Te Kaha Project Administration Officer

6 months ago

Christchurch, New Zealand Christchurch City Council Full time

Do you want to play a part in of one of Christchurch's significant projects? We are looking for a Project Team Office Administrator to join us, supporting and partnering with the team responsible for the Te Kaha Multi-use Arena, who can keep the team on point.

Here at the Christchurch City Council, we know our strength comes from our people, working together as one team to deliver our services. When you join us, you will be getting involved first hand, by providing reliable information to our community.

**About the role**:
We are looking for someone eager to contribute, juggle and be the glue that holds our team together. The scope of this part-time flexible role (up to 30 hours per week) will reflect the enthusiasm and energy you bring, and tasks required by the team.

Your responsibilities will include:

- Taking charge of important document preparation and secretarial duties, ensuring accuracy and timely completion
- Partner and collaborate with our project team to manage our programme of work
- Meeting coordination, preparation and minute taking functions including preparing agendas, board papers, maintenance of documents, reports and presentations
- Ensuring appropriate project documentation is maintained and appropriate approvals obtained. From project activity commencement, raise and maintain/amend purchase orders, set up new vendors, ensure correct authorisations received, and arrange payment of invoices.
- Updating and maintaining databases, job files, business plans and other documentation
- Administration of the document controls and document management systems
- Administration and follow-up on requests for information and following up on responses
- Championing our technical systems for team members.

**About You**:
You're an enthusiastic and experienced administrator with great communication skills, highly flexible and adaptable. You are confident and proactive; you can build relationships at all levels of the organisation. You will be known for your organisation and planning skills and be technologically savvy.

You will love to get involved with the team and what they do. Flexible hours will allow you the opportunity to have a great work-life balance while continuing to grow and advance your career in a supportive and collaborative organisation.

You will also demonstrate and have the following skills and experiences:

- Proven experience in providing secretarial and executive support at Board level or similar preferred
- A knack for time management - you can juggle priorities effortlessly
- Keen attention to detail - nothing escapes your watchful eye
- Initiative and adaptability - you're always looking for ways to improve processes and systems
- A team player with a positive attitude - your can-do spirit brightens up any room
- A true champion of our company values of Service, Accountability, Integrity, and Engagement
- Minimum of 5 years' experience in a previous Senior Secretarial role; or Senior administrative role
- Ability to exercise discretion when dealing with confidential/ sensitive work

**What you'll get in return**:
Working for the Christchurch City Council allows you to contribute directly to the community and make a positive impact on the lives of residents and visitors. You will also benefit from:

- Access to training programmes, workshops, and development opportunities
- Flexible working arrangements - WFH, adjustable start and finish times, option to purchase extra leave.
- Collaboration - exposure to wider areas of the organisation
- Benefits - a variety of benefits for Council staff from health schemes to retail discounts.

Through collaboration, innovation, and a strong commitment to community, the council provides an environment where one's skills and passions can shine, making it an exceptional choice for those seeking purpose and impact in their career.

Feel like you don't meet every single requirement of the job description?

**Additional information**:

- Hours of work_ - Flexible and upto 30 hours a week
- Location_ - This position is primarily based at 53 Hereford Street, Christchurch_

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