Office Manager

Our Organisation: Volunteer Wellington Te Puna Tautoko is a community organisation that focuses on championing volunteering and building the capacity and capability of communities in greater Wellington. We work with around 300 community organisations referring the diverse volunteer workforce needed to sustain their services and advance their mission and cause. We provide advice, mentoring, and professional development in the management of volunteers and equip community organisations to develop effective and inclusive volunteer programmes.

Our Vision: A strong and connected community and voluntary sector

Our Mission: To connect and build capacity and capability of the community and voluntary sector; to advocate for and champion volunteering in the Wellington region.

Our Values:

He Waka Hourua, growing our understanding of te ao Māori and contributing meaningfully to Aotearoa’s Te Tiriti o Waitangi partnership

Manaakitanga, creating a welcoming space where everyone feels respected and supported

Tautoko, working together to build trust, empower people and support wellbeing

Whakawhanake, seeking new ideas, encouraging creativity and always striving to improve

This Role:

We are seeking an Office Manager to add their organisational superpowers and get-it-done attitude to our awesome team. 

This role is a crucial one, as this person will play a key support role across our activities by keeping our offices and systems running smoothly. 

If helping others and ticking tasks off your list are things that appeal to you, and you have a heart for community and volunteerism then we'd love you to join our values-led organisation.

Key Tasks:

Play an active and constructive role as part of the Volunteer Wellington team including:

• Working together to create a team and organisational culture that is consistent with Volunteer Wellington’s vision, mission and values
• Being clear about your role both as a team member as well as ensuring you are clear about your individual responsibilities
• Greeting visitors and answering enquiries in an engaging manner
• Ensuring the smooth running of the office and satellite offices
• Managing the main Volunteer Wellington email inboxes and phone lines.
• Overseeing and updating the Volunteer Wellington Database and Seek Volunteer.
• Scheduling and confirming appointments for prospective volunteers.
• Assisting the General Manager and other paid staff with administrative tasks from events to policy
• Keeping stationery and office supplies updated, as well as tending to building maintenance requests and ICT.
• Regular book-keeping tasks including reconciliations, invoicing and expense data entry
• Caring for our digital infrastructure and filing systems
• Some note-taking at meetings, some health and safety related tasks
• Managing incoming and outgoing communications and directing queries
• Maintaining the database: deactivating roles, monitoring new roles, weekly upload to Seek Volunteer
• Subscriptions and premises management including furnishings and equipment

Skills You'll Bring

The below is a list of what the job will require, for the right candidate we’re open to developing skills and knowledge where required.

•  Sound experience in office administration

•  Book-keeping experience would be ideal, familiarity with Xero in particular

•  Well organised, multi-tasking, focussed on the task at hand

•  Strong oral communication ability, particularly in diverse cultural contexts

•  Excellent written communication ability, including the ability to produce written reports

•  Initiative to create opportunities and ability to carry them through

•  Innovative thinking skills and the ability to problem solve

•  Ability to work as an effective and collaborative team member as well as independently

•  Computer literacy in Office365

•  Background knowledge and interest in the Community and Voluntary Sector would be ideal

Some regional travel may be required so a drivers licence is preferable 

A CV and cover letter should be sent through https://jobs.dogoodjobs.co.nz/job/18433/office-manager/ or by email to [email protected]