EDUCATION REVIEW OFFICE
POSITION STATEMENT
Position:
Administration Officer
Reports to:
Support Manager
Location:
Region
Date:
October 2011
Education Review Office
The purpose of the Education Review Office (ERO) is to provide high quality
evaluation that contributes to education of the highest quality for all young
New Zealanders.
The ERO is responsible for supporting and promoting improvement in the quality of
education by providing regular, independent, high quality evaluation reports on the
quality of education in all schools, all early childhood centres, and all other forms of pretertiary education in New Zealand. The work of ERO contributes to a shared outcomes
framework across the education sector.
ERO's key strategic and business objective is to inform decisions and choices made
by parents, educators, managers and others, at the individual school and early
childhood level and at the national level by government policy makers.
Group Context
The Review Services group is responsible for the delivery of high quality education
reviews for schools, early childhood services, kohanga reō, kura kaupapa Māori and
homeschooling.
Review Services is organised into three geographical regions, Northern – Te Tai Raki,
Central – Te Tai Pokapū, and Southern – Te Tai Tonga. Each geographical region has
two or three sites. Review Services also has a national specialist Māori Education
group, Te Uepū ā-Motu.
The Administration Officer is attached to a region in the Review Services group and
reports directly to the Support Manager for that region.
The Administration Officer will be expected to work collaboratively with the NMRS,
RSMs, SMs and other ERO managers to enable the delivery of the national
programme of reviews and associated activities.
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Role purpose
Administration Officers contribute to the implementation of national and regional
business plans by providing effective and efficient administration services.
The Administration Officer works collaboratively with their National Manager,
Support Manager and Review Services Managers, to support the review process by
contributing to the production of high reports.
They will promote consistency by:
 following ERO’s agreed policies and practices
 assisting in the sharing of best practice
 promoting high standards in report production
 supporting the National Manager, Review Services Managers and Support
Manager in developing and maintaining strong and productive relationships
at all levels in ERO and externally with key stakeholders in their region.
The Administration Officer will display:
 the highest ethical standards
 commitment to quality through the application of ERO’s standard procedures
 active commitment to ERO’s purpose and whakataukī
 respect and commitment to ERO’s Code of Conduct
 understanding of and respect and commitment for the Public Service
ethos.
Key Accountabilities and Responsibilities
The Administration Officer will:
Review Support
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maintain monitoring systems for the Region’s reviews.
Word Processing Support
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format and present final review reports for despatching to
schools and early childhood centres to the required
standard
prepare reports, which may include statistical tabulations,
letters, minutes of meetings, memoranda, performance
appraisal assessments ministerial/managerial related work
and other typing as required within the specified
timeframes
implement plans and policies as agreed with the Support
Manager for the effective provision of administrative
support and services which may include:
arranging maintenance and records for vehicles
arranging travel and accommodation as required
ensuring hours worked by temporary staff are recorded
maintaining stationery supplies
processing of inward and outward mail/correspondence.
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ensure high quality responsiveness for information and
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Administrative Support
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service requests
provide client and hospitality services
assist in the provision of support to the National Manager,
Review Services Managers and the Review Officers.
Customer Services
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provide a receptionist/telephonist service for the office
direct inquiries to the appropriate staff member
offer directions or summon staff to meet visitors
Information Services
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maintain confidential/technical record system
ensure security and confidentiality of information within
the office
operate and maintain paper and electronic filing system
search files and locate background papers.
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Information Technology
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Financial Services
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promote effective use of information technology within
the office
assist and support staff in the effective operation of
ERO IT systems
update databases templates as necessary.
assist with the handling of accounts, invoices and the
running of financial reports
record nights away on review
check approvals and processing of allowances
purchase goods and services and complete the financial and
administrative tasks as required
Note: In different offices the manager may require the Administration Officer to have
responsibility for specific duties. These specific responsibilities do not preclude any staff
member from assisting with the other responsibilities expected of an Administration Officer
as and when required.
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PERSON SPECIFICATION
Experience and Skills
The Administration Officer will have relevant skills and experience in these areas:
 word processing skills
 administrative skills
 organisational skills
 the ability to relate well to a wide range of people
 the ability to work under pressure and meet deadlines
 good oral and written communication skills
 a high level of self motivation and initiative to set and achieve goals
 good judgement and common sense
 experience in Microsoft Office Suite.
Knowledge
The Administration Officer should have knowledge in the following technical and professional
areas:
 office administration and services
 an understanding of a variety of computer systems administration.
QUALIFICATIONS
It is desirable for the Administration Officer to have sufficient qualifications and experience to
enable them to undertake the duties of their position with a minimum of supervision.
The Administration Officer must hold a current Driver’s Licence.
CORPORATE RESPONSIBILITES
Te Tiriti o Waitangi (Treaty of Waitangi), Equal Employment Opportunities (EEO)
Good Employer Principles
ERO recognises its responsibility to honour the Tiriti o Waitangi which affirms and
advances the principles of partnership between tangata whenua & tauiwi.
ERO is committed to the principles of being a 'Good Employer' as stated in the State
Sector Act 1988.
ERO is also committed to the principles of Equal Employment Opportunities.
Employees are required to have an understanding and commitment to the principles of
EEO as stated in the State Sector Act 1988.
The Manager will have:
 a good understanding of Te Tiriti o Waitangi and its implications for the work of
ERO, and an active commitment to ERO’s Treaty of Waitangi policy;
 an understanding and appreciation of the diverse social and cultural backgrounds
of staff and clients; and
 commitment to the issues of equity, to treating people fairly and with respect,
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commitment to integrating EEO and cultural sensitivity policies and practices into
ongoing operations and to applying and managing the application of other Good
Employer principles as set out in the State Sector Act 1988.
Health and Safety
All employees have a responsibility to work towards ensuring that the ERO’s health
and safety policy is effective, to keep themselves and others safe while at work and to
comply with ERO’s health and safety systems. This includes practising safe work
methods, proper use of safety equipment and the elimination of workplace hazards.
Focused Specific Responsibilities*
Initialled
Review Support
Word Processing Support
Administrative Support
Customer Services
Information Services
Information Technology
Financial Services
*As the tasks involved in the above areas are widely varied, these are general work group
headings only. An extended role expectation should be dealt with by agreement with the
Manager and Staff member in an Individual Development and Performance Management
agreement. (IDPM).
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Competencies
The following role specific competencies are desirable for Administration Officers:
Integrity and Trust
Dealing with
Ambiguity
Functional/Technical
Skills
Interpersonal Savvy
Ethics and Values
Approachability
Technical Learning
Time Management
Composure
Customer Focus
Listening
Perseverance
Self-development
Is widely trusted; is seen as a direct, truthful individual; can present the
unvarnished truth in an appropriate and helpful manner; keeps confidences;
admits mistakes; doesn’t misrepresent themselves for personal gain.
Can effectively cope with change; can shift gears comfortably; can decide
and act without having the total picture; isn't upset when things are up in the
air; doesn't have to finish things before moving on; can comfortably handle
risk and uncertainty.
Has the functional and technical knowledge and skills to do the job at a high
level of accomplishment.
Relates well to all kinds of people, up, down, and sideways, inside and
outside the organisation; builds appropriate rapport; builds constructive and
effective relationships; uses diplomacy and tact; can diffuse even hightension situations comfortably.
Adheres to an appropriate and effective set of core values and beliefs during
both good and bad times; acts in line with those values; rewards the right
values and disapproves of others; practices what they preach.
Is easy to approach and talk to; spends the extra effort to put others at ease;
can be warm, pleasant, and gracious; is sensitive to and patient with the
interpersonal anxieties of others; builds rapport well; is a good listener; is an
early knower; getting informal and incomplete information in time to do
something about it.
Picks up on technical things quickly; can learn new skills and knowledge; is
good at learning new industry, company, product or technical knowledge –
like Internet technology; does well in technical course and seminars.
Uses their time effectively and efficiently; values time; concentrates their
efforts on the more important priorities; gets more done in less time than
others; can attend to a broader range of activities.
Is cool under pressure; does not become defensive or irritates when times are
tough; is considered mature; can be counted on to hold things together during
tough times; can handle stress; is not knocked off balance by the unexpected;
doesn’t show frustration when resisted or blocked; is a settling influence in a
crisis.
Is dedicated to meeting the expectations and requirements of internal and
external customers; gets first-hand customer information and uses it for
improvements in products and services; acts with customers in mind;
establishes and maintains effective relationships with customers and gains
their trust and respect.
Practices attentive and active listening; has the patience to hear people out;
can accurately restate the opinions of others even when they disagree.
Pursues everything with energy, drive, and a need to finish; seldom gives up
before finishing, especially in the face of resistance or setbacks.
Is personally committed to and actively works to continuously improve
themselves; understands that different situations and levels may call for
different skills and approaches; works to deploy strengths; works on
compensating for weakness and limits.
Copyright © 1992, 1996, 2001-2003 by Lominger Limited Inc. a Korn Ferry Company. ALL RIGHTS RESERVED.
These competencies are derived from the Leadership Architect ® Competency Sort Cards developed and copyrighted by Robert W.
Eichinger and Michael M. Lombardo for Lominger Limited, Inc.
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