Office Administrator (20 hours per week)

Jora New Zealand will close on 9th September 2026. Thank you for being with us, we are cheering you on as you continue your career journey. Office Administrator (20 hours per week) Wellington Returned and Services Assoc. – Wellington Central, North Island Office Administrator Wellington RSA (WRSA) Hours of Work: 20 hours per week Direct Report to: President Wellington RSA Secondary Reporting lines: Vice President WRSA Purpose of Position: The Office Administrator plays a pivotal role in ensuring the efficient and effective operation of the Wellington RSA (WRSA) Office. This position is responsible for the administration and coordination of the annual WRSA Poppy Day Appeal, planning and delivering a range of engaging WRSA social events, and managing the organisation's digital presence through the maintenance and development of the WRSA website and social media platforms. The role requires exceptional organisational, communication, and administrative skills, together with the ability to build positive relationships with members, volunteers, stakeholders, and the wider community. Functional Relationships: The Office Administrator works closely with a range of internal and external stakeholders to ensure the effective operation of the WRSA, support member services, and maintain strong organisational and community relationships. Internal Relationships Treasurer, Wellington RSA Local Support Adviser Volunteer Support Advisers External Relationships Royal New Zealand Returned and Services' Association (RNZRSA) National Office Payroll Service Provider New Zealand Defence Force (NZDF) Members, Volunteers, Community Groups, and Suppliers This role requires the ability to build trusted relationships, communicate effectively with a diverse range of stakeholders, and represent the WRSA in a professional and positive manner. Key Responsibilities and Duties: Office Administration and Member Services Manage the day-to-day operations of the WRSA office, ensuring efficient, professional, and member-focused administrative services. Serve as the first point of contact for members, visitors, stakeholders, and the public, delivering excellent customer service both in person and through telephone and email communications. Maintain a welcoming, professional office environment, ensuring office equipment, systems, and stationery are operational and adequately stocked. Receive, process, and distribute incoming correspondence, mail, and communications in a timely manner. Undertake all banking and financial administration activities as required. Maintain accurate membership records, including new enrolments, transfers, renewals, resignations, and member notifications. Coordinate member welfare matters, including arranging funeral tributes and acknowledgements on behalf of the WRSA. Manage and maintain the WRSA website and social media platforms, ensuring information is current, engaging, and aligned with organisational objectives. Financial and Administrative Support Provide high-quality administrative support to the Executive Committee and Accountant. Prepare invoices and process documentation for goods and services as directed by the Executive Committee. Monitor accounts payable and ensure creditors are paid accurately and within agreed timeframes. Prepare, distribute, and maintain records of correspondence, reports, agendas, minutes, and other organisational documentation. Support compliance with WRSA and RNZRSA administrative requirements and reporting obligations. Governance Support Coordinate all administrative requirements for Executive Committee meetings, including preparation and distribution of agendas and supporting documentation. Liaise with Executive Committee members to ensure the effective flow of information and timely completion of administrative actions. Assist with the preparation and distribution of the WRSA Annual Report and other key governance documents. Events and Member Engagement Plan, coordinate, and support a range of member events and social functions throughout the year. Organise and oversee the annual WRSA functions, other commemorative or social events. Promote member engagement through effective communication and event coordination. Poppy Day Appeal Coordination Lead the administration and coordination of the annual Poppy Day Appeal. Prepare, distribute, and monitor Poppy Day resources, including poppies, collection buckets, donation boxes, and related materials. Liaise with volunteers, partners, and stakeholders to ensure the successful delivery of the Appeal. Maintain accurate records and provide administrative support associated with fundraising activities. Annual and Strategic Responsibilities Manage the annual membership subscription process, including preparation, distribution, and follow-up communications. Coordinate the preparation, production, and distribution of member bulletins through both postal and electronic channels. Oversee all administrative and logistical arrangements for the Annual General Meeting (AGM), ensuring deadlines and governance requirements are met. Identify opportunities to improve administrative processes, member services, communication channels, and operational efficiency. Qualifications and Experience We are seeking a highly organised and professional administrator with: Proven experience in an Office Administrator, Executive Assistant, Personal Assistant, or similar administrative role Exceptional written and verbal communication skills, with the ability to engage confidently and professionally with members, volunteers, stakeholders, and the wider community. Strong organisational and time management skills, with the ability to manage multiple priorities, meet deadlines, and work effectively in a busy environment. Demonstrated proficiency in Microsoft Office applications, including Word, Excel, Outlook, Teams, and PowerPoint. Experience managing and maintaining websites and social media platforms, including creating engaging content and ensuring information remains accurate and up to date. High levels of integrity, discretion, and sound judgement when handling confidential and sensitive information. A proactive, self-motivated approach with the ability to work independently while contributing positively within a team environment. Strong attention to detail and a commitment to delivering a high standard of administrative support and customer service. The following would be advantageous: Knowledge and understanding of the Returned and Services' Association (RSA), its values, and its role in supporting veterans and their whānau. Knowledge of the New Zealand Defence Force and an appreciation of military culture and traditions. Experience using payroll systems and processing payroll administration. Experience supporting governance functions, including committee meetings, agendas, reports, and annual general meetings. Experience coordinating events, volunteer activities, fundraising initiatives, or community engagement programmes. Personal Attributes The successful candidate will be: Professional, approachable, and service-oriented. Community-minded with a genuine commitment to supporting veterans and RSA members. Resourceful and adaptable, with strong problem-solving abilities. Able to build and maintain positive relationships with a diverse range of people. Committed to continuous improvement and contributing to the ongoing success of the WRSA. #J-18808-Ljbffr