× Sorry, you're too late! This opportunity closed 3 years ago. Visit our WORK section to see current opportunities.

Arts Funding Administrator - Auckland

Job details

Organisation
Creative New Zealand
Closes
29 Feb 2016
Region
Auckland
Work type
Full time employment
Work classification
Management & Admin

Share

Arts Funding Administrator - Auckland

 

Creative New Zealand (the Arts Council of New Zealand Toi Aotearoa) is the national arts development organisation, supporting, promoting and advocating for the arts and artists in New Zealand. 

We are looking for a fabulous Administrator who loves the challenge of working in a busy, dynamic environment juggling many priorities at one time. This is a full-time position which is based in Auckland.

You will be responsible for providing a wide range of administration and support services including:

  • Co-ordinating and supporting the programmes and initiatives managed through the Arts Funding team with particular emphasis on the Creative Communities Scheme.
  • Providing administrative support to the Auckland based Arts Funding team including diary management, co-ordinating meetings, making travel bookings and processing invoices and visa reconciliations.
  • Providing frontline and phone reception services for the Auckland office.
  • Providing facilities and IT support for the Auckland office.

 

To be successful in this role, you will have excellent knowledge and experience of administrative processes and systems and will be proficient in MS Word, Excel, PowerPoint and email management systems. 

 

You will be client focused, organised, detail and results orientated and have previous experience in an administration environment. Knowledge and experience of the New Zealand arts sector is desirable.  Enthusiasm, initiative, adaptability and a professional manner will be essential in this position.

 

Please email a cover letter and your Curriculum Vitae (noting the reference Arts Funding Administrator) to recruitment@creativenz.govt.nz. For a full job description please visit our website: www.creativenz.govt.nz.   

 

Applications close at noon, Monday 29th February 2016.

E ngā mātā waka o te motu, e ngā karangatanga maha, te iti me te rahi  tēnā koutou katoa, he karere he panui tenei e pa ana ki etahi tunga hou is Toi Aotearoa mo te hunga e hiahia ana kia mahi ai i roto i te ao Toi.

Creative New Zealand (the Arts Council of New Zealand Toi Aotearoa) is the national arts development agency, supporting, promoting and advocating for the arts and artists in New Zealand.  We are funded by the New Zealand Lottery Grants Board and directly from the Government through Vote: Culture and Heritage.

 

Creative New Zealand is a member of the Equal Employment Opportunities Trust with a commitment to the principles of the Treaty of Waitangi. 

 

cnz-standard-logo-gold

 

POSITION DESCRIPTION

 

POSITION DESCRIPTION: ARTS FUNDING ADMINISTRATOR

Job Band:

 

3

Team:

 

Arts Funding

Reports to:

Manager Arts Grants & Creative Communities Scheme

Number of Direct Reports:

No direct reports

 

Financial Accountabilities:

Nil

 

Status

Full time

Location:

Auckland

CREATIVE NEW ZEALAND’S PURPOSE

Creative New Zealand is the national arts development agency developing, investing in and advocating for the arts.

 

WHAT WE DO

Creative New Zealand’s support for the development of the New Zealand arts sector is provided primarily through our funding programmes. We also deliver a range of programmes to build the capability of artists and arts organisations, and to advocate for the arts.

 

TEAM PURPOSE:

The Arts Funding team is responsible for the delivery of Creative New Zealand programmes and initiatives which contribute to the maintenance and development of a resilient arts sector across New Zealand.

 

JOB PURPOSE:  

 

This role is responsible for:

  • providing high-quality professional PA and administrative services to Manager, Arts Grants and Creative Communities Scheme

  • providing administrative support to all staff in the Auckland office, including providing reception and phone answering services and undertaking key office administrative tasks, and,

  • providing comprehensive and professional administration support and services to programmes and initiatives managed through the Arts Funding team with particular emphasis on the Creative Communities Scheme programme.

     

 

 

 

KEY RESULT AREAS

 

PERFORMANCE INDICATORS

 

Office administration

 

Provide reception and phone answering service during agreed office hours (including relief reception to Wellington office).

 

Answer simple queries or refer enquiries to appropriate staff members. Send information to clients.

 

Provide facilities management support to all staff members based in the office and staff visiting the office, including the coordination of regular team meetings, special events and external client meetings.

 

Process monthly invoices and support the Manager, Arts Grants and Creative Communities Scheme to monitor the Auckland office and team travel budgets.

 

Provide administrative support to the Manager Arts Grants and Creative Communities Scheme, Senior Manager, Arts Funding and other members of the Auckland based Arts Funding team, including travel bookings, diary management, secretarial support and processing of visa reconciliations.

 

Kitchen and stationery areas are appropriately stocked and tidy.

Public access to the office is managed effectively including answering of phone inquiries

 

Proactively seeks feedback on the quality of the support services provided and seeks to continually improve.

 

 

 

Administrative support for the Arts Funding Team

 

Meet agreed timelines and quality standards and follow agreed processes in administering and supporting programmes and initiatives.

 

Work closely with members of the Arts Funding team to collect and analyse relevant information.

 

Assist in reviewing, evaluating and developing existing initiatives and programmes and in developing new schemes.

 

Provide information to potential and actual applicants about programme and scheme requirements and processes.

 

Provide project management and administrative assistance to members of the Arts Funding team.

 

Develop and maintain databases for various funding programmes.

 

Assist with panel and assessor management.

 

Critical programme and initiative timelines and requirements are met

 

Programmes and initiatives meet all legislative, financial and other accountability requirements

 

Key stakeholders and customers have accurate, timely and high quality information about CNZ's programmes and initiatives.

 

Databases are developed and maintained to a high standard.

 

Panels and assessments run smoothly

 

 

Facilities and IT assistance

 

Assist the Wellington-based Business Services team as necessary to ensure that facilities and office management services are provided in a timely and high quality manner.

 

Liaise with the Landlord to ensure work requests are lodged and any outstanding work is followed up.

 

Provide Facilities and IT support to all staff members based in the office and staff visiting the office.

 

Ensure annual testing of equipment when requested by the Wellington team.

Tasks completed within agreed timeframes, to accurately meet requirements and consistent with CNZ policies and procedures

 

Maintain a positive relationship with the Auckland office Landlord.

 

Ensure all approved service contractors are used for any facilities or IT issues for the Auckland premises.

Relationship management

Manage relationships across the Arts Funding Team, including maintaining strong linkages with the other geographically dispersed Arts Funding team members.

 

Manage relationships with staff from other teams based in the office.

 

Develop and as appropriate maintain relationships with external stakeholders, particularly artists and arts organisations and actual and potential recipients of funding and support.

 

Provide assistance to the arts boards, panels and assessment committees, as required.

 

Follow up customer queries and/or complaints quickly and thoroughly and keep customers informed throughout.

Key stakeholders and customers have accurate, timely and high quality information about CNZ's programmes and initiatives.

 

Other teams within CNZ have easy access to data and information about programmes and initiatives and local and regional issues.

 

Customer queries or complaints are dealt with in a prompt and courteous manner.

Human Resources assistance

Ensure all new staff and contactors working in the Auckland office receive an induction, work place assessment and Health and Safety information.

All new staff receive an induction and workplace assessment

Health and Safety

Co-ordinate any Health and Safety requirements/initiatives for the Auckland office in conjunction with Business Services.

 

Ensure that monthly hazard checks are completed and sent to Business Services in Wellington.

Reports are received.

Māori responsiveness

Ensure appropriate consultation occurs with staff in the Arts Funding team.

 

Identify opportunities to work with Māori to achieve CNZ`s strategic goals.

Involve Māori staff at the early stages of projects/policy development/special initiatives.

Seek to understand and apply appropriate ways of consulting with and working with Māori.

Demonstrate understanding and knowledge of working in a bicultural environment.

Contribution to Team

Contribute to the development of an Arts Funding team.

 

Participate positively and actively in team activities, meetings, planning activities and general team development.

 

Contribute to cross team projects as required.

 

Demonstrate a positive and proactive approach to team development.

Actively support and encourage cooperative ways of working and knowledge sharing within the team and across CNZ.

Be open to feedback from colleagues.

Demonstrate an approach of continuous improvement.

 

Key Relationships

  • Auckland based staff

  • Wellington administration staff

  • Other members of the Arts Funding team (across the three sites)

  • Business Services team

  • A range of arts related customers and stakeholders including potential and actual recipients and artists and arts organisations

  • Partner agencies including national and local government organisations

 

 

 

Education, Skills, Knowledge and Experience

 

EDUCATION, SKILLS, KNOWLEDGE, EXPERIENCE

 

  1. Experience:

    Proven experience in a busy PA/Administration role with accountability for a wide variety of administration tasks. 

     

  2. Skills & Knowledge

  • Excellent administration and support skills
  • Knowledge or experience of customer service functions including a strong customer service ethic
  • Strong Microsoft Office skills, including Outlook, Word, Excel and PowerPoint.
  • Information gathering and analysis skills
  • Well developed verbal and written communication skills
  • Project management
  • Knowledge of the Arts sector desirable
  • Understanding of the principles and practice of the Treaty of Waitangi, and the implications of this for the work of Creative New Zealand.

 

 

  1. Client Focus
  2. Results Focus

  3. Initiative & Improvement focus

  4. Planning & prioritising

  5. Attention to Detail

     

     

     

     

 

 

 

                       

 

How to apply

Please email a cover letter and your Curriculum Vitae (noting the reference Arts Funding Administrator) to recruitment@creativenz.govt.nz. For a full job description please visit our website: www.creativenz.govt.nz.   

Written by

Creative New Zealand

15 Feb 2016

Interests Creative New Zealand