Annex 1: Role Description for the Youth Advisory Group Secretariat, Facilitator and Members

The following Role Description forms part of the Youth Advisory Group Terms of Reference.

Secretariat (Parents and Community Information Programme)

The role and accountabilities of the Secretariat are as follows.

Co-ordinating the meetings including:

  • scheduling dates with the members
  • travel arrangements of members
  • organising meeting rooms
  • organising catering
  • accommodation (as required)
  • communicate to the YAG members the necessary logistics.

Co-design the orientation and orientation pack with the Youth facilitator.

Jointly draft meeting agendas with the Youth facilitator for confirmation by the Youth Advisory Group members.

Liaise with the Minister’s office before and after each meeting, and provide briefings to the Minister of Education on insights gathered.

Liaise with the Ministry’s teams to understand key elements on which to seek feedback from the Youth Advisory Group.

Co-design with the Youth facilitator the best way to engage the Youth Advisory Group in the policy content.

Liaise with Ministry staff and officials who may be invited to present to the Youth Advisory Group on specific policies that have been identified for discussion at the quarterly meetings.

Support the facilitator and members to be able to fulfil their roles.

Act as the communication link between the Youth Advisory Group and Minister, or other Ministry staff/officials.

Promote the insights of the Youth Advisory Group to Ministry staff and officials to help them effectively engage and understand the youth perspective when updating, developing and implementing policy.

Co-ordinate NZ Police vetting for all officials, as required for working with children.

Administration support as required.

Comply with the Code of Conduct in Annex 2.

Annex 2: Code of Conduct

Youth Facilitator

The role and accountabilities of the Youth Facilitator are as follows.

Jointly draft meeting agendas with the secretariat for confirmation with the Youth Advisory members.

Co-design the orientation and orientation pack with the secretariat.

Receive information from the secretariat to understand key elements on which to seek feedback from the Youth Advisory Group.

Co-design with the secretariat the best way to engage the Youth Advisory Group in the policy content, and translate policy and service design concepts into youth-friendly workshop materials.

Planning and facilitating sessions that support young people to provide feedback.

Facilitate Youth Advisory Group orientation and quarterly meetings.

Provide a written briefing for the secretariat after each meeting ensuring information gathered will inform the Minister.

Address issues and concerns of the young people as they arise, and helping them resolve personal issues.

Support the development of the members, so that they each gain in some way from the experience.

Chaperone members overnight (at the same accommodation) as required.

Meet with the secretariat to provide updates and resolve any issues, as needed.

Maintaining connections with the secretariat and on a regular basis as required and reasonable for the success of the Youth Advisory Group.

Comply with the Code of Conduct in Annex 2.

Annex 2: Code of Conduct

Ministerial Youth Advisory Members

The role and accountabilities of Ministerial Youth Advisory Members are as follows.

Be proactive and committed to engage with the Minister of Education and Ministry of Education officials and/or facilitator to represent their perspectives on the subject important to them.

Provide constructive advice on policy and projects presented for discussion, whilst taking into account the wider needs, issues and views of young people.

Be approachable and mindful of other people’s opinions and perspectives.

Work effectively and collaboratively with other people.

Bring additional youth issues and opportunities to table for consideration.

Jointly decide meeting agendas with the facilitator and other members.

Arrive at meetings and flights on time.

Liaise with the secretariat and/or facilitator about any issues and concerns as they arise, including any personal issues.

If for any reason, a member cannot make the dates decided, please let the secretariat and/or facilitator know.

Advise the secretariat and/or facilitator if there are any accessibility or other health requirements that they need to be aware of, including but not limited to any dietary requirements, so that the necessary arrangements can be made.

Comply with other requirements as detailed in the criteria.

Comply with the Code of Conduct in Annex 2.

Annex 2: Code of Conduct

Non-members who will work with the Youth Advisory Group

Ministry and agency staff and officials

The role and accountabilities of Ministry and agency staff and officials are as follows.

Liaise with the secretariat to provide work programme or policy items where feedback is required from the Youth Advisory Group.

Attend the Youth Advisory Group meetings to hear the voice of young people or to answer queries about policy or design as required.

Work with the secretariat to engage and understand the youth perspective when updating, developing and implementing policy.

Last reviewed: Has this been useful? Give us your feedback