Office Administrator (Kidz@Wintec)

The Wintec Team

You and the Wintec Team

You’ll be part of the team at Wintec, which aims to strengthen the community on many levels (ki te whakakaha i te iwi hāpori mā te ara matauranga, rangahau arā umanga whanakenga). Your qualifications and industry experience will help us provide the best education, the most modern facilities and the latest technology to students locally, nationally and worldwide.

Connected to the World

You’ll also help Wintec stay connected to business and the community so our students can gain on- the-job experience and graduate work ready. We’ll support you to enhance your own qualifications and experience, extend your skill sets and expand your industry and educational connections locally and globally.

Working at Wintec

If you enjoy the challenge of new ideas, the satisfaction of a job well done and the success that comes with great teamwork, you’ll love working at Wintec!

Role Purpose

1. To provide a high standard of administrative support to the Manager. 2. To provide effective support to the members of Kidz@Wintec team. 3. To provide a friendly and professional reception for clients and students. 4. To contribute to the effective and efficient operation of Kidz@Wintec. 5. Assist in Under Two and Over Two centre over lunch periods and when required.

Employment Details

Location The appointee will be based at Hamilton City campus, but may be required to work at other sites.

Reports to Manager - Childcare Centre

Remuneration $39,200 to $51,500 per annum

(An indication ONLY)

Band Band 2 ($39,200 - $51,500)

Direct reports Nil

Financial authority Nil

Functional relationships Internal Kidz@Wintec Staff;

External Children, and the parents of children using the services of Kidz@Wintec. This will include students and employees of Wintec. Government agencies Accountable for Successful when

Customer Service Provide a friendly and professional reception for Kidz@Wintec clients as well as internal and external visitors. Responsible for ensuring that the entrance and office area is clean and tidy to ensure that a positive and professional first impression of Kidz@Wintec is presented to welcome visitors. Working relationships with Kidz@Wintec staff, the Manager, Team Leader and other colleagues in other Wintec departments are developed and maintained to ensure collaboration. Assist in Under Two and Over Two centre over lunch periods and when required. The Office Administrator will assist children with their lunches, carry out any household tasks and assist children at play whilst ECE teachers get others to bed.

Provide professional Provide administration support to in a professional and timely manner. administrative support Prepare and print hard copies of paperwork required for daily operational for the Manager and purposes. wider team. Responsible for the administration function, including typing, record keeping and filing, photocopying, mail collection and delivery. Ensure maintenance of office equipment and stationery requirements, including order of photocopy paper. Ensure security and confidentiality of all documents and information are maintained at all times. Role model and encourage others to ensure that no personal information is obtained or disclosed in the whanau area. Financial records are accurately kept, maintained, and reported to Finance on a Monthly and annual basis.

APT Child Management Develops and maintains advanced knowledge and skills in the use of the system (database) is APT software. maintained Is responsible for entering, maintaining, monitoring and updating data and enrolment records to ensure accuracy of enrolment data and dates. Responsible for processing payments from finance, for preparing invoices for clients and reconciling financial records. Provides weekly reconciliations of payments (parent fees and WINZ) that correspond.

Accountable for Successful when

Loading client WINZ payment records are reconciled to individual client accounts, and information to Work and are checked against approved hours to ensure full payment is received. Income NZ Communicates information with clients in relation to data collection, WINZ payments and review dates whilst maintaining confidentiality of information and client entitlements. Reconciles schedules to Finance Tech 1 notifications for Kidz@Wintec accounts. Provides information to Develops and maintains knowledge and awareness of MOE funding the Ministry of Education models and application to Childcare environment. Information may be (MOE) gained from online and print sources, including the MOE funding book. MOE records for KIdz@Wintec are printed and reconciled Documents absence records as required. Records - National student numbers (NSN's) and Early Learning Info ELI) are forwarded to MOE in a timely manner. Prepare MOE funding claim with input and final approval from the Manager.

Health and safety Significant hazards in the area of responsibility are identified, management documented and reviewed annually or as new hazards emerge. accountabilities are Significant hazards are eliminated, isolated and/or risk minimised. Staff in understood and applied. the area of responsibility are involved in the hazard management Individual and staff H&S process. outcome and objectives are reviewed at least Relevant H&S training is identified and completed for key staff and those annually. with specific job/training requirements. Work accidents and incidents are reported as soon as possible after occurrence; investigation reports are completed and recommendations considered. Accountable for Successful when

Wintec culture Observes Wintec’s mission, strategies, priorities and values in all activities. Follows all Wintec policies and procedures and legislative obligations. Demonstrates an understanding and commitment to the principles of the Treaty of Waitangi and Equal Employment Opportunities (EEO). Demonstrates an understanding of and commitment to Wintec’s mission, strategies, priorities and values. Promotes equity and diversity in the workplace; builds mutual trust; and treats staff equitably, transparently, fairly and in a culturally appropriate manner. Undertakes continuous improvement and development of systems, procedures and service to ensure Wintec maintains and develops its position as a leading provider of vocational education and training.

Other duties Performs other duties as may be reasonably required from time to time.

Our Values

Working Together We work collaboratively within and outside our organisation. We form partnerships, openly communicate, share expertise and try new things. Mahi tahi

Challenge and Innovation We are leaders, so we challenge ourselves and others to look for ways to do things better and to embrace innovation and achievement. Whakaaro whānui

Customer Focus Students, employers and colleagues in the organisation are all our customers. We drive our organisation from their needs, and act with Manaaki tangata purpose, creativity and energy to exceed their expectations.

Valuing People We treat everyone with courtesy and respect, without prejudice and valuing different perspectives. We involve and listen to others, and Whakamana i te tangata recognise them for their contribution; always acting with integrity.

Taking Ownership We are all responsible for the overall success of our organisation, and are accountable for our actions and results. We make quality decisions based Kia tika on sound information and we learn from our mistakes in a ‘no blame’ culture.

Improvement and We are committed to setting high standards and continually improving Opportunity what we do. We are passionate about extending opportunities to students, employers and the wider community. Kia tupu, kia hua Competency Specification

Education / training NCEA Level 3 or equivalent

Experience Administration experience in a Childcare environment Previous experience in accounting or book keeping is essential Previous experience of APT Child management systems. Previous experience of ECE Ministry of Education funding requirements.

Typical knowledge, skills and Is sensitive to the needs of others and how to manage confidential attributes information Able to exercise judgement in problem solving. Ability to be innovative, to question the status quo and to adapt to changing circumstances. Ability to use initiative. High level of attention to detail Highly developed interpersonal and relationship skills. Demonstrated ability to work with colleagues to resolve issues and meet agreed outcomes.