Te Aho o Te Kura Pounamu Specialist and Support Staff Collective Agreement
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Part 4A Administration Support Staff Remuneration
Te Aho o Te Kura Pounamu Specialist and Support Staff Collective Agreement
Effective from 1 December 2022 to 1 December 2024.
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4A.1.1 This Part 4A applies to employees who routinely undertake work described in the Administration Support Staff Work Matrix Table set out in clause 4A.2.1 whether designated as an Administrator or not.
4A.1.2 The following clauses from Part 4 do NOT apply to employees to whom Part 4A applies: clause 4.1; clause 4.2; clause 4.3 and clause 4.4.
4A.2 Work Matrix Table
4A.2.1 The parties have agreed on the following Administration Support Staff Work Matrix Table for employees who, however designated or described, routinely undertake the work described in that table. The Administration Support Staff Work Matrix Table sets out the most common skills, responsibilities and demands that apply to administration staff working within Grades 1 to 7. The Administration Support Staff Work Matrix Table will apply from 20 August 2021
Work Matrix Grade General Description Elements 1 Sufficient skills and knowledge required to perform work assignments which have substantial routine elements.
- Operate office equipment such as a photocopier or scanner.
- Responsible for own work under general supervision.
- Problems to be solved will be clearly identified and solutions will fall into established patterns and procedures.
- Problems outside the norm will be referred on for guidance.
- Communicating with others includes cooperation with colleagues, the ability to request and provide information.
2 Skills and knowledge required to carry out general office work, involving varied routine and non-routine procedures.
- Develops the experience to consider the most appropriate process or procedure to follow to take account of changing work circumstances.
- Responsible for own work under limited supervision.
- Applies interpretation and judgement to solve problems within established policies and procedures.
- The role has frequent interactions with others inside and outside the school.
- Active listening, patience, discretion and tact will be required and persuasion may be necessary from time to time.
- Difficult situations are generally referred up.
- Provides occasional mentoring or short-term supervision.
3 Specialised skills and in-depth knowledge of more complex methods and processes to provide multi-faceted or confidential services.
- The role has substantial independence on a day-to-day basis and will use initiative to identify and resolve problems that may be complex or unusual.
- Receives or provides complex or sensitive information and may have to utilise a range of different approaches to ensure understanding.
- Persuasion, influencing and negotiation may be required to diffuse difficult situations.
- Mentors or trains colleagues.
- Supervises junior staff.
4 Provides advanced specialised technical services which are complex in nature within their area of expertise.
- Analyses a wide range of problems before selecting the most appropriate solution/s and have the freedom to resolve these within established policy frameworks.
- Involves supervision of staff which may include contractors.
- Provides confidential executive secretarial services.
- Provides translation from one language to another.
- Communication skills are a critical element in determining success.
- Achieves outcomes through logical and reasoned arguments, negotiations or building on-going empathetic relationships.
The positions in the next three grades require specialist and/or broad knowledge of school and/or kura practices and settings. 5
Positions at this grade tend to fall into two categories:
- Subject matter experts within a particular field. Operates independently and applies established principles in area particular field. The role requires either extensive practical experience or a tertiary level qualification plus experience.
- The first level of “management” where planning, controlling, implementing plans and/or projects are required.
- Staff supervision including the ability to develop, motivate and appraise performance is usually required.
- Holds clear accountability for results.
- Influences medium-term decisions either through direct control or expert advice.
Positions at this grade manage functions within the school.
- Responsible for short- and long-term planning and the resulting outcomes for their function as well as a contribution to wider results.
- Responsible for policy and business development for their function within the school’s overall business plans and objectives.
- Strong collaboration with other areas is essential to align priorities and achieve successful results.
Positions at this grade are senior management roles with multifunctional responsibilities.
- Integrates several business functions and resolve internal conflicts.
- Assigns resources to optimise results rather than focusing on a single function and their outlook is typically on the medium- to long-term.
4A.3 Administration Support Staff Rates
4A.3.1 The following minimum pay rates will apply to all employees who routinely undertake work described in the Administration Support Staff Work Matrix Table, whether designated as an Administrator or not. The new pay rates will apply from 20 August 2021.
4A.3.2 Employers may agree a pay rate above the stated maximum rate for each Grade specified in the pay rate table.
4A.3.3 Administration Support Staff Pay Rates:
Salary prior to 1 December 2022
Salary effective 1 December 2022
Salary effective 1 December 2023
i. To calculate the indicative hourly rate for a 40 hour/week, 52 week/year employee, the annual rate will be divided by 2,080.
ii. To calculate the indicative hourly rate for a 37.5 hour/week, 52 week/year employee, the annual rate will be divided by 1,950
iii. The minimum step for an employee placed in any of the Work Matrix Grades is step 1 of that Grade.
4A.4 Placement on Appointment
4A.4.1 The employer will determine job descriptions and / or other written requirements and the applicable Work Matrix Grade for all positions as part of the recruitment process.
4A.4.2 Upon appointment to an administration support position, the employee’s role must be placed in a Work Matrix Grade using the Administration Support Staff Work Matrix Table set out in 4A.2.1.
4A.4.3 The Work Matrix Grade of each role will be determined by identifying one or more of the highest level skills / demands / responsibilities, as set out in the Administration Support Staff Work Matrix Table in 4A.2.1, required for the competent performance of the role. The skills / demands / responsibilities must be a routine and ongoing part of the role; isolated or one-off demands must not be included. The employer should do this using the joint NZSTA / NZEI Te Riu Roa / Ministry of Education | Te Tāhuhu o te Mātauranga guidance provided for this purpose.
4A.4.4 An administrator employed for two or more distinct positions, must be placed in the appropriate Work Matrix Grade for each position.
4A.4.5 The pay rate can be at any step within the minimum and maximum rates of the applicable Work Matrix Grade. In determining the applicable pay rate, the employer should also consider any particular skills and qualifications held by the administration support staff as well as any previous relevant paid or unpaid work experience.
4A.4.6 Where an employee has previously been employed in an administration support role covered by the Administration Support Staff Pay Equity Claim Settlement, and the break in employment (including between employers) has been less than 12 months then the following applies:
Based on information about their previous employment provided by the employee, placement on appointment must take into account their previous service as follows:
- Where the skills / demands / responsibilities of the new role is within the same Work Matrix Grade as the previous role, the starting step should be at least the step they last held.
- The employer should also consider any particular skills and qualifications held, as well as any previous relevant paid or unpaid work experience undertaken by the employee since they were last employed.
4A.5 Progression within the Work Matrix Grades
4A.5.1 Subject to clause 4A.5.2 below, from 20 August 2021, for employees paid in Grades 5, 6 and 7 progression through the steps included within each grade will be on an annual basis, either on the employee’s anniversary date or, where no anniversary date is established, 12 calendar months from the effective date of the pay equity rates and annually thereafter until the employee reaches the maximum step of their grade. Progression does not occur beyond the top step of these grades.
4A.5.2 Progression is subject to the employee meeting or exceeding standards of performance as assessed by the employer against the job description and/or written requirements for the position. Progression will occur unless the employer considers this requirement has not been met and has informed the employee in writing no later than two months prior to the progression becoming due.
4A.5.3 Subject to clause 4A.5.4, from 20 August 2021, for employees paid in Grades 2, 3 and 4 progression through the steps of Grades 2, 3, and 4 will be on an annual basis, either on their anniversary date or, where no anniversary date is established, 12 calendar months from the effective date of the pay equity rates and annually thereafter. Progression does not occur beyond the top step Grade 4.
4A.5.4 Progression under clause 4A.5.3 will occur unless:
- the employee is not meeting, or exceeding standards of performance as outlined in 4A.5.2 above; or
- the work is deemed to stay in the current grade, i.e., where the employer considers the work is solely within the current grade and has informed the employee in writing no later than two months prior to the progression becoming due; or
- the employee has progressed to the maximum step of their applicable grade.
4A.5.5 An employee, who has the right to representation at any stage, may request their employer reconsider their salary progression.
4A.5.6 For employees employed prior to 4 July 2022, if progression on the basis of the rules set out in clauses 4A.5.1 to 4A.5.5 above would put the employee in a worse position than they would have been in had they remained subject to the pay scale and progression rules existing prior to 20 August 2021, the employee shall be entitled to progress to the rate they would have been on under the previous system.
4A.6 Pay Equity Review
4A.6.1 The remuneration of employees who routinely undertake work described in the Administration Support Staff Work Matrix Table set out in clause 4A.6.1 will be reviewed periodically to ensure that pay equity is maintained. These reviews will be aligned with the collective bargaining round.
4A.6.2 The parties agree to consider a range of available information as part of any review, including but not limited to, trends in changes to the Labour Cost Index, Consumer Price Index, and Treasury analysis of labour movements, as well as trends in changes to the remuneration of the comparator workforces used to assess the Administration Support Staff Pay Equity Claim.
4A.7 Parental Payment
4A.7.1 Where an employee, who takes primary carer leave (as defined in section 2 of the Parental Leave and Employment Protection Act 1987) after 4 July 2022, returns to duty before or at the expiration of their parental leave and completes a further 6 months service, they qualify for a payment equivalent to 6 weeks’ pay, at the rate applying for the 6 weeks immediately prior to the commencement of parental leave.
4A.7.2 Provided that, if both parents are employed in the school, or the employee's partner is employed in the Education Service or Public Service, and are both eligible for payment, then they are entitled to 1 and only 1 payment, and they may choose (after they have qualified) who will receive it.
4A.7.3 Any adjustments to the salary scale that are backdated into the period covered will apply.
4A.7.4 An employee who is absent on parental leave for less than 6 weeks will have their payment prorated based on the period of absence on parental leave.
4A.7.5 Any payment is to be based on the percentage rate of employment prior to absence on parental leave. However, an employee who works less than their normal hours for a short period only, prior to their commencing parental leave, may have their case for full payment considered by the employer.