4.3.2.2. Induction Manual

Contents

1. Welcome
2. Scope
3. About Mauao Trust
4. Our values
5. People, roles and reporting lines
6. Employment essentials
7. Health and safety
8. Cultural protocols
9. Code of Conduct
10. Systems and tools (admin essentials)
11. Induction checklist
12. Employee declaration

1.   Welcome

Welcome to Mauao Trust. This manual is designed to support your induction by explaining who we are, what we do, and what is expected of all kaimahi while working for the Trust. It also provides practical information to help you settle into your role and work safely and confidently.

This manual aims to:

• Introduce you to Mauao Trust and the kaupapa we serve.
• Set clear expectations for performance, conduct, and cultural integrity.
• Explain key health and safety requirements and how to report hazards or incidents.
• Outline essential employment and administrative processes (e.g., timesheets, pay, communication).
• Provide an induction checklist and sign-off to confirm completion.

2.   Scope

This document applies to all kaimahi, kaitūao and contractors.

3.   About Mauao Trust

3.1. Whakapapa and establishment

Mauao Trust was founded in 2008 to hold title to Mauao on behalf of Ngā Iwi ō Tauranga Moana—Ngāi Te Rangi, Ngāti Ranginui, and Ngāti Pūkenga—following the return of Mauao from the Crown in 2007. The Trust’s purpose is to protect the mana, mauri, and wellbeing of Mauao by restoring his korowai ariki, strengthening connections among iwi and with the wider community, and fostering education about the significance of this treasured site.

The creation of the Mauao Trust coincided with the enactment of the Mauao Historic Reserve Vesting Act 2008, which formally recognises Waitaha-ā-Hei as an iwi of significance to Mauao. In 2013, a joint-administrative partnership, Ngā Poutiriāo ō Mauao, was formed between Tauranga City Council and Mauao Trust, bringing Waitaha-ā-Hei as a fourth representative to ensure all iwi ō Mauao have a voice.

3.2. Strategic direction

He Korowai Ariki ō Mauao Strategic Plan 2021–2031 provides the strategic direction for the Trust’s aspirations for the maunga. Te Whatu Korowai Ariki ō Mauao Implementation Plan 2025–2030 provides an action plan to initiate Trust-led activities on Mauao, including the establishment of Ngā Kaitiaki ō Mauao.

4.   Our values

4.1. Vision

Kia toitū te mauri, te mana me te hauora o te maunga tapu a Mauao – Mauao standing strong, proud and in good health.

4.2. Mission

Kia toitū te mana o ngā iwi o Ngāi Te Rangi, Ngāti Ranginui, Ngāti Pūkenga me Waitaha-ā-Hei me ō rātou hapū i runga o Mauao.

4.3. Values

• Rangatiratanga – The ethic of chieftainship expressed in the ownership arrangement for the historic reserve.
• Mauri – Putting in place systems, processes and programmes to restore and enhance the life-giving force of the mountain physically, spiritually and mentally.
• Kaitiakitanga – Dedicated people to look after day-to-day activities on the maunga; promoting mātauranga in all projects; pursuing opportunities for whānau to be actively involved in the care of Mauao.
• Mana – Recognition and provision for control and decision-making powers for the management of the maunga.

5.   People, roles and reporting lines

5.1. Organisational structure

• Board of Trustees
• Operations Manager
• Communications Manager
• Administration & Finance Officer
• Kaitiaki Matua (2 positions)

5.2. Reporting lines

• The Board of Trustees reports to their respective iwi rūnanga.
• The Operations Manager reports to the Board of Trustees.
• The Communications Manager reports to the Operations Manager.
• The Administration & Finance Officer reports to the Operations Manager.
• The Kaitiaki report to the Operations Manager.

5.3. Supporting roles

• Board of Trustees
• Tauranga City Council
• Ngā Poutiriāo ō Mauao (joint-administration with TCC)
• Mauao Trust contractors
• Mauao Ranger
• Volunteers
• Iwi rūnanga

6.   Employment essentials

6.1. Key employment documents

During induction you will receive (or be asked to review) the following documents:

• Employment agreement / contract
• Job description
• This Induction Manual
• Code of Conduct
• Health and Safety Management Plan
• Relevant organisational policies and Standard Operating Procedures (SOPs)

6.2. Personal information, privacy and confidentiality

Mauao Trust collects personal information to meet legal and operational requirements (e.g., payroll, emergency contacts, training records). Personal information is handled confidentially and must be stored and shared appropriately.

Common forms and information you may be asked to provide include:

• IR330 (tax code declaration)
• KS2 (Kiwisaver, if applicable)
• Personal information form (address, contacts, etc.)
• Employee declaration
• Police vetting request (where required)
• Copy of identification (e.g., passport or birth certificate and driver licence)

6.3. Timesheets and pay

Timesheets: XeroMe is used to record hours worked. Please log your time at the conclusion of each shift to maintain accuracy and consistency.

Honesty: Hours must be reported honestly. Submitting more hours than worked is wage fraud and is strictly prohibited.

Pay period: Monday to Sunday.

Pay day: Wages are processed weekly on Wednesday and are available the following day (Thursday) into your nominated NZ bank account.

6.4. Leave and wellbeing

Leave entitlements (e.g., annual leave, sick leave, bereavement leave, parental leave) are provided in line with New Zealand legislation and your employment agreement. Where appropriate, Mauao Trust recognises cultural leave needs (e.g., tangihanga, iwi commitments). Discuss leave early with your manager where possible.

7.   Health and safety

Mauao Trust believes haumarutanga (safety) paramount over all other objectives, we are all responsible for health and safety, and all incidents are preventable.

Mauao Trust is committed to:

• Providing a healthy and safe work environment, quality equipment and materials.
• Identifying and mitigating hazards, and taking all practicable steps to manage serious risks and prevent notifiable events.
• Ensuring staff, contractors and volunteers have the training and resources to work safely.
• Including staff in the review and maintenance of our health and safety system.
• Supporting employees through work-related injuries and enabling a safe and early return to work.
• Complying with relevant legislation, regulations, codes of practice and industry standards.

7.1. Your responsibilities

• Take reasonable care for your own health and safety, and ensure your behaviour does not adversely affect others.
• Follow all health and safety instructions, procedures, and training.
• Be fit for work (not impaired by fatigue, illness, alcohol or drugs).
• Stop or refuse work if you believe there is a serious risk, and escalate immediately.
• Report hazards, near misses, incidents, and injuries as soon as possible.

7.2. Reporting hazards and incidents

Report hazards, near misses, incidents, and injuries to your manager (or the delegated health and safety lead) as soon as possible. Serious harm and notifiable events must be escalated immediately and may require notification to WorkSafe and preservation of the site.

7.3. Emergency readiness (minimum requirements)

• Know how to raise the alarm and who to contact in an emergency (111 for emergency services).
• Know where first aid kits and emergency equipment are kept (on-site and for field work).
• Keep participant and staff emergency contact/health information readily available where required.
• Follow the Emergency Response Plan and instructions from Safety Officers / managers.

8.   Cultural protocols

Cultural safety is a core part of how Mauao Trust operates. The Trust works on and for a taonga of great significance, representing the mana of the iwi ō Mauao. All kaimahi are expected to act in a way that upholds tikanga Māori, protects relationships, and strengthens trust with whānau, hapū, iwi, partners, and the wider community.

8.1. Tikanga and kawa (how we do things)

• Tikanga are the values and practices that guide behaviour; kawa refers to local protocols and ways of proceeding in particular contexts.
• If you are unsure what is appropriate, pause and ask your manager or a designated cultural lead for guidance before acting.
• Be mindful that protocols can vary between iwi/hapū and settings; do not assume one approach fits all situations.

8.2. Manaakitanga, whanaungatanga and respectful engagement

• Build relationships first: be present, listen carefully, and communicate openly and respectfully.
• Use appropriate greetings and introductions; when in formal settings, follow the lead of the host.
• Represent Mauao Trust and our iwi people honourably—your words and actions reflect on the Trust and the iwi ō Mauao.
• Maintain neutrality for all iwi ō Mauao, including Waitaha.
• Respect different perspectives and maintain confidentiality where required.

8.3. Karakia, mihi and hui

• Many Trust activities begin and/or end with karakia. Participate respectfully (standing/sitting as guided, remaining quiet, phones away).
• For formal welcomes (pōwhiri) or other tikanga-based processes, follow the direction of the host and do not step outside your role.
• For hui, arrive on time, be prepared, and allow space for whakawhanaungatanga and tikanga-based discussion.

8.4. Behaviour on Mauao (taonga, wāhi tapu, and the environment)

• Mauao is a taonga and a place of deep significance, a tupuna to our iwi. Behave in a way that upholds the mana and mauri of the maunga and the iwi ō Mauao.
• Follow any instructions from Kaitiaki and site signage, including restricted or sensitive areas.
• Treat the natural environment with care: avoid damage to vegetation, minimise waste, and leave areas clean.
• Do not remove natural materials or items from the maunga unless authorised as part of a project.

8.5. Images, stories, and communications

• Do not share photos, videos, or information from Trust activities (including on Mauao) without approval through the appropriate Trust process.
• Be especially careful with imagery or information connected to tikanga, wāhi tapu, taonga, and whānau/iwi events.
• Use only approved messaging when speaking publicly on behalf of Mauao Trust.

8.6. Te reo Māori (everyday use)

• Where you can, use te reo Māori respectfully in everyday interactions (e.g., greetings and place names).
• Make an effort to pronounce iwi/hapū and people’s names correctly—ask if you are unsure.
• Use macrons where possible in written documents.

9.   Code of conduct

Mauao Trust expects all kaimahi to act with honesty, integrity, and respect, and to protect the mana and mauri of Mauao, the Mauao Trust and our iwi people at all times. You must read and comply with the Trust’s Code of Conduct.

• Act in accordance with tikanga Māori and the kaupapa of the Trust.
• Maintain confidentiality and handle information appropriately.
• Avoid conflicts of interest and disclose them early.
• Behave professionally in all interactions with iwi/hapū, partners, stakeholders, and the public.
• Use Trust resources responsibly and for authorised purposes.

10.         Systems and tools (admin essentials)

10.1.                 Apps and platforms

Depending on your role, you may be asked to use some of the following tools (training will be provided):

• XeroMe (timesheets)
• Google Sheets (rosters and shared information where used)
• Google Photos (shared photo albums where used)
• www.mauao.nz  - Mauao Trust website / document repository (policies, manuals, SOPs)
• Role-specific tools may also include: calendar invitations, weather/conditions tools, and other operational systems.

10.2.                 Communication and document control

• Use approved channels for Trust communications.
• Keep records accurate, complete, and stored in the correct location.
• Do not share confidential information externally without authorisation.
• Use the latest approved versions of policies, forms, and templates.

11.         Induction Checklist

12.         Employee Declaration

Please see Admin to complete the Induction Checklist and Employee Declaration