ECE Office Administrator

A Kaitaia based educare centre caring for children aged 5 months to 4 years is seeking an Office Administrator to join their vibrant team. The start date will be in January 2025.

This role is central to ensuring the smooth operation of their centre and maintaining strong connections with staff, whanau (families) and external stakeholders.

In this role, you will liaise with the Centre Manager, Office Manager, colleagues, children, parents/caregivers, visitors, auditors, and professional agencies.

Your duties will include, but are not limited to: • Maintaining and updating records for children and employees, including enrolment details, timetables and attendance. • Keeping track of attendance registers and preparing sign-in sheets. • Managing correspondence, distributing mail and answering calls. • Managing enrolments, waitlists and creating enrolment and application packs for children and staff • Posting updates on Educa (online notice board) and creating notices for families and staff. • Completing safety checks for employees, scanning and photocopying documents and ensuring all forms are signed and processed accurately. • Generating reports for Early Learning Information (ELI) monthly confirmation, Frequent Absence Reports and Ministry of Education (MOE) as required • Processing invoices, payments, fees (including WINZ childcare subsidies), and manage outstanding debts. • Completing monthly attendance checks and confirming enrolment details with parents/caregivers • Responding to enquiries from parents, caregivers and staff via phone, email, or in-person. • Conducting regular checks on First Aid and Civil Defence kits and familiarising yourself with emergency procedures to assist with drills • Ordering and managing office supplies and resources, including using online shopping for PaknSave weekly grocery orders, as the centre provides cooked meals for the children.

If you want to be part of a supportive and friendly team dedicated to nurturing young minds, we would love to hear from you!

1. Proven experience in office administration or a similar role, preferably in an educare or childcare setting 2. Proficiency in Microsoft Office & familiarity with online systems such as Educare would be an advantage 3. A friendly and professional attitude with a proactive approach to problem-solving 4. Excellent communication skills & able to work collaboratively and maintain confidentiality. 5. Strong organizational and time-management skills with high attention to detail. 6. Able to pass a pre-employment drug test and Ministry of Justice police check 7. Familiarity with XERO is essential as you will be managing the centre’s financial tasks including invoices, payments and reconciling accounts 8. A commitment to Te Tiriti o Waitangi is essential, supporting the bicultural partnership in Aotearoa New Zealand and guiding practice through the Te Whariki early childhood curriculum.