Administrative Assistant

Poutini Waiora; Hokitika; On-site; NZD 26,000 - 33,000; Part time

Job summary

Poutini Waiora is seeking a warm, reliable Administrative Assistant to join our Māwhera and Hokitika offices. You will be the first point of contact for whānau, visitors and partner agencies, providing front-of-house and general administrative support to keep services running smoothly.

The role is permanent and part-time (20 hours per week). You will coordinate reception duties, data entry, records, room bookings, mail and stationery, and work across two sites to deliver a manaakitanga-focused

Qualifications

• Reception, customer service or administration experience required.
• Comfortable handling confidential information.
• Ability to manage multiple priorities and be organised.

Responsibilities

• Welcoming whānau, visitors and manuhiri with warmth, respect and manaakitanga.
• Responding to enquiries and connecting whānau with the appropriate kaimahi or service.
• Managing incoming phone calls, messages and the shared reception inbox.
• Providing general administrative support, including filing, scanning, document preparation and data entry.
• Maintaining accurate and confidential records.
• Supporting room bookings, hui set-up and basic hospitality.
• Receiving and distributing mail, deliveries and courier items.
• Monitoring and ordering office, kitchen and stationery supplies.
• Supporting fleet bookings and office operations.
• Assisting with building, equipment and IT requests.
• Supporting health, safety and emergency procedures.
• Working collaboratively with kaimahi across both sites to provide a seamless experience for whānau.

Skills

Reception experience

Customer service

Administrative tasks

Microsoft Office

Tools

Microsoft Office

Job description

Permanent | Part-Time | 20 hours per week | Māwhera & Hokitika

Poutini Waiora is looking for a warm, reliable and capable Administrative Assistant to join our team and provide front-of-house and administrative support across our Māwhera and Hokitika offices.

As the first point of contact for whānau, visitors, callers and partner agencies, you will play an important role in creating a welcoming environment and ensuring people are connected with the right service or kaimahi.

This is more than an administration role — it is an opportunity to contribute to a kaupapa Māori organisation that is committed to strengthening the mana and wellbeing of whānau and community.

Mō te tūnga | About the role

Working across our Māwhera and Hokitika sites, you will provide a consistent and welcoming front-of-house presence while supporting the Service Manager, Pou Leads and wider Poutini Waiora team.

Administrative Assistant

Key Responsibilities

• Welcoming whānau, visitors and manuhiri with warmth, respect and manaakitanga

• Responding to enquiries and connecting whānau with the appropriate kaimahi or service

• Managing incoming phone calls, messages and the shared reception inbox

• Providing general administrative support, including filing, scanning, document preparation and data entry

• Maintaining accurate and confidential records

• Supporting room bookings, hui set-up and basic hospitality

• Receiving and distributing mail, deliveries and courier items

• Monitoring and ordering office, kitchen and stationery supplies

• Supporting fleet bookings and office operations

• Assisting with building, equipment and IT requests

• Supporting health, safety and emergency procedures

• Working collaboratively with kaimahi across both sites to provide a seamless experience for whānau.

About you

We are seeking someone who:

• Warm, approachable and genuinely committed to manaakitanga and whānau-centred service

• Organised, reliable and able to manage competing priorities

• Confident communicating with a wide range of people

• Professional and comfortable working with confidential and sensitive information

• Calm and able to use sound judgement when under pressure

• A strong team player who can also work independently

• Adaptable and willing to work across two sites

• Confident using Microsoft Office and able to learn new systems quickly

• Previous experience in reception, customer service or administration is essential. Experience within health, social services, kaupapa Māori, iwi or community organisations would be advantageous.

• A full New Zealand driver's licence is required for this role.

Desirable

• Fluency in Te Reo Māori

• Knowledge of Tikanga

• Knowledge of the Treaty of Waitangi.

Applications will be progressed as received. Applications close 5pm Friday 23 October 2026.

For more information on the role, please view Position Description or if you have any questions, please email [e-mail]