Office Administrator

Cerno; Wellington; On-site; NZD 50,000 - 65,000; Full time

Job summary

Cerno is seeking an Office Administrator to support our consultancy team in Wellington. This full-time role requires outstanding interpersonal skills, excellent planning abilities, and proficiency in Microsoft Office. Responsibilities include scheduling, document management, and client communication, contributing significantly to the efficiency of our operations.

Qualifications

• Experience using Microsoft Office (particularly Outlook and Word).
• Comfortable with IT, including setting up remote meetings.
• Experience with invoicing is preferred.

Responsibilities

• Scheduling assessments and appointments for the consultancy team.
• Managing phone and email queries promptly.
• Implementing and managing 360° feedback surveys.

Skills

Interpersonal skills

Planning and organising

Communication skills

Attention to detail

Enthusiasm and responsiveness

Tools

Microsoft Office

Xero

Job description

Better insights, Better leaders, Better New Zealand

About us

Cerno’s purpose is to use psychological insight to help organisations and the people within them to thrive. We provide leadership assessment, executive coaching, and survey-based services to a range of public and private sector organisations in New Zealand and Australia. For example, we work with leaders to help them better understand their strengths and weaknesses, help organisations decide who might be best for a particular job, and survey employees to find out what they think of their organisation.

Our consultancy team currently consists of three Organisational Psychologists (two of whom are Cerno’s Directors) based in Wellington, and a Business Analyst/IT Consultant based in Auckland. We also employ contractors for other work.

The Office Administrator role

The Office Administrator role is a full-time role with hours from 8.30 am to 5.00 pm. While the role is based in our Wellington CBD office, there may be some opportunities to work from home (to be considered after mastery in critical tasks).

Critical capabilities

Outstanding interpersonal skills. You will be engaging, warm, helpful, and easily put people at ease, while also presenting with a high level of professionalism and discretion. You will work effectively in a small team.

Excellent planning and organising skills. You will have a natural flair for planning ahead, anticipating problems, and prioritising multiple demands effectively so nothing ‘slips through the cracks’. You will also be skilled at monitoring work and following through.

Compelling communication skills. You will communicate clearly both verbally and in writing, and show proficiency in writing professional communications (such as emails to senior leaders).

High achievement focus. Our consultancy is client-focused and fast-paced. You will show a sense of urgency in your work, and a strong drive to assist our busy consultancy team and clients. This includes the ability to follow existing processes and to identify potential process improvements.

Strong attention to detail. The details really matter in our consultancy. You will take a high degree of pride in your work and double check important details to ensure they are correct.

Enthusiasm and responsiveness. Things can change at a moment’s notice at Cerno and you will be able to change tack quickly, show initiative, doing all you can to free up and support our consultants. You will go the extra mile when needed. No job would be too big or too small for you!

Learning quickly. This role is varied and the ability to learn quickly would be an advantage.

Welcoming of, and responsiveness to, diversity.

Critical experience

You will have experience in:

Using Microsoft Office (particularly Outlook and Word).

Using other information technology. You will be comfortable and confident with IT, including using a dashboard, setting up remote meetings, trouble-shooting basic IT issues within an office, etc.

Invoicing. Experience using Xero is preferred.

Managing calendars and appointments is preferred.

Responsibilities

The Office Administrator is a pivotal role to our business that engages regularly with our consultancy team, clients, and candidates. This role’s duties are described below – please note that training will be provided, particularly in survey and document management:

Scheduling the consultancy team’s assessments and other appointments, including sending meeting invitations to clients and candidates.

Contacting and coordinating our contractors, including scheduling them for assessment centres.

Phone and email management

Managing phone and email queries promptly, including requests for information about our products and services.

Providing a help-desk service for our survey queries (e.g. forgotten passwords).

Contacting and scheduling candidates for assessments, and providing them with information and assistance prior to their assessment.

Putting candidates at ease and ensuring they have the information they need at the right time during assessments.

Ensuring assessment rooms are set up, and providing refreshments for candidates and the consultancy team.

Collating candidate information and assessment tools for the consultancy team before assessment centres and other appointments.

Survey and document management

Managing the implementation of our 360° feedback surveys, including sending out registrations, monitoring responses, generating 360° reports, and uploading 360° reports to our server.

Monitoring and updating our project dashboards.

Sending candidates links to complete psychometric questionnaires, and downloading, filing, and printing their results from our server.

Uploading assessment reports and development plans to our server for our clients and candidates.

Managing the implementation of our consultation tool, including sending out registrations.

Managing the implementation of our culture surveys, including sending out registrations, monitoring responses, and generating reports.

Printing, scanning, filling, and shredding documents.

Invoicing

Monitoring client invoicing, and preparing and sending invoices using Xero.

Preparing creditor invoices for payment.

General office support

Proofing documents for spelling and other obvious errors.

Formatting Word documents as required.

Ensuring our offices are kept clean and tidy at all times.

Monitoring office and kitchen supplies and purchasing as needed.

Ordering catering for assessment centres.

Resolving issues that arise within our facility (i.e. contacting tradespeople, landlord, etc., as required).

Please do not apply if you:

Cannot commit to working in the office. Limited working from home may be considered after mastery in critical tasks.

Have not lived in NZ continually for the last 10 years (some of our work requires a security clearance).

Short-listed candidates will be invited to complete some brief psychometric assessments (we practice what we preach!) which will provide the opportunity to understand our clients’ experience and to learn a little more about themselves.

For more information about our team and what we do, please see: www.cerno.co.nz

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