Youth Pathways Administrator
The Wintec Team
You and the Wintec Team
You’ll be part of the team at Wintec, which aims to strengthen the community on many levels (ki te whakakaha i te iwi hāpori mā te ara matauranga, rangahau arā umanga whanakenga). Your qualifications and industry experience will help us provide the best education, the most modern facilities and the latest technology to students locally, nationally and worldwide.
Connected to the World
You’ll also help Wintec stay connected to business and the community so our students can gain on-the-job experience and graduate work ready. We’ll support you to enhance your own qualifications and experience, extend your skill sets and expand your industry and educational connections locally and globally.
Working at Wintec
If you enjoy the challenge of new ideas, the satisfaction of a job well done and the success that comes with great teamwork, you’ll love working at Wintec!
Role Purpose
- To provide a high standard of administrative support and customer service to the Youth Pathways team and stakeholders.
- To assist in the ongoing development and improvement of administrative processes.
- To contribute to the effective and efficient operation of the Youth Pathways team.
Employment Details
Location / The appointee will be based at Rotokauri campus but may be required to work at other sites.
Reports to / Youth Pathways Delivery Manager
Remuneration
(An indication ONLY) / $39,200 to $51,500 per annum
Band / Band 2 ($39,200 - $51,500)
Direct reports / No
Financial authority / None
Functional relationships
Internal / Academic Staff; Administration Staff; Advisors/Consultants; Department Managers; Team Managers/Team Leaders/Coordinators
Youth Pathways team
External / Business / Industry / Community; Employers and employer groups; Government agencies; ITOs; Students
Secondary schools, parents, caregivers and Whanau
Accountable for / Successful when
Customer Service;
Provides a customer service focus in all aspects of their role.
/ A customer focus is maintained and customer needs (internal and external) are identified and the appropriate assistance provided. All enquiries are responded to in an enthusiastic, timely, professional and appropriate manner.
General Administration;
Coordinates general administration duties within the Youth Pathways office.
/ Day to day administration tasks coordinated in a timely and efficient manner.
The Youth Pathways desk files are maintained to ensure that all administrative policy and processes are standardized, recorded and updated as required throughout the year.
A working knowledge of appropriate Wintec academic policies and Youth Pathways policies e.g. Academic Regulations, reporting, enrolment and student management is maintained and applied as appropriate.
Academic administration functions are administered as required, e.g academic set up of programs, updating student enrolment information, withdrawals.
Printing of STAR certificates and compiling course feedback for each faculty on completion of the program.
Meetings and Reporting; Takes responsibility for the smooth and effective administration of all meetings and reporting.
/ Meetings specific to the position are effectively and efficiently organised, including booking venues, sending agendas, recording minutes etc.
Confidential data entry and word processing support is provided for the Youth Pathways team as and when required.
Administration tasks and oversight is provided to support the achievement of government and Wintec key performance indicators and reporting requirements.
Organization of steering group meetings and recording accurate minutes with industry reps and school principals.
Finance Administration;
Takes responsibility for the smooth and effective administration of all financial requirements, as delegated. / Tech One is managed in accordance with requirements and delegated authorities.
Invoices and other financial documents are processed in an efficient and timely manner for the Youth Pathways Manager.
Responsibility is taken for ordering and coordinating student personal protection gear, printing via Colorite and stationary for the Youth Pathways team.
Raising invoices for completed STAR programs.
Student Advisors;
Takes responsibility for the smooth and effective administration of all delegated student advisor activities, including the maintenance of student reports.
/ An accurate and up to date record of student information is maintained, including:
oEnrolment data
oAcademic progress, including secondary school NCEA results
oAttendance
oStudent contact details
oStudent and secondary school correspondence and reporting is administered in a timely manner, meeting all set annual deadlines.
Class registers and class lists are prepared and distributed in an efficient and timely manner.
Marketing and Liaison;
Contributes to Youth Pathways marketing and student liaison as required.
/ Assistance is provided to the Youth Pathways team to coordinate induction and on-going social activity programs as required.
Involvement and assistance with student events and other youth pathway functions and activities, e.g. Information evenings, orientation and graduation.
Ownership is taken to maintain a good level of knowledge about Wintec courses and programs outside of the Youth Pathways team (including sources of information brochures, website and social media).
Team Work; / Meetings are held regularly with the Youth Pathways Manager.
Collaboration is undertaken with other administrative staff to work flexibly and share knowledge, ensuring the Youth Pathways Team meets its administration requirements.
The team works to ensure the values and mission of Wintec are implemented.
Health and safety management accountabilities are understood and applied. Individual and staff H&S outcome and objectives are reviewed at least annually. / Significant hazards in the area of responsibility are identified, documented and reviewed annually or as new hazards emerge
Significant hazards are eliminated, isolated and/or risk minimised
Staff in the area of responsibility are involved in the hazard management process
Relevant H&S training is identified and completed for key staff and those with specific job/training requirements
Wintec culture / Observes Wintec’s mission, strategies, priorities and values in all activities.
Follows all Wintec policies and procedures and legislative obligations.
Demonstrates an understanding and commitment to the principles of the Treaty of Waitangi and Equal Employment Opportunities (EEO).
Demonstrates an understanding of and commitment to Wintec’s mission, strategies, priorities and values.
Promotes equity and diversity in the workplace; builds mutual trust; and treats staff equitably, transparently, fairly and in a culturally appropriate manner.
Undertakes continuous improvement and development of systems, procedures and service to ensure Wintec maintains and develops its position as a leading provider of vocational education and training.
Other duties / Performs other duties as may be reasonably required from time to time.
Our Values
Working Together
Mahi tahi / We work collaboratively within and outside our organisation. We form partnerships, openly communicate, share expertise and try new things.
Challenge and Innovation
Whakaaro whānui / We are leaders, so we challenge ourselves and others to look for ways to do things better and to embrace innovation and achievement.
Customer Focus
Manaaki tangata / Students, employers and colleagues in the organisation are all our customers. We drive our organisation from their needs, and act with purpose, creativity and energy to exceed their expectations.
Valuing People
Whakamana i te tangata / We treat everyone with courtesy and respect, without prejudice and valuing different perspectives. We involve and listen to others, and recognise them for their contribution; always acting with integrity.
Taking Ownership
Kia tika / We are all responsible for the overall success of our organisation, and are accountable for our actions and results. We make quality decisions based on sound information and we learn from our mistakes in a ‘no blame’ culture.
Improvement and Opportunity
Kia tupu, kia hua / We are committed to setting high standards and continually improving what we do. We are passionate about extending opportunities to students, employers and the wider community.
Competency Specification
Education / training / Post-secondary qualification in a relevant Business Administration subject (s) or 2 years work experience in a relevant role.
Experience / Advanced minute taking and meeting coordination skills.
Administrative experience in setting up office systems and processes in the absence of precedent.
Proactive and responsive customer service attitude with a focus on internal and external customer needs.
Preferred:
Knowledge of secondary school and/or vocational training environments and Knowledge of NCEA or the National Qualification framework
Typical knowledge, skills and attributes / Microsoft Word and Outlook – intermediate level.
Microsoft Excel – advanced level.
Well organised with strong time management skills and experience in working to deadlines.
Attention to detail.
Able to exercise judgment in problem solving.
Ability to be innovative, to question the status quo and to adapt to changing circumstances.
Ability to use initiative and to work unsupervised when required.
Highly developed interpersonal and relationship skills.
Experience in dealing with matters of confidentiality.
Demonstrated ability to work with colleagues to resolve issues and meet agreed outcomes.
Accuracy in working with figures.
Ability to listen to others and respond in an appropriate manner.
Ability to identify and adapt new and emerging technologies to enable and support problem-solving and innovation.
Demonstrates knowledge of health and safety requirements and responsibilities relevant to the position.