School Office - Friendly Face!

Lucknow School; Havelock North; On-site; NZD 28,000 - 36,000; Part time

Job summary

Lucknow School is seeking an Office Assistant for 25 hours per week to join our welcoming front desk and administration team. You will handle reception, manage general office tasks and support financial processes using Xero, contributing to a well-organised school environment.

You will work closely with leadership and staff to ensure smooth daily operations, assist with communications to families, and assist with events and records while maintaining confidentiality and a friendly, professional

Qualifications

• Experience in office administration or reception.
• Strong communication skills with families and staff.
• Proficient with office software and email.
• Ability to maintain confidentiality and handle sensitive information.
• Experience using Xero or similar accounting software is desirable.

Responsibilities

• Reception and customer service: greet visitors, answer calls, respond to enquiries.
• General administration: manage records, correspondence and office tasks.
• Support financial processes using Xero and other systems, including invoicing and payments reconciliation.
• Student and staff support: assist with wellbeing needs and day-to-day requests.

Skills

Interpersonal communication

Organisational skills

Attention to detail

Customer service

Technology proficiency

Tools

Xero

Job description

Job Description – Office Assistant [ 25hours per week ]

Position Purpose

The Office Assistant plays an important role in creating a welcoming, friendly and supportive environment at Lucknow School.

As one of the first faces our children, whānau and visitors meet when they enter our school, this person helps set the tone for the positive, caring and inclusive culture we value.

The role combines front-office reception, general administration, financial processing and day-to-day support for our school community.

Key Responsibilities

1. Reception and Customer Service

Provide a warm, friendly and welcoming first point of contact for all children, parents, whānau and visitors.

Answer phone calls, respond to emails and assist with general enquiries in a professional and helpful manner.

Support children who come to the office needing assistance, reassurance or care.

Manage visitors and ensure school sign-in and safety procedures are followed.

Help maintain a positive, organised and welcoming office environment.

2. General Administration

Assist with the day-to-day running of the school office.

Maintain accurate school records and administrative systems.

Support communication between the school, families and wider community.

Assist with school events, activities, correspondence and general office tasks.

Provide administrative support to school leadership and staff as required.

Maintain confidentiality when handling student, family, staff and school information.

Support the school's financial processes using Xero and other school financial systems.

Responsibilities include:

Reconcile incoming payments in Xero, ensuring payments are accurately recorded and allocated.

Receive, check and code outgoing invoices to the appropriate accounts and budget areas in Xero, ready for approval and payment.

Ensure invoices and financial records are processed accurately and in a timely manner.

Follow the school's financial policies, procedures and approval processes.

Assist with financial enquiries and provide supporting information when required.

Maintain accurate records and confidentiality in all financial matters.

Work alongside the school's designated financial personnel and leadership team to support effective financial management.

4. Student and Staff Support

Provide friendly, caring and practical assistance to children who visit the office.

Assist with minor first aid and student wellbeing needs, within the scope of training and school procedures.

Support staff with administrative tasks and day-to-day requests.

Work collaboratively with other office staff and the wider school team.

Be flexible and willing to help wherever needed during busy periods.

Personal Qualities and Attributes

We are looking for someone who:

Is warm, friendly and approachable – someone who naturally makes people feel welcome and valued.

Genuinely enjoys children – understands that working in a school is about people first.

Has excellent communication skills – is confident, respectful and helpful when dealing with a wide range of people.

Is organised and reliable – can manage competing priorities and follow tasks through to completion.

Has strong attention to detail – particularly when managing financial information and school records.

Is confident with technology – comfortable using computer systems, with experience in Xero desirable.

Shows initiative – notices what needs doing and is happy to get stuck in.

Remains calm under pressure – can handle interruptions, unexpected situations and busy office periods with patience and positivity.

Is a genuine team player – willing to support others and contribute to a happy, positive workplace.

Has a sense of humour – enjoys being part of a busy, lively school environment.

Values confidentiality and professionalism – understands the importance of discretion and trust.

Respects and embraces our school culture – demonstrates a commitment to inclusion, cultural responsiveness and the values of Te Tiriti o Waitangi.

Skills and Experience

Strong interpersonal and communication skills.

Good organisational skills and attention to detail.

Confidence using computers, email and general office applications.

Ability to work independently and collaboratively.

Willingness to learn new systems and processes.

Ability to maintain confidentiality and manage sensitive information.

Experience working in an office or administration role.

Experience using Xero or similar accounting software.

Experience processing invoices, reconciling payments or undertaking basic financial administration.

Previous experience working in a school or with children.

Current first aid qualification or willingness to undertake training.

Working Relationships

The Office Assistant will work closely with:

Principal and school leadership team.

Office and administration staff.

Teachers, learning coaches and support staff.

Students, parents and whānau.

Visitors, contractors and external agencies.

What Matters Most to Us

At Lucknow School, our office is much more than a place where administration happens. It is the heart of our school, where children come for help, families come for support and visitors get their first impression of who we are.

We need someone who understands that how we make people feel is just as important as the work we do.

While accuracy, organisation and financial skills are important, we are equally interested in finding someone who brings warmth, kindness, enthusiasm and a genuine care for people.

We can teach systems and processes. Finding someone who naturally makes others feel welcome, supported and valued is what really matters.