Administrative Assistant + Receptionist

Aotearoa New Zealand Association of Social Workers; Ōrākei; On-site; NZD 40,000 - 56,000; Part time

Job summary

Wingspan Trust and Northspan Wellbeing invites applications for an Administrative Assistant + Receptionist at our Ōrākei site, with occasional cover at Takapuna. This part-time, job-share role runs Wednesday afternoon through Saturday, starting 12 October 2026, with hours to be confirmed.

You will be the first point of contact for clients and visitors, handling calls and queries, while delivering essential administrative support and maintaining confidential records.

Qualifications

• Experience in reception or administration and client service.
• Strong organisation and ability to manage priorities.
• Comfortable handling confidential information and using office software.
• Flexibility to cover at Takapuna site occasionally.

Responsibilities

• Provide a warm, welcoming and professional reception experience for clients, visitors and staff.
• Manage phone, email and other client enquiries and provide administrative support.
• Support client intake, appointments and waiting-list management while maintaining accurate and confidential records.
• Assist with general financial and administrative tasks, including payments, invoicing and basic Xero administration.
• Maintain accurate data and assist with reporting using systems such as Microsoft Excel, Xero and Exess.
• Maintain a clean, organised and welcoming reception and office environment, including monitoring supplies and stationery.
• Work collaboratively with counsellors, administration staff and the leadership team to support the smooth day-to-day operation of the organisation.
• Flexible and willing to provide occasional cover at Takapuna site.

Skills

Customer service

Organisation

Communication

Independent work

Tools

Xero

Excel

Exess

Job description

About the role

Wingspan Trust and Northspan Wellbeing are seeking a warm, organised and reliable Administrative Assistant + Receptionist to join our team.

This is a varied part-time role combining front-of-house reception with general administrative and client support. You will be an important first point of contact for clients, visitors and counsellors, helping to ensure our services operate smoothly and professionally.

The primary place of work will be our Ōrākei site, with occasional cover required at our Takapuna site.

Days: Wednesday afternoon – Saturday
Hours: To be confirmed
Start date: 12 October 2026
Employment type: Part-time, job-share

Key responsibilities

You will:

Provide a warm, welcoming and professional reception experience for clients, visitors and staff.

Manage phone, email and other client enquiries and provide administrative support.

Support client intake, appointments and waiting-list management while maintaining accurate and confidential records.

Assist with general financial and administrative tasks, including payments, invoicing and basic Xero administration.

Maintain accurate data and assist with reporting using systems such as Microsoft Excel, Xero and Exess.

Maintain a clean, organised and welcoming reception and office environment, including monitoring supplies and stationery.

Work collaboratively with counsellors, administration staff and the leadership team to support the smooth day-to-day operation of the organisation.

About you

We are looking for someone who is:

Warm, approachable and committed to providing excellent client service.

Highly organised, reliable and able to manage competing priorities.

Confident communicating with a wide range of people, both face-to-face and through phone and email.

Detail-oriented, with strong administrative and record-keeping skills.

Able to handle confidential information with professionalism and discretion.

Confident using Microsoft Office, particularly Excel, and comfortable learning new systems.

Comfortable with basic financial administration; experience with Xero is an advantage.

A collaborative team member who is also able to work independently.

Flexible and willing to provide occasional cover at our Takapuna site.

Previous administration, reception or client service experience would be advantageous. Most importantly, we are looking for someone with the right attitude, strong organisational skills and a genuine commitment to providing a positive experience for our clients.

This is an opportunity to join an organisation that makes a meaningful difference in the community. You will work alongside counsellors, administration staff and the leadership team in a supportive environment where your contribution directly supports the delivery of accessible wellbeing services.

If you are an organised, people-focused administrator who enjoys variety and making a positive first impression, we would love to hear from you.