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Position Description
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Position Description
Published 
National Manager: Executive and Ministerial Services (EMS)
Recorded by Anna Boyle on 18/12/2014 09:16 a.m.
V3 
Position Description 
Reports to:
Deputy Commissioner Resource Management  
Ministerial Services Coordinator Executive Ministerial Support Officer Team Leader: 
Direct reports:
Executive Assistants
 
Location:
Police National Headquarters: Executive & Ministerial Services  
Is non shift work/shift work 
non shift work 
involved?
Remuneration range:
SM1   
Position title:
National Manager: Executive and Ministerial Services (EMS)
Position applies to:
Police Employee
Police Children's Worker:
Other Requirements 
Purpose 
To manage the Ministerial Services function ensuring systems and processes are in place 
and continually enhanced to enable the Commissioner to meet relevant standards in terms of 
accuracy, quality and timeliness for official correspondence and that an effective relationship 
is maintained with the office of the Minister of Police. 
To provide specialist business systems advice, executive assistance, administrative and 
ceremonial support to the Police Executive. 
  
Key Result Areas 
1.  Management of Information  
Effectively manage the official correspondence function for NZ Police to ensure relevant 
standards in terms of quality, accuracy and timeliness are being met.  This includes: 
 Maintaining strategic oversight of the performance of Ministerial Services ensuring 
quality and timeliness measures are met.  
 Reviewing and enhancing processes and systems to process, monitor, and co-ordinate 
information/documentation  
 Developing and maintaining audit and quality assurance strategies and processes for 
managing information and requests  
 Proactively developing and maintaining systems to store information/responses to 
ensure relevant information can be readily found and accessed – and to ensure ongoing 
PNHQ institutional knowledge/ capability.  
 Ensuring specialist advice and consultation processes and relationships are in place 
with stakeholders within Police  
 Providing specialist advice on information requests, parliamentary processes and 
requirements.  
http://nzpiis001/Applications/Production/PositionDescriptions.nsf/0/fe7da41aafb31413... 1/07/2015
Position Description
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 Managing the development and maintenance of accessible system(s) for tracking 
issues and trends to ensure that concise information, current and historical, can be 
readily retrieved.    
 Managing the development and maintenance of systems to ensure key messages and 
information are consistent across all official documentation and are up to date with 
legislative changes, Police operational and policy changes and government policy.  
 managing the development and maintenance of systems to proactively capture and 
analyse data to identify trends  
 Managing queries from members of the public on behalf of the Commissioner or 
Executive  
2.  Ministerial / Government Interface  
Provides high level support/advice to enable the EMS group to effectively and proactively 
manage the interface with the Minister and Minister’s office. This involves working alongside 
the Staff Officer - Commissioner EMS and includes: 
 Dealing with queries from the Minister’s office and coordinating responses  
 Co-ordinating advice for oral questions and urgent investigations  
 Identifying and following up political and operational issues/risk and co-ordinating 
responses from Districts, other areas or agencies  
 Overseeing the quality control of all official correspondence/information within EMS  
 Ensuring key messages on topical, sensitive or strategically important issues are 
consistent across all official correspondence/ information  
 Attending Minister meetings and taking/reviewing minutes as required  
 Providing specialist advice to the Commissioner and/or members of the Executive.  
3.  Business Systems Support and Analysis  
Provide specialist business systems development/support and analysis.  This includes: 
 Developing and managing the ongoing maintenance of  key PNHQ systems, processes 
and databases e.g. document management filing system(s); official correspondence/ 
document tracking system(s); PEM and PEC tracking systems/ databases  
 Establishing and maintaining systems to proactively capture and analyse data to identify 
trends, Developing and maintaining communication co-ordination databases as required 
 Administrative Systems - Developing and ensuring the effective operation of 
administrative systems to manage and monitor executive business.  
 Developing guidelines/ processes to manage business systems e.g. the PNHQ/District 
interface with official information requests  
 Overseeing the coordination of official requests  
4.  Programme Co-ordination & Project Work  
 Provide specialist programme co-ordination support for large programmes of work 
 Provide project management or co-ordination support for one-off Projects.  
 Effectively complete specific EMS project work as required  
5.  Executive Support  
Manages the provision of high-level analytical, executive assitance, administrative and 
ceremonial support to the Police Executive as required. This includes: 
 Executive Papers – Undertaking research, developing research papers/ position papers, 
providing analysis and recommendations  
 Data/trend analysis - Providing general data/ trend analysis or information as required  
 Public Enquiries - managing queries from members of the public.  
 Executive Assistance - ensuring senior and executive managers have effective 
executive assistance and secretarial support.  
http://nzpiis001/Applications/Production/PositionDescriptions.nsf/0/fe7da41aafb31413... 1/07/2015
Position Description
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 Ceremonial Assistance - ensuring executive members have access to the appropriate 
levels of ceremonial support to do their jobs effectively.  
Notes 
For selection purposes each of the above competencies will be considered in relation to the following: 
  
1. Potential to perform well in the position, given a reasonable period of time for familiarisation and/or training.  
2. Personal attributes and temperament relevant to the position. 
3. General health which will allow for the performance of all duties and functions of the position. 
http://nzpiis001/Applications/Production/PositionDescriptions.nsf/0/fe7da41aafb31413... 1/07/2015