment to equity, diversity and inclusion

Our name, Te Whatu Ora, means ‘the weaving of wellness'. Whatu is the combining together of people, resources, organisations, thoughts and actions for the betterment and wellbeing of all. Whatu is also a direct reference to the pupil of the eye, and the vision required of the new entity and system.

At Te Whatu Ora we acknowledge and respect our people's diversity and spiritual needs, ensuring a safe workplace that is a whānau orientated and supportive environment. We are working towards a system that better meets the complex demands of a growing population, addresses the persistent inequalities experienced by Māori and ensures greater access, experience and outcomes for those traditionally not well served by the system – Māori, Pacific and Disabled People.

Tō tūranga i roto i Te Whatu Ora | Your place in Te Whatu Ora

When you join us, you become part of transforming the health system. This is a once in a life-time change, that will touch the lives of everyone in Aotearoa, and future generations. We want to see the real you in your application and welcome the real you on board if you come and work with us. Skills are gained across many areas of our life, not just in formal employment. If you can demonstrate the skills listed in the ad, but the experience was gained through whānau life, community or mahi aroha (volunteering) we encourage you to apply and share your story with us in your cover letter.

We particularly welcome applications from our diverse Māori, Pacific, disabled, and rainbow communities.

Me pēhea te tuku tono | How to apply

To view the position description and/or apply for the role (by submitting your cover letter and CV), please click “APPLY NOW.”  For tracking and reporting purposes, all applications must be submitted through our online career portal. If you have any questions about the role, please feel free to contact Jayme at careers@tewhatuora.govt.nz