Operations Administrator

Operations Administrator | Job Description Position Title: Operations Administrator Employment Type: Full-time (40 hours per week), Monday to Friday - 8am to 4pm Location: Maraeroa Marae Health Clinic, Porirua (Community-based, marae-centred role) Reports to: General Manager Our Kaupapa Maraeroa Marae Health Clinic (MMHC) delivers kaupapa Māori health and social services to whānau across Porirua and surrounding communities, with a strong focus on supporting Māori, Pacific peoples, and vulnerable whānau. Purpose of the Role The Operations Administrator is the first point of contact and a key operational support role, ensuring the smooth day-to-day functioning of the clinic. This role combines front-of-house reception, administration, and operational coordination to support kaimahi, strengthen systems, and create a welcoming, culturally grounded environment for whānau. Working closely with the General Manager, this role helps ensure that clinic operations, systems, and communications are efficient, organised, and aligned with kaupapa Māori values. Key Responsibilities Front of House & Communication Provide a warm, welcoming first point of contact for whānau, whaiora, manuhiri, and stakeholders. Manage all incoming enquiries (phone, email, in‑person, couriers) and redirect as needed. Maintain clear, professional, and culturally safe communication at all times. Uphold confidentiality across all interactions and records. Operations & Coordination Support the day‑to‑day running of the clinic, including facilities, equipment, co‑located clinics and shared spaces. Coordinate maintenance, suppliers, and service providers as required. Monitor clinic vehicles, ensuring servicing, registration, and repairs are up to date. Maintain organised, safe, and functional workspaces for staff and whānau. Support health and safety practices, reporting all risks or issues as they arise. Ensure all risks or issues are followed through and completed. Administration & Systems Maintain organised digital and physical filing systems ensuring accuracy and compliance. Support reporting requirements through accurate data entry and record management. Assist with document preparation (reports, forms, letters) using Microsoft Office and Canva. Monitor deadlines and ensure administrative tasks are completed on time. Execute and support policy and procedure updates alongside the General Manager. Ensure clinic policies and procedures are communicated effectively and implemented with all kaimahi. Provide basic I.T. support to kaimahi and work with our I.T service provider to ensure all systems are functioning well. Ensure reception area is covered during break times. Scheduling & Office Support Manage the GM’s calendar, all bookings (hui spaces & vehicles), calendars and meeting spaces to ensure smooth coordination. Support meeting preparation, agendas, minutes, and follow‑up actions. Ensure clinic rooms and on‑site buildings are prepared (unlocked & locked) for kaimahi, hui, and visiting providers. Financial & Records Support Process invoices and receipts through Hubdoc and maintain organised records. Manage shared inboxes (e.g. Accounts, Info) and ensure all queries are actioned. Execute the tracking of invoices and financial documentation (no payment authority required). Workforce & Operational Support Assist with recruitment coordination, onboarding, and induction processes. Ensure new kaimahi have all required equipment (keys, laptop, cellphone, I.D, etc), system access, and documentation. Support operational purchasing in line with organisational processes. Administrative Event Support Provide administrative support for MMHC events, health promotion activities, and kaupapa initiatives. Assist with coordination tasks such as bookings, resources, communications, and documentation. Support planning logs, run sheets, and post‑event administration where required. Communication & Resources Support development of clinic resources, marketing materials, and internal communications. Assist the Social Media Contractor with maintaining branding consistency across materials and platforms. Monitor stock levels of uniforms, brochures, and clinic supplies. Order all clinic supplies, cleaning supplies, stationery and resources; disperse to all buildings as needed. Teamwork & Relationships Work collaboratively with kaimahi to support effective service delivery. Build strong relationships with whānau, partners, stakeholders and community organisations. Contribute to a positive, respectful, and supportive team environment. Health & Safety & General Duties Follow and support health and safety policies and procedures. Hold the Health and Safety Representative title for the clinic. (Training provided) Maintain a clean, safe, and organised environment across all clinic spaces. Participate in team hui, training, and professional development. Support tikanga practices including karakia, waiata, pōwhiri, and mihi whakatau (that directly affect the clinic). Undertake general administrative and operational tasks as required. Undertake local travel where required to collect resources, supplies, or goods if needed for clinic operations. Maintain clear role boundaries while supporting wider team functions, ensuring administration responsibilities remain prioritised. Uphold strong, values‑based relationships with external and partner organisations, iwi providers, and community stakeholders; engaging in a manner that reflects tikanga, manaakitanga, and professional standards. Skills, Knowledge, and Experience Essential Full NZ Driver Licence. 2+ years’ experience in administration or operations support. Excellent and high proficiency in Microsoft 365 (Word, Excel, Outlook, Teams). Strong organisational and time management skills. Understanding of basic financial and reporting processes. Excellent communication skills with a high level of manaakitanga. Ability to work independently and collaboratively. Strong attention to detail and ability to meet deadlines. Understanding of tikanga Māori and Te Tiriti o Waitangi. Commitment to confidentiality and professionalism. Cultural awareness and ability to engage respectfully with diverse whānau. Desirable Experience in a kaupapa Māori or community-based setting. Knowledge of Canva or similar tools. Knowledge of local health services and systems. Knowledge in Health and Safety. Values Alignment Mana Motuhake – Supporting whānau self‑determination, leadership, and agency Manaakitanga – Practicing care, empathy, and respect in all engagements Kotahitanga – Working collaboratively across services and communities Whanaungatanga – Relationship‑centred, trust‑based engagement Kaupapa Māori – Tikanga‑led, culturally grounded service delivery Scope and Responsibilities of the Role This job description outlines the key scope and responsibilities of the Operations Administrator role. As the service, community needs, and Maraeroa Marae Health Clinic continue to grow and evolve, the role may adapt over time. The Operations Administrator is expected to support this development by contributing to related mahi as guided by management, in a way that aligns with kaupapa Māori values and the collective goals of Maraeroa Marae Health Clinic. #J-18808-Ljbffr