Te Horo School - Actions Speak Louder than Words - Ma Te Mahi Kihai Te Korero

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Job Vacancy

Office Assistant 


Reports to:         Office Manager / Principal / Board of Trustees 

Hours of Work:        Monday – Friday, 10 hours per week, term time only (8.30-10.30am) 


The role of the Office Assistant is expected to maintain an excellent impression of Te Horo School by phone, email and in person. They are to proactively help in the smooth running of the school office. This person is often the first point of contact for all visitors, incoming calls and attendance emails and is expected to be very conscientious (including a good eye for detail) and be able to multitask. The role involves maintaining the general upkeep of the office, attending to general staff, parent and pupil requests or queries for information; carrying out minor First Aid for pupils; and assisting the Office Manager and Principal when required. The Office Assistant is expected to be proficient in using the Microsoft Suite (particularly Word, excel & Google Apps), and adapt to any additional responsibilities and duties as they occur. There may be tasks not specifically stated below that are delegated to the Office Assistant by the Office Manager. 


Key Responsibilities 

Tasks/Activities

General Office Administration

  • Filing system & archives effectively maintained/updated in a way which ensures the integrity of materials  

  • General queries and requests actioned in timely manner  

  • Office kept tidy to ensure professional image  

  • Ensure all incoming and outgoing correspondence and telephone calls are attended to in an accurate and timely manner  

  • Accurate data entry and typing of documents as required  

  • School equipment kept in good order  

  • Photocopying/printing

Front Office

  • Welcome all visitors in a warm, polite, professional manner  

  • Efficiently handle any queries or requests for information as required

 Pupil Requirements 

  • Attend to pupils’ minor first aid needs and record accidents/treatment accurately  

  • Maintain absentee records and investigate unexplained absentees

Assistance to Office Manager

  • Field incoming calls to the Principal and re-direct as required  

  • Assisting Office Manager with newsletter as required  

  • Any other delegated tasks as required  

  • Monitor and restock staff kitchen as required     

Cash Handling 

  • Process any eftpos payments  

  • Following agreed procedures for placing orders of stock



 Personal Qualities & Competencies Required:  

  • Approachable, enthusiastic and willing to help out  

  • Keeps information confidential  Is discrete in the way information is used and communicated  Empathetic to children and their whānau  

  • Sense of humour and fun  

  • Composure – remain calm and settling in pressure situations  

  • Communication skills – clear, accurate use of oral and written language  

  • Assertive  

  • IT savvy, competent in Microsoft Word, Excel and Google Docs  

  • Self-motivated and able to use initiative  

  • Have the ability to multitask, work within set deadlines  

  • Demonstrates a strong work ethic  

  • Can stay focused on a task without getting side-tracked  

  • Manages time effectively to meet deadlines without having to sacrifice work quality or output  

  • Can think ahead, to anticipate possible problems, and opportunities for one’s role or the wider School


Remuneration is $17.66 per hour


 _____________________________    Office Assistant          ______________ Date 


 _____________________________    Principal          ______________ Date