Housing First Administrator

Lifewise Rotorua Administrator

Position Description

Lifewise is an innovative organisation working together with marginalised people to create better services and solutions to enable their full participation and ability to thrive.  

As the Administrator, you will adapt and respond to shifting and competing priorities with ease and be responsible for providing administrative support services that ensure a smooth and functional operation across the Lifewise Rotorua Service.

Administrative Assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. This role will support the HF Team Leader and the team with administrative tasks and duties.  You will be responsible for confidential and time sensitive material.  You must have the ability to effectively communicate via phone and email ensuring that all administrative duties are completed accurately and delivered with high quality and in a timely manner.

 THREE TRUST VALUES

Compassion Arohanui

Courage Maia

Respect Whakaute

Integrity Ngakau Pono

 WHO YOU REPORT TO

• You will report to the Housing First, Team Leader.

 WHO REPORTS TO ME

• N/A

KEY WORKING RELATIONSHIPS

Internal

• Regional Manager, Bay of Plenty
• Lifewise Rotorua Service Leader
• Lifewise Rotorua Housing First team
• Lifewise Rotorua Supported Housing Pathway team
• Lifewise Rotorua Mental Health & Addictions team
• Wider Lifewise employees’

External

• Government Agencies
• Other Service Providers
• External agencies as appropriate
• Clients and whanau

 LEVEL OF DELEGATION

As stated in The Three Trusts Policy on Delegated Authorities

 WHAT YOU’RE RESPONSIBLE FOR

General Administration

• Assist in managing day-to-day administrative tasks, such as handling phone calls, emails, and mail correspondence across the Lifewise Rotorua Services.
• Coordinate and schedule meetings, appointments, and travel arrangements for Lifewise Rotorua staff.
• Maintain and update records, databases, and filing systems accurately and efficiently.
• Prepare kai & order gifts for the team where necessary.
• Prepare and monitor invoices.
• Manage and order replacements of office supplies.

Client & Team Communication

• Serve as a primary point of contact for clients, addressing their inquiries, aiding, and resolving any issues in a professional and timely manner.
• Build and maintain strong relationships with clients, ensuring their satisfaction and fostering long-term partnerships.

 Reporting & Record Management

• Maintain accurate and up-to-date records and reports related to administrative activities.
• Support the preparation of regularly scheduled reports.
• Support with Recordbase reporting where necessary.

Employment

• Support with hiring of new Lifewise Rotorua team members where necessary (i.e., phone screening).
• Provide administrative support for on-boarding new staff including orientation and training to intranet and Recordbase systems.
• Schedule and manage new employees’ trainings alongside the Lifewise Rotorua Service Leader and Team Leaders’.
• Organize trainings and development for the Lifewise Rotorua wider team.
• Support with Service referrals.
• Understand the position of Māori as the tangata whenua. Commitment to the principles of the Treaty of Waitangi and an openness to understanding the application of the articles of Te Tiriti in the context of The Lifewise Trust.
• Promotes a culture where health and safety are seen as integral to success through planning, delivery, monitoring and review of health and safety processes.

Note: The above performance standards are provided as a guide only. Performance measures will be discussed between the team member and manager as part of the performance planning and review process.

WHAT SKILLS & EXPERIENCE YOU NEED

• High school certificate or equivalent; additional education or certification in administrative studies is preferred.
• Proven experience in administration or a similar role, with a strong understanding of administrative processes and best practices.
• Excellent organizational skills with the ability to prioritise tasks and meet deadlines.
• Strong attention to detail and accuracy in handling data and information.
• Proficient computer skills, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with relevant software and databases.
• Strong written and verbal communication skills, with the ability to interact professionally with clients and team members.
• Ability to work independently as well as collaboratively within a team environment.
• Adaptability and flexibility to handle changing priorities and workload.
• Experience working in the community sector is preferred.
• Knowledge of tikanga me te reo Māori and experience working within a kaupapa Māori service.
• Patience, creativity, flexibility, compassion, and sensitivity to persons with experience of chronic homelessness, mental health issues, addictions, cognitive impairments and physical health concerns

 Closing Date: 8/8/24