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Pānui

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Opportunity: Situation Vacant

Office Administrator


In 2012, Ngati Manuhiri settled their Treaty Settlement with the Crown. The Ngati Manuhiri Settlement Trust (NMST) is a post settlement governance entity (PSGE) who are the mandated and approved entity to represent Ngati Manuhiri and its environs.


The NMST office is located at 2-4 Elizabeth street, Warkworth and delivers environmental services and facilitates cultural enhancement for the Ngati Manuhiri. Our registered membership is approximately 900 members who live within our traditional area of interest and beyond.


We are looking for an experienced and mature Office Administrator who can provide administration support for Ngati Manuhiri Settlement Trust (NMST) and associated entity Manuhiri Kaitiaki Charitable Trust (MKCT).


Primary Responsibilities

The role is primarily responsible for providing effective and efficient administrative operations within the Ngati Manuhiri Settlement Trust (NMST) and its associated entity Manuhiri Kaitiaki Charitable Trust (MKCT).

This will include:

  • To oversee and carry out all financial reporting for NMST and MKCT including invoicing and contract management.

  • Manage and administer our XERO systems including all financial reporting.

  • Administer and manage financial systems including monthly payables, invoicing, contract reporting and overseeing budgets.

  • Support and assist with the annual preparation of budgets and AGM reports.

  • Oversee and manage budgets ensuring compliance and management.

  • Provide financial reports to governance as required.

  • Provide and assist with funding contracts and tenders

  • To oversee and manage all HR administration including payroll management and employee health and safety responsibilities.

  • Support recruitment processes.

  • Prepare employment agreements and related documentation for signature.

  • Maintain accurate and up-to-date personnel files and

  • Support and manage HR systems.

  • Support the delivery of new staff Induction processes and support exit processes for departing staff.

  • Human Resources administration is timely and accurate, and confidentiality is maintained.

  • To oversee and manage all administration systems including intranet and ensure compliance on all operational policies.

  • Office systems including filing, mail/communications, stationary, are managed and improved where appropriate to meet the needs of NMST and MKCT.

  • Ensure all operational policies are compliant and developed according to need and requirement.

  • Administration of the office is professional, proactive and seamless and tasks are carried out in a timely manner.

  • Systems and practices are efficient and effective, achieving desired results.

  • To ensure the smooth running of the NMST Office, including diary management and meeting set-up support for NMST Chairman and Board of Trustees.

  • Provide diary management support for the NMST Chairman.

  • Oversee meeting support for monthly board meetings and other meetings as requested by the CEO or Chairman.

  • As with all NMST staff members, the role will also support other NMST projects and events.


Relationships:

Internal

  • Reports directly to the CEO for all office administration.

  • Indirect report to the Chair for financial and database reporting as required.

  • NMST is a small team and this role will need to form close and strong relationships with the other members of the team


External

  • NMST service providers i.e. legal, accountants, auditor

  • NMST members

  • local and central government

  • iwi, hapu and other groups

  • funding groups


Education requirements:

A qualification in business administration and/or finance is preferred but not essential if the level of experience a minimum of 5 years at a supervisory level is appropriate.


Technical skills and attributes required:

  • Experience in office administration and management.

  • Experience in finance and accounting management.

  • Knowledge of and experience using business systems/IT applications such as Xero, iPayroll.

  • Knowledge of and experience in Human Resource administration, in particular recruitment, performance management.

  • High level of computer skills including a high level of competency in Microsoft Office Suite, especially MS Excel, Word, PowerPoint and Outlook.

  • Strong written communication and reporting skills.

  • Skilled at professional formatting and presentation.

  • Good intuition and practical problem solving capability.

  • High level of accuracy and attention to detail.

  • Highly organised with strong time management capability.

  • Must be discrete and committed to maintaining confidentiality.

  • Good oral and written communication skills, desirably with some capability in Te Reo Maori.


Personal skills and attributes required:

  • Ability to work in and lead a small high performing team

  • Strong time management skills

  • Ability to work well under pressure

  • Pleasant, friendly, and engaging manner

  • Develops cooperative and supportive relationships with colleagues.

  • Values respect and consults team members and acknowledge their contribution.

  • Maintains productive networks.

  • Is accessible and approachable for colleagues.


Salary

Finance/Admin Band: TBC

This position is full-time and is 40 hours per week role based at our Warkworth office in Auckland. Occasional weekend work may be required from time to time.

Limitations on Authority

Financial Delegation: TBC

Budget held: TBC

Other provisions

This position is provided with a laptop computer and mobile phone


Contact Us

info@ngatimanuhiri.iwi.nz

021385548