Mata Ahupae | Office Coordinator

Job Description:

• Have you got excellent interpersonal, written and verbal communication skills?
• Can you stay calm and confident when communicating with people who are stressed?

• Do you have reception experience providing a high quality, client centred customer service?

Kōrero mō te tūranga - About the role

Te Herenga Waka - Victoria University of Wellington is currently recruiting for a Mata Ahupae - Office Coordinator to join the Mana Taurite me te Oranga Tauira - Student Equity and Wellbeing team on a fixed-term, full-time basis.

This role is based at our Kelburn campus in Wellington and is a fixed-term position until 18 December 2026 to cover a staff secondment.

The Mata Ahupae - Office Coordinator is the welcoming face of the service, providing a high quality reception service to students and others accessing the service. The Mata Ahupae - Office Coordinator also coordinates communications, finance, human resources, and student feedback processes, and works closely with another Office Coordinator to ensure the smooth and effective delivery of services.

Our multi-disciplinary team is high performing and rich in disability expertise. We have 11 office-based staff and provide support to over 2400 students.

Key responsibilities:

• Reception: Provide a welcoming, inclusive and customer focused reception service for students, staff and visitors, supporting timely access to Mana Taurite me te Oranga Tauira - Student Equity and Wellbeing and related support.
• Administration: Provide high quality administrative support for the efficient and effective delivery of Mana Taurite me te Oranga Tauira - Student Equity and Wellbeing services.
• Human Resources: Support recruitment, onboarding and employment administration processes to support staff throughout their employment lifecycle.
• Finance: Coordinate financial administration, including payment of accounts, expenditure tracking and reconciliation activities, to support effective financial management.

• Cross service collaboration: Work closely and collaboratively with University staff and services to facilitate seamless support, referrals and positive outcomes for students.

Ō pūmanawa - About you

Key requirements:

• Proven reception experience providing a high quality, client centred customer service (ideally in a health or disability setting) with excellent customer service skills.

• The ability to maintain confidentiality and personal boundaries.
• Strong organisational skills and excellent attention to detail.
• Excellent interpersonal, written and verbal communication skills.
• An interest in working with financial and human resource systems.
• Knowledge and awareness of the issues for disabled people.
• Ability to stay calm and confident when communicating with people who are stressed.
• Ability to be adaptable, flexible and proactive.
• Strong organisational skills and understanding of administration best practice.
• Advanced Microsoft Office experience and high typing speed (at least 70pwm).
• Proven experience in office organisation and client-centred innovation.
• Proven experience in teamwork, working collaboratively and developing professional relationships.
• Commitment to application of Te Tiriti o Waitangi in an educational context.

We offer you:

• Ability to work from home one day a fortnight.
• Consistent working hours Mon-Fri 8:30am-4:30pm, with no requirement to work after hours.
• Regular supervision and guidance.
• Competitive salary band: $67,591 to $92,821 per annum.
• Professional development.

People enjoy working in our team because we have an innovative culture and they can make a positive difference.

Role Description: Click here to see further information, including salary details.

If this link is not available, click 'apply' to view this on the University careers page.

Close date for vacancy: 20 July 2026.

Contact details for vacancy: If you have any questions regarding this role please get in touch with Amanda Shrapnell for a confidential discussion (04 463 0061, [email protected]).

How to apply: Please ensure you are applying for this role directly on our careers page and not via email. Candidates must submit supporting documents along with their resume, such as a cover letter. Applicants who do not have residency or citizenship and require a visa to work at the University must clearly indicate their visa status in their application and understand that if they do not have a current, relevant visa, they will need to secure this independently.

Applications will be reviewed as they are received, and we may progress with suitable applicants prior to the application closing date.

About Us

Mō Te Herenga Waka - About Our University

Te Herenga Waka - Victoria University of Wellington is renowned for its high-quality research and exceptional teaching. We attract people from around the world. Our university campus spans Te Whanganui-a-Tara Wellington - the creative, scientific and political centre of Aotearoa New Zealand - and our students thrive on the connections we have made here.

Explore the many benefits of working at Te Herenga Waka - Victoria University of Wellington. Find out where you fit in our strategic direction and learn more about our research expertise.