Title: Manager, Privacy and Official Information Services

Title: Manager, Privacy and Official Information Services

Group: Leadership and Organisational Development

Reports to: General Manager, Ministerial and Executive Services (TBC)

Location: National Office, Wellington

Direct Reports: Yes (5 direct reports and 60 indirect reports)

Budget: Yes

OUR ORGANISATION

About us / The Ministry for Vulnerable Children, Oranga Tamariki is a new Ministry dedicated to supporting any child in New Zealand whose wellbeing is at significant risk of harm now, or in the future. We also work with young people who may have offended, or are likely to offend. Our belief is that in the right environment, with the right people surrounding and nurturing them, any child can, and should flourish.
Our vision / Our vision is: New Zealand values the wellbeing of tamariki above all else.
Our purpose / Our purpose is: To ensure that all tamariki are in loving whānau and communities where Oranga Tamariki can be realised.
The Oranga Tamariki way / We’re introducing a new way of doing things. A way of looking at the world that guides everything we do:

Our core outcomes / Our core outcomes are:
-  All children and young people are in loving families and communities where they can be safe, strong, connected, and able to flourish.
-  Improved outcomes for all children, especially Maori tamariki and rangatahi.

POSITION PURPOSE

The purpose of the role of Manager, Privacy and Official Information Services (POI) is to allow individuals access to their information, through the management of requests made under the Privacy and Official Information Acts, and to satisfy the public accountability interest in the Ministry’s activities.
The POI team provides an essential service to current and past clients, their families and other authorised representatives, enabling such stakeholders to access the information held in the Ministry of Vulnerable Children, Oranga Tamariki (MVCOT) client case files.
The key elements of the role are:
-  Providing “hands on” management of the POI team and the risks that it manages.
-  Lead and manage the POI team to provide responses that comply with legislative timeframes and meet quality standards.
-  Ensure POI staff have access to appropriate training and support.
-  Providing high quality reporting across the POI team’s activities.
-  Identify opportunities for continuous improvement and embed a continuous improvement culture within the POI team.
-  Manage relationships with stakeholders, including the Office of the Ombudsman and the Office of the Privacy Commissioner.
Organisational Support
The role of the Organisational Support group is to support the MVCOT Leadership team, staff, and Ministers. The team group across the whole Ministry, and with its Ministers and their staff. Organisational Support’s work includes dealing with Official Information Act requests, Parliamentary and Select Committee questions, correspondence to Ministers and to the Chief Executive, and Privacy Act information requests. The group also has responsibility for the feedback and complaints process, and supporting the Leadership Team’s governance processes.
The team provides advice to Ministry staff on all of these topics and others, including State Services ethics, values and standards. It is also involved in issues management.
Organisational Support is divided into specialised teams: Privacy and Official Information Services; Ministerial Support, Feedback and Complaints, Serious Issues, and Governance.
This is a high performing and highly regarded team. When recruiting for this team, we look for people with the right skills and attitude, and an interest in the democratic process, and in serving the Ministry’s clients and Ministers.

KEY ACCOUNTABILITIES

Key Result area / Key Accountabilities
Strategy and planning / -  Develop and implement policies, strategies and programmes to achieve the strategic direction of the Organisational Support group and the Ministry.
-  Identify, recommend and implement improvements in POI and in Organisational Support’s procedures and systems.
-  Work with Organisational Support colleagues to identify and mitigate strategic risks.
-  Manage and assist with project work as required.
Requests and issues management / -  Oversee and manage the preparation of responses to requests for information made pursuant to the Privacy Act and Official Information Act.
-  Ensure that responses meet their legislative timeframes for such requests.
-  Develop and maintain knowledge of policy, legislation and the environment relevant to the Organisational Support group’s work.
-  Encourage and support staff to research, gather information and prepare as required.
-  Provide analysis and advice on requests and replies.
-  Evaluate and oversee risks associated with various responses and recommend a preferred option.
-  Provide advice to Managers in Organisational Support and other Ministry staff as required.
-  Lead appropriate education of Ministry staff on relevant topics.
-  Ensure appropriate transparency and coordination of work across the organisation.
People management / -  Provide team leadership and act as a role model for the Ministry’s mission, vision and values.
-  Encourage initiative and commitment within the team.
-  Foster positive and co-operative working relationships with other managers and business units.
-  Encourage a high standard of presentation and professionalism.
-  Ensure that team members are well briefed and informed on relevant issues.
-  Establish performance agreements for team members and undertake performance appraisals at least annually, providing appropriate ongoing feedback and coaching support.
-  Identify training requirements for team members.
Issues management and response / -  Provide advice to the General Manager, Organisational Support.
-  Manage the identification of trends in information, work flow management, correspondence and issues.
-  Manage the research of information and the preparation of required reports to Senior Managers and Ministers.
-  Manage the investigation of issues raised by government stakeholders as requested.
-  Ensure the provision of accurate, timely and relevant information.
-  Analyse the issues and questions contained in correspondence and other requests for information.
-  Recommend strategies and responses for dealing with different issues.
-  Represent the Ministry’s position on issues.
Risk management / -  Actively identify and manage organisational and operational risks.
-  Ensure that analysis, data and information supplied is accurate and verified.
Being part of the Oranga Tamariki team / -  Actively and positively participate as a member of the team.
-  Proactively look for opportunities to improve Oranga Tamariki’s operations.
-  Perform any other duties as needed by Oranga Tamariki.
-  Comply with and support all health and safety policies, guidelines and initiatives.
-  Ensure all incidents, injuries and near misses are reported into our Health and Safety (H&S) reporting tool.
-  Comply with all legislative and regulatory requirements, and report any breaches as soon as they become known.
-  Adhere to all Oranga Tamariki’s procedures, policies, guidelines, and standards of integrity and conduct.
-  Commitment to the Treaty of Waitangi and respect and incorporate these into your work.

KEY RELATIONSHIPS

Internal / -  Other members of the Organisational Support group
-  Staff in the Leadership and Organisational Development unit
-  Deputy Chief Executives
-  MVCOT Office of the Chief Executive
-  MVCOT Legal Services
-  MVCOT Corporate Support
-  Other Ministry staff.
External / -  Ministry of Social Development
-  Public, State Sector and other organisations, including the Office of the Ombudsman and Office of the Privacy Commissioner.
- 

QUALIFICATIONS & EXPERIENCE

Qualifications / -  XXX.
Experience / -  In-depth knowledge of New Zealand government structures and process (e.g. committee structures and decision making processes).
-  Strong operational background (preferably running a specialised, centralised unit) in a high pressure, high volume environment.
-  Experience in interpreting and applying legislation.
-  Proven experience in identifying issues and risks and devising appropriate solutions.
-  Proven ability in performing a range of tasks under competing demands, and delivering within quality parameters and time frames.
Skills / -  Computer literacy.
-  Exercises sound judgement and political sensitivity.
-  Highly effective oral and written communication skills.
-  Demonstrated ability to manage relationships at all levels.
-  Welcomes and values diversity, and contributes to an inclusive working environment where differences are acknowledged and respected.
Other requirements / -  Willing to travel to fulfil job requirements.

Position Description –Manager, Privacy and Official Information Services 5