Office and Reception Administrator

Are you one of those people who can welcome a visitor, solve a problem, update a database, find the missing document, help someone who is flustered and somehow still remember that the courier is arriving at 2pm?

You might be our person.

HBH Group is a purpose-led, not-for-profit organisation supporting older people to age well and live fully through homes, care, community and advocacy.

But that only tells you part of the story.

We are also a team of very different people who bring different backgrounds, cultures, ages, personalities, perspectives and ways of thinking to work.

Some of us think in spreadsheets. Some think in pictures. Some are highly organised. Some have five ideas before breakfast.

Together, we make things happen.

We are collaborative, multicultural and inclusive, and we genuinely welcome people at different ages and stages of life. We care deeply about what we do, but we do not take ourselves too seriously.

We work hard, laugh often, support each other when things get hectic and are very good at making something out of nothing.

Most importantly, we believe older people deserve lives with connection, purpose, choice and belonging.

So, what would you actually do?

This is a hands-on office administration role based at reception, at the heart of one of our busy aged-care communities.

You will help create the warm, organised front door to HBH for residents, families and whānau, visitors, volunteers, staff, contractors and everyone else who comes through our doors.

Your day could include:

• welcoming visitors and responding to enquiries
• answering and directing phone calls
• supporting residents and families with everyday questions
• keeping databases, records and information accurate and up to date
• completing general administration and data entry
• preparing documents, correspondence and other office resources
• preparing and distributing routine correspondence and notices to residents and families
• helping organise meetings, appointments and activities
• managing office supplies, stationery and stock orders for our shop and shop trolleys
• coordinating couriers and other day-to-day office requirements
• providing administrative support to the Executive Assistant and leadership team, while working collaboratively with other departments
• helping solve the small problems that come up during a busy day
• pitching in when priorities change and the team needs an extra pair of hands

No two days will look exactly the same.

You do not need to know every system on day one, but you do need to be comfortable with technology, willing to learn and confident enough to have a go.

You might fit beautifully here if you…

• genuinely like people
• are warm, approachable and comfortable talking with everyone from residents and families to contractors, nurses and executives
• are naturally organised and can keep track of several things at once
• notice the little things other people miss
• communicate clearly and professionally, both in person and in writing
• can use Microsoft 365 and feel comfortable learning databases and new systems
• have good judgement and know when something needs to be escalated
• can take initiative without needing to be the person in charge
• work well independently but enjoy being part of a team
• can return to a task after interruptions without losing track of what you were doing
• stay reasonably calm when the day does not go according to plan
• understand that sometimes the most important thing you do all day is make another person feel welcome or seen

Ideally, you will bring at least two to three years’ relevant experience in administration, reception, customer service or a similar role, along with strong organisation, communication and attention to detail.

Experience in aged care or healthcare would be useful, but it is not essential.

And about being “the right fit”…

We are not searching for one particular type of person.

Quite the opposite.

You might be returning to work. You might want a change of sector. You might be an experienced administrator looking for a role with more purpose. You might simply approach work a little differently from everyone else.Great.

If you can bring warmth, competence, curiosity, reliability and a willingness to pitch in, we would love to hear from you.

What matters most is that you care about people, take pride in doing things well and want your work to mean something.

Why HBH?

Because this is not just about answering phones and keeping an office organised.

Every good interaction helps shape someone’s experience of HBH.

Every record you keep accurate helps someone else do their job properly.

Every visitor you welcome may be arriving on one of the best, or hardest, days of their life.

Every small thing matters.

Want to bring your particular mix of skills, strengths and personality to a team that wants to make a difference? We would love to hear from you.