Administrator

Summary about this job

Detail information about job Administrator. Terms and conditions vacancy

• Fun and Friendly team
• Competitive Salary
• Full- Time

Welcome to Etu Pasifika: Services for Pacific Families
OUR VISION

“Prosperous and Health Pacific Cantabrians”

OUR VALUES

Families                              

are the core of our communities and influence all that we do

Shared responsibility

working together with families, communities and partners to improve outcomes

Diversity             

we celebrate the diversity in our families and communities, there is a place for everyone

Strength based

we focus on our aspirations and build on our strengths

Service                

we exist to serve our families and communities with grace

Equity

we believe in equity of access for our families to all services and are committed to ensuring this.

Integrity             

in all that we do operating in a transparent and fair manner

Relationships

are important and will be based on trust, care, respect and reciprocity

How we work

Our aim is to see prosperous and healthy Pacific Cantabrian families living longer, healthier and better lives.

Our family-centric approach recognises that the best solutions to family challenges will come from Pacific families themselves. What we need to do is harness the power of Pacific networks, culture and communities. 

Our role is to partner with Pacific families to shape a better future and achieve health and wellness.

Position Description: Office Administrator  

Objective  

We are looking for a reliable Office Administrator. They will undertake administrative tasks, ensuring the rest of the staff has adequate support to work efficiently.

The tasks of the office administrator will include customer service, managing appointments, administration duties to support clinical and office staff. The ideal candidate will be competent in prioritizing and working with little supervision. They will be self-motivated and trustworthy. The office administrator ensures smooth running of our company’s office and contributes in driving sustainable growth.

Job Specification

Reports to: Senior Administrator

Region: Christchurch

Industry Influence:

This role is important to ensuring that Etu Pasifika operations are well supported, to provide services for Pacific Families in Christchurch.

Core Responsibilities

Lead our Values

• Keeps the organisation’s vision and values at the forefront of decision-making and action.
• Be a model for the values of the business both internally and externally

Primary Responsibilities

Office Administration

• Coordinate office activities and operations to secure efficiency and compliance to company policies
• Supervise administrative staff and divide responsibilities to ensure performance
• Manage agendas/travel arrangements/appointments etc. for the upper management
• Manage phone calls and correspondence (e-mail, letters, packages etc.)
• Support budgeting and bookkeeping procedures
• Create and update records and databases with personnel, financial and other data
• Track stocks of office supplies and place orders when necessary
• Submit timely reports and prepare presentations/proposals as assigned
• Assist colleagues whenever necessary

Security

• Keep record of staff security codes and/or swipe tags.
• Issue new swipe tags and alarm codes to new staff members.
• Ensure that new staff members are inducted and briefed on security procedures.
• Be aware of emergency procedures.

Meetings and Events, where required;

• Update appointment calendars and schedule appointments/meetings.
• Ensure that meetings and appointments are well set-up for prior to commencement i.e. coffee, food if requested, documents.
• Assist with IT equipment i.e. set up teleconference/video conference, laptops
• Clear up meeting space after use.
• Arrange transport for special guests if required.
• Assist with annual conferences and other events i.e. registrations, venue, food, emails, flights and accommodation bookings etc.

Continuous Improvement

• Read and research widely to keep a record of Pacific evidence of what works across our 4 outcomes; evaluation and monitoring systems, programs and new tools to simplify, support and/or develop monitoring and evaluation
• Ensure high quality data collection and analysis systems are in place
• Promote the ability of partners to monitor and evaluate and improve their family outcomes

Customer Care Quality

• At all times strive to provide total partner satisfaction through a service delivery process which continuously focuses in improvement.
• Constantly remain vigilant for improvement possibilities in the operation of the Company, bringing these to the attention of the organisation through the use of the corrective action system and by making appropriate suggestions. Acts as appropriate.
• Help ensure all personnel and quality policies and procedures are adhered to.

Health, Safety Company Policies & Wellbeing

• Accountable for complying with the company’s Health & Safety policies and procedures and ensuring the provision of optimal health and safety conditions for areas over which the incumbent has control.
• Comply with all legislative obligations.
• Take reasonable steps to understand hazards and risk associated with business activity
• Champion health and safety policy and procedures and ensures their implementation

Knowledge, competencies/skills and Experience

• Proven experience as an office administrator, office assistant or relevant role
• Outstanding communication and interpersonal abilities
• Excellent organizational and leadership skills
• Familiarity with office management procedures and basic accounting principles
• Excellent knowledge of MS Office and office management software

Highly Desirable:

Relationship or previous work experience with Pacific communities

Fluency in a Pacific language

Applications close on 6th July at 5pm.

If this sounds like you ‘Apply Now’ with covering letter and CV

If you have any queries please email [email protected]