NZCPHM - Senior Executive Officer Wellington CBD

Role Description:

The Senior Executive Officer is responsible for managing the day-to-day running of the College office and generally advancing the objectives, goals and interests of the College, its members and registrars.
The Senior Executive Officer will provide support to the College Council and Finance and Risk Committee meetings and will assist the General Manager to implement decisions of the College Council. The Senior Executive Officer also plays a leading role in the organisation of the College's Annual Scientific Meeting (ASM) event and assists in College communications, and the maintenance of the College website.

 

Key Relationships:

Internal:

• College staff
• Council members
• College Fellows, associate members and registrars
• Members of key College committees
• Director of CPD
• Other College staff including off-site staff


External:

• Banking and financial service providers
• Service providers
• ASM venue staff


Key Result Areas:

Support for College governance committees:

• Manage meeting dates and calendars of the College's Annual General Meeting, Council and Finance and Risk Committee.
• Arrange venues, catering, travel, accommodation and other specific requirements
• Prepare and distribute meeting papers
• Prepare and distribute draft meeting minutes and action points
• Follow up and action agreed outcomes of meetings
• Manage incoming and outgoing communication related to the Council and committees
• Manage the Council member election process (three yearly) as set out in the College Constitution

 

Event Management:

• Manage the organisation of the NZCPHM ASM, including:
o Initiate and provide administrative support to ASM working group
o Investigate possible venues and costs
o Liaise with venue representatives
o Subject to direction from the Director of CPD, assist with the development of the event programme
o Liaise with workshop presenter/s
o Manage formal invitations, travel, accommodation and other specific requirements for guest speakers
o Prepare event programme for publication

 

Office Management:

• Subject to direction from the General Manager, assist with the financial affairs of the College
• Prepare documents for the annual financial audit
• Manage inward invoices and filing
• Arranging for the maintenance, where necessary, of property or equipment of the College
• Monitor and order office supplies
• Liaise with the Property Manager

 

Website and database:

• Liaise with IT providers for technical issues
• Develop, update and maintain NZCPHM website content
• Update and maintain members section of database

 

General Administration:

• Undertake general office administration tasks, including:
▪ Collect and distribute mail
▪ Scan and transfer records and correspondence
▪ Receive and respond to inward calls and emails
▪ Manage current and archive electronic filing system
▪ Manage filing of hardcopy accounts
▪ Manage bookings and invoicing for the shared office space and facilities
▪ Ensure shared kitchen supplies are replenished and on-charged

 

Other:

• Assist in the development and circulation of NZCPHM newsletters and other communications
• Provide administrative support to the General Manager as required
• Undertake other duties as reasonably requested by the General Manager

 

Responsibilities of all staff
  • Comply with College policies and procedures
  • Treat people respectfully and promote an inclusive culture
  • Take actions to ensure own safety and that of others
  • Undertake professional development to maintain and develop skills, cultural competence and understandings of te Tiriti and Hauora Māori

 

Please apply by submitting your CV and cover letter to pam@nzcphm.org.nz.

Applications close 5pm Sunday 22 September, 2019.