Support Coordinator-Administrator

Hearts & Minds; Auckland; On-site; NZD 47,000 - 50,000; Part time

Job summary

Hearts & Minds NZ is seeking a Support Coordinator-Administrator to be the frontline contact for clients navigating mental health and wellbeing services, bringing warmth and strong organisational skills from day one.

This on-site role in Rosedale, Auckland handles bookings, invoicing, triage, data entry in Zoho CRM and Cliniko, and links clients with health and community services while supporting our Wellbeing & Resilience Programme.

Qualifications

• Experience in mental health, social services, or community work is an advantage.
• Excellent administration and organisational skills to keep tasks running smoothly.
• Strong communication skills with diverse people.
• Proficiency with CRM systems, Microsoft Office, and digital tools.

Responsibilities

• Frontline client engagement (in-person, phone, email).
• Managing counselling bookings, waitlists, invoicing and payment records.
• Triage and screening of new clients entering the Wellbeing Programme.
• Accurate client data management in Zoho CRM and Cliniko.
• Connecting clients and whānau with health and community services.
• Supporting coordination of the Wellbeing & Resilience Programme.
• Providing support for events.

Skills

Frontline client engagement

CRM systems

Microsoft Office

Communication skills

Attention to detail

Organisational skills

Cultural competence

Te Tiriti o Waitangi

Tools

Zoho CRM

Cliniko

Job description

Support Coordinator-Administrator

Fixed-Term (12 months)

Are you an admin superstar with a genuine passion for people and community wellbeing? Hearts & Minds NZ is looking for someone who brings both exceptional organisational ability and real warmth to every interaction.

This frontline role sits at the heart of our organisation. You will be one of the first points of contact for clients navigating mental health and wellbeing services, making every person feel genuinely supported from day one.

About the Role

• Frontline client engagement (in-person, phone, email)
• Managing counselling bookings, waitlists, invoicing, payment records
• Triage and screening of new clients entering our Mental Wellbeing Programme
• Accurate client data management in our Zoho CRM and Cliniko booking system
• Connecting clients and whānau with health and community services
• Supporting coordination of our Wellbeing & Resilience Programme
• Providing support for events
• This is a 12-month Fixed-Term contract- to commence from January 2027
• Hours: Monday–Thursday, 5 hours per day | Location: Rosedale, Auckland (on-site)
  Pay: $34.00/ $36.00hr

About You

We are looking for someone who can see the bigger picture while maintaining excellent attention to detail. Someone who doesn't just complete tasks, but can keep track of multiple priorities, anticipate what needs attention and take responsibility for ensuring things run smoothly.

You are warm, calm under pressure, and highly organised, and find purpose in supporting people through challenging times. The ideal candidate will have:

• Qualifications and/or experience in mental health, social services, community work, or a related field is an advantage
• Outstanding administration and organisational skills; you keep things running like clockwork
• Excellent communication skills; you are a natural with people from all walks of life
• Confidence with CRM systems, Microsoft Office, and digital tools
• Cultural competence and a commitment to Te Tiriti o Waitangi principles
• A strengths-based, solutions-focused approach to your mahi

You don’t necessarily need to come from a traditional administration background, but you do need to be highly capable, proactive and confident in managing a busy and varied workload. Experience in the mental health or community sector is valuable, but it needs to be matched with strong organisational ability. We’re looking for someone who can bring both.