Disabled People’s Organisation (DPO) Coalition Position Description for DPO Coalition Secretariat

Title and Reporting Relationships

Position Title: Secretariat – DPO Coalition

Reports To: DPO Coalition

Workflow Oversight: DPO Managers

Position Location: Wellington

Hours of Work: Contract – Part Time 60 hours per month (average 15 hours per week)

Purpose of Position

The Secretariat is responsible for contributing to achieving efficiencies for the DPO Coalition, and providing the DPO Coalition with timely, high-level support.

Hours of Work

This role requires flexibility. It is for a maximum of 60 hours per month (an average of 15 hours per week, but varies from week to week).

Note: The workload increases prior to and during meetings of the DPO Coalition.

Agenda / Minute-taking duties

  • Prepare as required, DPO Coalition agendas and related documentation, and circulate to DPO Coalition.
  • Take notes of DPO Coalition meetings that are an accurate record of decisions and discussions.
  • Write up (notes) minutes of DPO Coalition meetings, including where pertinent ‘In Committee’ minutes.
  • Distribution of Minutes as directed.

Financial duties

  • Review DPO Coalition budget information as required.
  • On a case-by-case basis obtain quotes and arrange for Purchase Orders.
  • Provide costings for DPO Coalition workshops.

Other Duties and Responsibilities

  • Organise DPO Coalition Meetings: schedule guests, and book meeting-rooms, catering, New Zealand Sign Language Interpreters, Transcribers, and technology.
  • Arrange guests for Managers’ meetings.
  • Draft reports, letters, key messages, as required.
  • Review organisational policies as required.
  • Assist with drafting submissions as required.
  • Provide assistance with sundry organisational documentation as required.
  • Monitor email lists, respond and follow-up within agreed timeframes.
  • Manage the DPO Coalition Action List and progress items as required.
  • Maintain Dropbox folder.
  • Update and maintain Trello.
  • The Secretariat is expected to perform other such duties as can reasonably be regarded as incidental to the position-description. Additionally other such duties that fall reasonably within the experience and capabilities as determined from time-to-time, to meet DPO Coalition requirements.

Key Relationships

Internal

  • DPO Coalition representatives attending DPO Coalition meetings.
  • Key personnel for each DPO member organisation.

External

  • Government officials (central and local).
  • Key stakeholders.
  • National organisations and personnel across the disability sector.

Experience

  • Demonstrated experience working in an environment undertaking a similar role (experience may be in a voluntary or paid position).

Person Specification

Qualifications, Experience, Skills and Knowledge

Essential

  • High level, well-developed computer literacy skills including Microsoft Office: Word (a sound knowledge and use of Styles is required), Excel, PowerPoint and Outlook.
  • Knowledge, understanding, and practical application of creating “accessible” documents.
  • Excellent communication skills.
  • Demonstrated experience of:
  • high-level document management;
  • agenda-preparation;
  • minute-taking;
  • investigation and research.
  • Excellent inter-personal skills.
  • High level of organisational and time-management skills.
  • An ability to:
  • exercise sound judgement;
  • work autonomously with self-management and prioritising skills;
  • maintain confidentiality;
  • meet deadlines.
  • Ability to use (or learn to use) tools such as Trello and Dropbox.
  • An absolute eye for detail, accuracy and takes pride in presentation of work.
  • Fundamental knowledge and understanding of invoicing procedures and budgets.
  • Knowledge and understanding of the disability sector.

Desired Attributes

  • Lived experience as a disabled person.
  • Flexibility to adjust hours to accommodate workflow.
  • Ability to work collaboratively with team members and internal and external stakeholders to accomplish DPO Coalition goals and contractual obligations.
  • Understand, value and respect differences.
  • Energy and enthusiasm.
  • Analytical and problem solving skills.
  • Research and report-writing skills.
  • An understanding of the United Nations Convention on the Rights of Persons with Disabilities (the Disability Convention).

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