Office Manager

• Minimum 30 hours per week guaranteed, Monday to Friday
• 2 years of relevant work experience and/or bachelor qualification.
• Knowledge of Early Childhood Education (ECE) systems and Ministry of
  Education (MoE) and Education Review Office (ERO) requirements, including
  funding regulations.
• Experience managing financial administration, including accounts payable and
  receivable, payroll processing, transaction reconciliation, invoicing and financial
  record-keeping.
•  Experience using Student Management Systems (SMS)
• Experience using Xero, Discover SMS, Educa and Google Drive
• Applicants must pass pre-employment drug test.
• Applicants must provide a CV.
  
• Full New Zealand driver licence.
• Satisfactory police vetting clearance, as required for the role.

Key Responsibilities:

Administration, Governance and Reporting 

• Manage, oversee and continuously improve the Centre’s day-to-day
  administrative systems, procedures and workflows, ensuring efficient operations
  and consistent administrative standards.
• Oversee and administer the complete enrolment process for prospective and
  existing families, ensuring enrolment records, documentation and associated
  processes are accurate, complete and up to date.
• Coordinate and manage recruitment administration, including preparing and
  advertising vacancies, coordinating applications and interviews, and facilitating
  recruitment processes in consultation with the relevant decision-makers.
• Maintain oversight of staff employment records and personnel documentation,
  ensuring records are accurate, confidential, securely stored and maintained in
  accordance with applicable requirements.
• Oversee police vetting, pre-employment checks and onboarding procedures for
  staff and contractors, ensuring all required documentation and processes are
  completed and appropriately recorded.
• Manage the Centre’s family billing processes, including the preparation and
  distribution of fortnightly invoices, monitoring outstanding fees and payments,
  maintaining accurate account records, and acting as the primary point of
  contact for family fee enquiries and account-related matters.
• Contributing to the planning and review of office services, and setting priorities and office service standards.
• Allocating human resources, space and equipment
• Assigning work to and monitoring work performance of staff
• Managing records and accounts of the office liaising with Professionals to coordinate office business and to facilitate resolution of problems
• Ensuring office equipment and supplies are maintained
• Ensuring compliance with occupational health and safety regulations
• Ensuring work complies with relevant government legislation, policies and procedures
  coordinating personnel activities such as hiring, promotions, performance management, payroll, training and supervision

Finance and Payroll

• Manage and oversee the Centre’s day-to-day financial operations, including the
  administration and effective use of Xero, BNZ banking services and Discover,
  ensuring financial systems operate accurately and efficiently.
• Maintain oversight of the Centre’s financial records, reporting processes and
  account reconciliations, ensuring financial information is accurate, complete
  and maintained in accordance with relevant requirements.  
• Manage the end-to-end administration of invoicing, receipts, accounts payable
  and receivable, payroll processing, GST returns and bond accounts, ensuring
  transactions are processed accurately and within required timeframes.
• Oversee payroll administration, ensuring employee pay information, hours, leave
  records and payroll documentation are maintained accurately and processed in
  accordance with employment agreements and applicable requirements.

Communication, Relationships and Professional Practice

• Acting as the primary point of contact for families, visitors and external
  stakeholders and ensuring professional, welcoming and consistent
  communication.  
• Manage communication processes with parents and caregivers, responding to
  enquiries, coordinating information requests and ensuring matters are directed
  to the appropriate personnel for resolution.  
• Oversee the administrative coordination of new family enrolments, ensuring
  prospective and incoming families receive relevant information, documentation
  and guidance to support a smooth transition into the Centre.  
• Coordinate and manage the Centre’s communication channels, including
  newsletters, website content, social media, noticeboards and other
  communication platforms, ensuring information is accurate, current and
  consistent with the Centre’s policies and values.
• Establish and maintain positive working relationships with families, community
  organisations, external service providers and other stakeholders, supporting
  effective collaboration and the Centre’s standing within the local community.