Administration Lead

Purpose:

The purpose of the Administration Lead role is to ensure the smooth and efficient operation of NRF by providing comprehensive administrative, governance, and operational support. This includes proactive assistance to the CE and Senior Leadership Team, coordination of Board and committee administration, financial and grant support, HR and recruitment processes, IT and systems management, collating of data and insights and general office and fleet oversight.

With no day looking the same, the Administration Lead is someone who thrives in a dynamic and fast-paced environment. A positive service ethos with an unwavering commitment to 'team' and supporting proactive solutions is central to this role's success. Quality and attention to detail matters, as well as a focus on proactively identifying opportunities for improvement.

KEY ACCOUNTABILITIES

CE/SLT Support

• Provide proactive support to the CE ensuring administration, scheduling and meeting commitments are optimised to maximise strategic priorities.
• Arrange and manage logistics (meeting bookings, venues, catering, travel), for CE, SLT and all staff meetings, ensuring agendas and materials are prepared and circulated in advance.
• Assist the CE as required with processing expense claims, credit card transactions, and travel requirements accurately and within agreed timeframes.
• Ensure timely, accurate, and professional communication across SLT and Board matters, with meticulous attention to detail on key documents.
• Maintain confidentiality and discretion in handling sensitive information, while leveraging digital tools to streamline workflows and improve efficiency.

Board Administration and Logistics

• Establish and communicate to SLT clear timeframes for the completion of Board papers ahead of final review from the CE, ensuring quality, accuracy, and alignment with NRF's strategy.
• Arrange logistics (meeting bookings, venues, catering, travel, dinners) for Board, Audit & Risk and any other sub-committee meetings.
• Act as a key point of contact for Board Members on logistical and administrative queries, providing timely and professional support.
• Support the CE/Head of Operations and Finance with Board correspondence ensuring confidentiality and compliance with NRF governance policies.
• Prepare, finalise, and distribute accurate, action-oriented minutes for Board and sub-committee meetings within agreed timeframes, ensuring clear accountability for follow-up actions.
• Utilise digital tools and platforms to streamline Board administration processes and improve efficiency.

Finance, IT and system support

• Assist with preparation, submission, monitoring, and reporting of grant funding applications, ensuring compliance with funder requirements.
• Provide support to the Finance team during peak periods, including processing invoices, purchase orders, reconciliations, and transaction entries in line with NRF policies.
• Act as first point of contact for staff IT queries, escalating to providers as required, and maintain system access rights and permissions.
• Support implementation, training, and documentation for all systems and processes, ensuring data integrity and compliance with privacy/security standards.
• Support with providing data and insights to CE, SLT, and Board by collating information from Finance, HR, and operational systems to support decision-making and reporting.
• Identify opportunities to streamline HR and administrative processes through technology and continuous improvement initiatives.
• Collaborate with Finance, HR, and Operations teams to ensure accurate reporting and adherence to NRF governance and financial policies.

HR Support

• Manage NRF's Employment Hero HR system, ensuring accurate employee records, contracts, compliance documentation, and timely updates. Generate HR reports and insights to support workforce planning and decision-making.
• Support recruiting managers by posting job advertisements via Employment Hero and other recruitment portals, ensuring consistency with NRF branding and compliance requirements.
• Coordinate recruitment logistics including interview scheduling, reference checks, pre-employment checks and preparation of required paperwork maintaining accurate records throughout the process.
• Deliver a professional and welcoming onboarding experience by scheduling induction meetings, supporting staff integration, and ensuring Employment Hero records are complete.
• Support the line manager with staff exit process, including coordination of exit interviews, farewell engagements, collection of NRF property and equipment and documentation of insights for continuous improvement.
• Ensure all HR processes comply with employment legislation, NRF policies, and confidentiality requirements.

Office Management

• Liaise with Tātaki Auckland Unlimited, suppliers and trades staff to ensure the physical work environment is clean, tidy and well maintained at all NRF offices.
• Attend Tenants meetings as NRF's representative
• Issue and monitor access to buildings as required
• Order stationery and office supplies
• Manage mail and parcels (incoming and outgoing)
• Organise office catering and milk distribution

Vehicle Fleet and Mobile Phones

• Manage the NRF vehicle fleet ensuring vehicles are maintained to a high standard, compliant with WOF, RUCs, registration, insurance and company policy including oversight of the general condition, care and repairs in line with Ford arrangement.
• Keep accurate records of service history, mileage, fuel usage, and costs, and manage supplier relationships to ensure cost-effective and timely servicing.
• Manage NRF's mobile phone contract, including procurement, allocation, maintenance, and issue resolution of any staff devices and act as the first point of contact for staff mobile queries.

PERSON SPECIFICATIONS

Skills, Knowledge and Experience

• Proven experience as executive administration, office management or similar senior support role
• Strong knowledge of governance processes, including preparation of Board papers, minute-taking, and compliance with organisational policies
• Experience in programme and project management, planning and the ability to manage and prioritise multiple and competing tasks to meet deadlines and produce quality results
• Experience in financial administration (invoices, reconciliations, expense claims) and grant funding processes. Some experience in managing budgets.
• Proficiency in IT systems and digital tools for workflow management, data reporting, and system administration
• Experience in coordinating logistics for meetings, events, and travel arrangements
• Knowledge of health and safety obligations under the Health and Safety at Work Act
• Familiarity with fleet management, supplier liaison, and contract oversight
• Exceptional written and verbal communications skills

Competencies

• Ability to understand the wider picture, proactively identify opportunities and emerging issues
• Strong attention to detail and appreciation for quality execution with a willingness to go the extra mile to achieve just that
• Maintain a high degree of accuracy in recording, checking documents and providing information
• Strong ability to deliver a high level of customer service to all internal staff and external stakeholder groups.

Personal Attributes

• Strong attention to detail and accuracy
• Collaborative Team player
• Ability to work unsupervised, outside of normal business hours and manage delivery of outcomes
• Highly professional "can-do" attitude, proactive and committed to continuous improvement
• Ability to manage conflicting priorities, resilient and maintains performance under pressure strong communication.

For a copy of the full job description, please visit our Careers Page -