POSITION DESCRIPTION
Position title: Administration Assistant - Naenae
Reports to: Principal
Functional Board of Trustees
Relationships: Other Kimi Ora Staff
Students
Parents/caregivers
External Agencies
Position Summary
To provide administrative and advisory focus for Kimi Ora School. To be responsive to all stakeholders with a focus on customer service.
Key Objectives
/Performance indicators/outcomes
/Support Office Manager’s at Naenae and Evans Bay / · Work collaboratively with Office Manager’s to ensure that the systems and processes at Kimi Ora School operate effectively and are reviewed and improved where necessary.
To provide reception and administrative duties for the Principal and staff as required. / · People are appropriately welcomed into Kimi Ora School.
· Telephone messages are recorded accurately and referred to the appropriate person.
· Appointments, telephone calls are carried out as requested for Principal and where applicable staff/students.
· Ordering of Supplies.
· Manage incoming/outgoing deliveries.
· Organise/distribute mail (internal and external).
Administrative Tasks / · Manage school website.
· Manage leasing of Schools laptop rental scheme and Kimi Ora owned iPads for teachers and therapists. Placing orders for new machines ensuring contracts are signed and returned, handling repairs, dispatching returns of expired lease machines.
· Support roll return process.
· Editing of documents.
· Minute taking at meetings.
· Ordering taxis as required.
Payroll / · Accurate, timely and appropriate responses to payroll issues from Staff/Principal are delivered within an acceptable timeframe, and in a professional and competent manner.
· Ensure resignations and notification of amendments to staff member’s salary/employment conditions are actioned to Novopay within the appropriate timeframe.
· Monitor when staff increments are due, process with Novopay, update spreadsheet and compile increment letter for staff member.
· Check SUE report and Payroll Toolkit for accuracy.
· Accurately complete personal data requests and send to Novopay for action.
· Weekly payroll data is entered onto Novopay online for both sites.
· Payroll information is accurately filed in staff personal files.
· Files are kept secure in accordance with the Privacy Act requirements.
· Manage End of Year and Start of Year processes for Novopay.
· Action Collective Agreement increases promptly.
· Enter final SUE report information into Xero.
To assist/advise Principal and Board of Trustees in the recruitment of staff by providing appropriate support / · Advertisements are placed in appropriate media as requested, including school website Education Gazette, Seek and Trade Me.
· Collate responses to vacancies.
· Assist in the preparation of interviews where requested.
· Conduct Police Checks.
· Maintain staff contacts list.
Correspondence / · Provide and/or prepare appropriate responses to correspondence for BOT and/or Principal
· Ensure that responses are given within an agreed or appropriate timeframe
· Assist with the Annual Returns and other MOE requirements as agreed with the Principal
Human Resources / · Preparation of staff contracts / change of hours etc.
· Correspondence to staff regarding employment matters as directed by Principal.
· Administration and maintenance of staff personal files and students personal files within the requirements of the Privacy Act.
· Act as Staff Privacy Officer.
· Manage Leave process for Naenae.
· Follow new staff processes, i.e. set up of emails, security codes and tags.
· Set up Users on Etap.
· Maintain and distribute new staff packs.
· Maintain remuneration spreadsheets.
Workshops and KO Functions / · Distribution of flyers / invites.
· Distribution of workshop materials.
· Communication with participants regarding venue, etc.
· Meet and greet / sign in workshop participants.
· Set up / clean-up of refreshments
· Assist with the organisation of catering in conjunction with the Office Manager.
Contribute fully to the effective and efficient management of Kimi Ora School / · Act in the best interests of Kimi Ora School at all times.
· Co-operate with senior management and professional staff within Kimi Ora School.
· Acknowledge the currently changing environment and support the implementation of change as necessary.
· Perform other duties and responsibilities as may be reasonably required by the Board/Principal from time to time.
Ideal Person Specification
Skills, knowledge and experience required:· Demonstrate effective verbal and written communication skills.
· Excellent customer service skills: able to provide and maintain a professional and quality service to both internal and external customers.
· Able to manage time, effectively planning and prioritising tasks.
· Able to work without supervision.
· Able to work under pressure.
· Initiative: able to adapt to new challenges and demonstrates flexibility by performing a variety of tasks within the administration area.
· Intermediate computing skills: Microsoft Word, Excel, Email and electronic file management.
· Knowledge of how to interpret Individual/Collective Employment Agreements would be an advantage.
· Proven Reception/customer service experience.
· Payroll experience – Novopay knowledge an advantage.
· Emails and Website Management.
· Experience with the Education sector would be an advantage but is not essential
· Understanding of the principles of the Privacy Act.
Personal Attributes:
· Is approachable, displays respect and empathy for others.
· Understands and respects cultural differences.
· Able to manage time, effectively planning and prioritising tasks.
· Is able to recognise and work within confidentiality and privacy requirements.
· Able to work without supervision.
· Able to work under pressure.
· Initiative; able to adapt to new challenges and demonstrate flexibility by performing a variety of tasks with in the administration area.
· Good sense of humour, cheerful.
· Is enthusiastic, reliable and punctual.
Office/Human Resources/Job Descriptions/Admin Assistant- NN 2018