Vacancy for a Centre Coordinator
POSITION TITLE: Centre Coordinator
LOCATION: Aio Wira Centre, Bethells/Te Henga, West Auckland
REPORTS TO: The Chairperson, Waitakere Health and Education Trust Board (WH&E Trust Board)
KEY RELATIONSHIPS: Members of the WH&E Trust Board
Guests/Users of the Centre
Wwoofers and volunteer helpers
Contractors and Tradespeople
External Health Practitioners, teachers & guest speakers
PURPOSE:
This role is responsible for providing a variety of administrative services that efficiently and effectively assists the coordination and smooth running of the Centre to provide those using the Centre with a positive experience.
HOURS: 16 hours per week (days and times to be mutually agreed)
General Administration
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Checking answerphone messages, responding to phone calls and email enquiries
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Providing information on the Centre, its activities/events/retreats/accommodation, price lists and other relevant information on request
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Emails and enquiries are forwarded as appropriate to Trust Board members and other key stakeholders
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A calendar of events is maintained and updated electronically and on a yearly planner
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Documents are efficiently filed electronically and in hard files
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Visitors are greeted and shown around the Centre and provided with information
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Tradespeople are met and supported appropriately
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The WH&E Trust Board are provided with a monthly report
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Policies and procedures, are followed and confidentiality requirements are maintained
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Other related administration tasks consistent with the role as requested by the Board of Trustees
Event and Accommodation Bookings & Coordination
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Quotes for events, activities and accommodation are provided and bookings arranged as requested
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Information on recommended caterers is provided
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Volunteers and the Centre’s cleaning contractor are advised of bookings and arrival/departure times
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Bookings are taken for Fasting Retreats using booking templates
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Information on fasting is provided as individually requested and pre fasting booklet sent to all confirmed bookings
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Coordinate health practitioners, yoga teachers and visiting speakers’ session times for the retreat
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Prepare documentation for the fasting retreats in consultation with fasting facilitator
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Advertise the Fasting Retreats on Facebook
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Follow up fasters for balance of payment
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Issue electronic invoices from MYOB for deposits to confirm bookings and final payments for workshop rental space at Aio Wira
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Issue electronic invoices from MYOB to confirm bookings and for final payments for Aio Wira fasting retreats at Aio Wira.
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Enter all other invoice and expenditure data on MYOB for an end of every month balance to be checked by the Finance officer or accounts reconciliation person.
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Confer fortnightly with the WH&E Trust Board Finance Officer
Communication
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Facilitate and provide quality and efficient communication; written and verbal
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Build and sustain positive relationships with all key stakeholders and the community
Health and Safety
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Work is undertaken with due regard to the health and safety of self and others and following H&S guidelines
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Guests are provided with appropriate H&S information
PERSON SPECIFICATION
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Proven working experience in an administration or similar role
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Knowledge of invoicing and MYOB data entry would be advantageous
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Experience in using Microsoft office suite
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Strong written and oral communication skills
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Exceptional integrity and interpersonal skills
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Excellent organizational skills
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Highly responsible & reliable
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Ability to work in a sole charge capacity
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A New Zealand Driver’s licence