Office Administrator

Overview

Position Title : Office Administrator

Reports to : Operations Manager

Position responsible for :

Receptionist

Key Relationships :

Internal - All staff; External - Visitors, Contractors, Participants

Purpose :

Advancing Global Health — Our Values : We Do What's Right, We're In It Together, We Strive for Excellence, We Find Better Ways

The purpose of this role is to ensure the smooth and efficient running of daily office operations by providing administrative support, coordinating workflows, and enabling the team to focus on their core responsibilities.

The Office Administrator acts as the central point of contact for staff, suppliers, and visitors, maintaining an organised, professional, and welcoming workplace.

Responsibilities

Administrative Support & Office Management

Oversee the daily operations of the office to ensure a productive and efficient workplace.

Maintain office supplies, equipment, and facility needs, liaising with vendors, service providers and the property manager.

Organise meetings, book conference rooms, and prepare meeting materials as needed.

Manage incoming and outgoing mail, deliveries, and shipping logistics.

Manage reception-related systems such as Uber, Vistab, Gallagher and Countdown.

Security & Access

Liaise with the security provider to manage alarm and security issues.

Manage alarm codes, staff and door access on security system, issue security swipes to new staff or vendors in line with procedures.

Supervision of Receptionist

Supervise and support the Receptionist in daily duties, ensuring professional front-desk operations.

Train, coach, and provide ongoing feedback and performance reviews for the Receptionist and any RA reception cover activities.

Ensure coverage for the front desk during breaks, absences, or high-traffic times.

Develop and maintain procedures and scripts for the Receptionist to handle calls, visitors, and deliveries professionally.

Communication & Coordination

Serve as the point of contact for internal communications related to office procedures and updates.

Coordinate with IT, P&C, and Facilities to support onboarding and safety regulations.

Record Keeping & Compliance

Maintain accurate records for office-related purchases, budgets, and vendor contracts.

Ensure logs and systems are audit and inspection ready at all times.

Ensure the office complies with company policies and health and safety requirements.

Ensure all participants sign in and out for their visits.

Act as chief fire warden.

Quality

Maintain compliance with all New Zealand Clinical Research standards, protocols, and regulatory requirements, adhering to Good Clinical Practice (GCP).

Regularly evaluates, documents, and refines clinical and operational processes to enhance accuracy, consistency, and overall quality.

Assists in training employees in quality standards, policies, and procedures, ensuring all team members understand and implement best practices.

Ensures accuracy, consistency, and currency in all research documentation and reporting, including accurate record-keeping, version control and timely updates.

Workplace Health and Safety

Champions a culture of health and safety, ensuring preventative measures are in place to minimize risk to team members and participants.

Actively identify and report health and safety hazards, accidents, incidents, injuries, and property damage.

Understands and complies with NZCR's Health and Safety policies and procedures.

Maintains adherence to all safety standards and processes.

Commits to personal health and safety at work.

General

Undertaking any other appropriate duties that may be required.

Value Based Behaviours

We Do What's Right

: Use your best judgement to make the right decision; Follow through on commitments; Show respect and compassion with a goal to always do good; Act openly, honestly, and constructively.

We're In It Together

: Participate and build connections with others; Value other contributions; Celebrate the wider team's success; Consider the impact of your actions on others.

We Strive For Excellence

: Have high standards for yourself and do your best to achieve them; Follow process and protocols to your best ability and ask for help when you are stuck; Share your knowledge and help others to succeed; Learn from mistakes and identify opportunities to improve.

We Find Better Ways

: Look out for how to do things better; Approach change with an open mind; Have a curious and proactive approach in seeking the best outcome; Look for opportunities to grow and develop yourself.

Minimum Position Qualifications

Experience

: Relevant experience working in a receptionist role; preference for experience in a health care environment or service industry environment.

Knowledge, Skills & Experience

Essential : Strong communicator and multitasker who thrives in a dynamic environment; Professional demeanor with a customer-service orientation; Strong problem-solving and decision-making skills; Collaborative team player with leadership potential.

This position description is subject to review and alteration to reflect the changing requirements of your position and the business.

Any changes to your position description would be done in consultation with you.

#J-18808-Ljbffr