Job Description

Job Description
Job title
Planning Administration Officer
Group
Strategy
Section
Responsible to
Transport Policy, Kotahitanga – Strategic Engagement, Council
Strategy, Regional integrated Planning
Transport Policy Manager, Maori Policy and Community
Engagement Manager, Council Strategy Manager, Regional
Integrated Planning Manager
Responsibility for
Employees
Date
None
July 2013
Job Purpose
This job exists to provide a high standard of administrative and technical support to the
professional staff of the organisation
Functional relationships (relating to others)
External
Purpose and frequency of contact

Members of the public

Service delivery - Daily

Consultants and
contractors

Consultation – Occasionally


Iwi and hapū
Providing information and responding
to queries - Daily

Community, NGO and
industry groups

Government agencies
and local authorities

Students
Internal
Purpose and frequency of contact


Service delivery - Daily

Collaboration - Daily

Providing information and responding
to queries - Daily
Councillors and staff at all
levels of the organisation
Planning Administration Officer
Key result areas
The job encompasses the following major functions or key result areas:

Administration

Technical support

General duties

Relationship management

Corporate contribution
The requirements in the above key result areas are broadly identified below:
Key accountabilities
Key accountabilities
(job holder is responsible for)
1
Job Specific Accountabilities

Provide high quality administrative and
secretarial services

Provide reports as required

Maintain systems for records and databases
as required

Key accountability measures
(jobholder is successful when)

All administrative and secretarial work
complies with internal policy and statutory
requirements

Work is conducted in an efficient and timely
manner
Coordinate meetings and take minutes


Ensure that section deadlines are met and
that the section meets statutory requirements
Quality technical support is provided to
agreed timeframes


Provide high quality technical support to
professional staff of the organisation
Queries are dealt with in a professional and
courteous manner


Assist with specific planning related tasks
such as submissions processes, research
and drafting of background material
Effective, professional relationships are
developed and maintained with internal and
external contacts

Any additional duties are completed to
appropriate standards

Effective, professional relationships and
partnerships are developed and maintained
with internal and external contacts.

Professional image is conveyed in public
forums.

Undertake any relevant training to adequately
assist professional staff in specialist areas

Ensure that all customers receive excellent
customer service for enquires

Undertake any other relevant duties and
projects as directed by the supervisor
2
Relationship Management

Establish and maintain close working
relationships with internal and external
contacts including Local Authorities,
ratepayers, landowners, suppliers,
consultants, and contractors.
3
Corporate contribution

Promote the implementation of the Corporate
Culture Statement, Leadership Model and
Health and Safety Systems.

Corporate responsibilities are undertaken and
completed accurately, meeting specified
standards and within agreed timeframes.

Recognise individual responsibility for
Workplace Health and Safety under the
Health and Safety in Employment Act 1992.

Hazards are identified and all incidents and
accidents are reported.

Participate in any wellness programmes,
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Planning Administration Officer
Key accountabilities
(job holder is responsible for)
Key accountability measures
(jobholder is successful when)

Meet the statutory responsibilities detailed in
the Information Management Policy and
Procedures standard.


Meet Bay of Plenty Regional Council’s
statutory responsibilities for civil defence and
emergency management.
Council records are created and maintained
in corporate information systems, meeting
specified information management standards.

Participate in any civil defence and
emergency management training initiatives
and assist with any civil defence
emergencies, as part of Bay of Plenty
Regional Council’s responsibilities for civil
defence and emergency management.
such as stress management training and
health monitoring.
Delegations
In accordance with the Council’s Delegation Instrument(s) this job:
Does /
Does not control a budget
Amount $0.00
Cannot spend money from other’s budget
Can /
Jobholder can spend unbudgeted capital
Yes
Amount $1000
No
Amount $0.00
Jobholder is responsible for committing the organisation to long term contracts
Jobholder signs correspondence on behalf of the Council
Yes
Yes
No
No
Freedom to Act
Guidelines and support available to assist the job holder to make decisions e.g. policy documents,
standard procedures, reference to team leader or senior Employees. If job holder can make
decisions without approval from anyone else, please note that authority.

Team members

Personal assistants to group managers and Chief Executive

Governance Services staff

IT

uCreate (Australia) for technical uCreate assistance

Plan Process Manual

Desk File

Colleagues

Manager

Members of the wider group

Intranet

Submission comments and approval processes, internal work policies

Objective guidelines

Legislative requirement
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Planning Administration Officer
Work complexity
Most challenging duties typically undertaken, and the frequency of it being performed:

Maintaining a good understanding and awareness of policy development, planning process
and associated legislation, and being able to apply this knowledge when providing technical
support to professional staff
Carrying out administrative duties at short notice and accommodating urgent requests from
several staff members at once
Coordinating large and variable volumes of work associated with policy development,
implementation and distribution.


Other aspects
Note any significant aspects of this job that have not been captured elsewhere in this document.
Person specification
Minimum academic qualifications and experience required:
Essential
Desirable (for recruitment purposes only)

Successful completion of NCEA, level 3


Minimum of three years relevant work
experience
Post-secondary qualifications in a relevant
discipline such as a certificate in office or
business administration

A valid driver’s licence required*

Trade certificate in Word Processing Stage 1
or equivalent
1
Knowledge / Experience (indicate years of experience required as appropriate)
Essential
Desirable (for recruitment purposes only)




Excellent English – written, verbal and
comprehension
Word processing, spreadsheet and database
experience
Knowledge of planning, policy and research
processes
Sufficient experience and ability to proactively
apply knowledge and skills to continually
improve systems, quality and results
1
Driving record free of driving suspensions or convictions (excluding demerit points and infringement fees). Requirement
for valid Driver’s Licence may be waived if applicant has a driving-related disability.
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Planning Administration Officer
Key skills/attributes/job specific competencies
The following indicates what would typically be expected for this role at a competent level:
Advanced Knowledge

Office administration procedures and systems
Working knowledge

Microsoft Office applications

Time management

Knowledge of planning practice

Understanding of the legislative process and the statutory context
for local authority activities

General accounting knowledge

Community, cultural and political awareness.
Awareness
Personal attributes / Key behaviours











Sound judgement and initiative
Commitment to continuous improvement
Be able to work under pressure and meet deadlines
Process orientated approach
Accuracy and attention to detail
Ability to share information and assist others
Ability to learn quickly
Ability to communicate openly and clearly
Exceptional organisation skills including prioritising requests
A high level of courtesy and communication skills
The ability to work independently or as part of a team
Other requirements

May require frequent travel within or outside Bay of Plenty region.

*Driving record free of driving suspensions or convictions (excluding demerit points and
infringement fees)
Occasionally required to work outside normal working hours to meet statutory processing
timeframes or to assist/coordinate public meetings

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Planning Administration Officer
Change to job description
From time to time it may be necessary to consider changes in the job description in response to
the changing nature of our work environment. Such changes, including technological requirements
or statutory changes, may be initiated by the manager of this job with due consultation with the
position holder. This job description should be reviewed as part of the preparation for performance
planning for the annual performance cycle.
Recommended:
________________________________________
Manager
________________________________
Date
Approved:
________________________________________
Manager
________________________________
Date
Discussed with Incumbent:
________________________________________
Employee
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Date
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