Finance and Administration Officer

FINANCE AND ADMINISTRATION OFFICER

Position description

Employer:   Rotorua Womens Refuge – Te Wāhi Whakaora

Reports to:   Manager

Hours: hours per week, Monday to Friday

Te Wāhi Whakaora:

We provide services to women and their children who are victims, or at risk of physical, emotional, mental or sexual abuse primarily through emergency accommodation and support in the community.  We are committed to providing a quality service that uplifts and maintains the mana of whānau as central to their wellbeing.

Tēnei tūranga – About the role

The Finance and Administration officer provides financial and administrative support to the office assisting management to meet strategic and operational goals.  The key purpose of this role is to provide excellent, accurate and timely financial and administrative support to the management team and staff.

This role supports a team who provide support to whānau impacted by family violence.  Te Wāhi Whakaora has zero tolerance for any behaviour that is deemed as abusive including physical, psychological and verbal abuse.

Ngā herenga – Requirements of the role

This role requires a reliable and competent professional who will serve as the central point of contact for staff, clients, and vendors. The role is crucial for ensuring the office runs smoothly and efficiently, providing vital support to management and all team members in a timely and professional manner.  This role requires someone who can contribute to a positive team culture by developing and maintaining good internal working relationships.

Personal specifications:

Qualifications:

• A qualification in Business Administration or a related field is preferred.

Experience:

• Working in a position requiring attention to details, excellent organisational skills and an ability to work unsupervised.
• Financial and budget management, including knowledge of financial and accounting concepts.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint) or Google Workspace.
• Familiarity with office management software (e.g., database systems or accounting software) is a plus.
• Meeting deadlines and coping with fluctuating workflows and external pressures.
• A solid understanding of the dynamics of family violence and an empathetic approach.
• Proven experience as an Office Administrator, Administrative Assistant, or in a similar clerical role.
• Solid knowledge of office procedures and basic accounting principles.

Skills and Attributes:

• Good oral and written communication to interact professionally with staff, whānau and others.
• Sound analytical, judgement and problem-solving skills
• Punctual and efficient.  Task focused to complete jobs effectively and efficiently
• Exceptional organisational skills - Ability to multitask, prioritize a heavy workload, and manage time effectively with a strong attention to detail

Personal Attributes:

• Honesty and integrity in all transactions and interpersonal interactions.
• Genuine desire to deliver delightful customer service, both internal and external.
• Ability to learn from new experiences and situations and welcomes feedback and input from others.
• Receives feedback well
• Good self-awareness
• Commitment to uplifting and empowering others in a mana enhancing way
• A proactive and solution-focused mindset to resolve issues as they arise.
• Friendly, approachable, and discreet when handling confidential information.
• Initiative: A self-motivated and resourceful professional who can work independently with minimal supervision.
• Flexibility – ability to respond to crisis, support the team as requested by Management.
• Demonstrate a commitment to the Kaupapa of Womens Refuge by being an advocate and positive role model of violence free behaviour in all contexts, always.

Takohanga tuhinga o mua – Key accountabilities and deliverables:

Financial management:

· Demonstrate sound understanding of accounting software (Xero).

· Support the Manager to prepare annual budget.

· Timely processing of accounts payable.

· Processing and management of payroll.

· Daily banking, monthly bank reconciliation, budget monitoring and reporting and year end reporting.

· Accruals, fee refunds.

· Asset Register management.

· Petty Cash Management.

· Completing audits and providing auditing reports.

· Process and track funding applications including payments.

· Complete purchases and payments as per purchase authorisation forms and finance payments process

· Apply for funding and sponsorship from charitable organisations and/or trusts as directed.

· Any other financial tasks as requested by Management

Administration functions:

Management and completion of administration support functions as required for the efficient and productive operation of the office, including but not limited to:

· Office Management:

o    Monitor and maintain office supplies and inventory, placing orders as needed.

o    Manage and coordinate all office equipment, including scheduling recurring maintenance and repairs.

o    Maintain a clean, organised, and functional workspace for all team members.

o    Ensure compliance with all workplace health, safety, and security standards.

· Administrative and Clerical Support:

o    Greet visitors, answer and direct incoming phone calls, and manage general email inquiries.

o    Demonstrate manaakitanga, greeting, attending to and offering cup of tea to manuhiri.

o    Handle incoming and outgoing correspondence, such as mail and deliveries.

o    Organise and schedule meetings, appointments, and travel arrangements for staff and management.

o    Prepare meeting agendas, take detailed minutes, and distribute them to all relevant parties.

o    Create, format, and edit documents, reports, and presentations.

o    Support with policies and procedures including but not limited to participation in reviews and development.

o    Maintain and update company records, databases, and filing systems, both physical and digital.

o    Participate and support with compliance including audits.

o    Coordinate, process and maintain administration functions, including filing, contact lists, phones, computers, meeting requirements etc

o    Ensure desk file is current.

· HR Support:

o    Provide support for HR tasks, including coordinating the onboarding and induction process for new employees.

o    Ensure you actively engage with your own performance plan.

o    Undertake all mandatory training in line with refuge policy and as directed by Management.

o    Fulfil mutually agreed goals from performance appraisal.

o    Opportunities for personal and professional development in line with your role as agreed with Management are taken.

· Interdepartmental Coordination:

o    Support staff with administrative requests.

o    Assist in planning and organizing office events and team-building activities as requested by Manager.

o    Demonstrate flexibility and attend to unexpected problems.

o    Attend and actively participate in staff meetings.

o    Coordinate travel, accommodation, and training as requested by Management.

· Health and Safety Officer

o    Represent staff on health and safety matters, acting as a liaison between staff and management (PCBU) to identify hazards, investigate risks and promote a safe work environment.

o    Complete bi-annual fire drill evacuations at the office and safe house/s

o    Maintain the hazards, incident and accident registers.

o    Complete monthly vehicle maintenance checks

o    Hazard site checks to be completed 3 monthly.

· Other:

o   Must be a New Zealand citizen or hold a New Zealand Permanent Resident Visa.

o   Must have a legal right to live and work in the country

Applications close: 5pm, 23 November 2025