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

  • Checking answerphone messages, responding to phone calls and email enquiries

  • Providing information on the Centre, its activities/events/retreats/accommodation, price lists and other relevant information on request

  • Emails and enquiries are forwarded as appropriate to Trust Board members and other key stakeholders

  • A calendar of events is maintained and updated electronically and on a yearly planner

  • Documents are efficiently filed electronically and in hard files

  • Visitors are greeted and shown around the Centre and provided with information

  • Tradespeople are met and supported appropriately

  • The WH&E Trust Board are provided with a monthly report

  • Policies and procedures, are followed and confidentiality requirements are maintained

  • Other related administration tasks consistent with the role as requested by the Board of Trustees

Event and Accommodation Bookings & Coordination

  • Quotes for events, activities and accommodation are provided and bookings arranged as requested

  • Information on recommended caterers is provided

  • Volunteers and the Centre’s cleaning contractor are advised of bookings and arrival/departure times

  • Bookings are taken for Fasting Retreats using booking templates

  • Information on fasting is provided as individually requested and pre fasting booklet sent to all confirmed bookings

  • Coordinate health practitioners, yoga teachers and visiting speakers’ session times for the retreat

  • Prepare documentation for the fasting retreats in consultation with fasting facilitator

  • Advertise the Fasting Retreats on Facebook

  • Follow up fasters for balance of payment

  • Issue electronic invoices from MYOB for deposits to confirm bookings and final payments for workshop rental space at Aio Wira 

  • Issue electronic invoices from MYOB to confirm bookings and for final payments for Aio Wira fasting retreats at Aio Wira. 

  • 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. 

  • Confer fortnightly with the WH&E Trust Board Finance Officer

 
 Communication

  • Facilitate and provide quality and efficient communication; written and verbal

  • Build and sustain positive relationships with all key stakeholders and the community

 

Health and Safety

  • Work is undertaken with due regard to the health and safety of self and others and following H&S guidelines

  • Guests are provided with appropriate H&S information

PERSON SPECIFICATION

  • Proven working experience in an administration or similar role

  • Knowledge of invoicing and MYOB data entry would be advantageous

  • Experience in using Microsoft office suite

  • Strong written and oral communication skills

  • Exceptional integrity and interpersonal skills

  • Excellent organizational skills

  • Highly responsible & reliable

  • Ability to work in a sole charge capacity

  • A New Zealand Driver’s licence

Please click                     for a job application form and send it to aiowirahr@gmail.com by 29 January.