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Administration Officer (Accommodation Services) (G042-18CA)

Corporate and Student Services, Operations, International and University Registrar

Students are at the heart of everything we do. We are seeking a positive and energetic administrator to join the Accommodation Services and help build the residential communities at The Cube and Kaīnga Rua Halls. In the role of Administration Officer you will provide and deliver outstanding levels of customer service to our residential communities.

Grade:Grade D
Salary:$37,087 - $54,787 pa
Applications close:11:45 p.m. on 25 February 2018
Additional Information:Credit Check.pdf
Request for criminal convictions by a third party - fast track.pdf

Position overview

Students are at the heart of everything we do. We are seeking a positive and energetic administrator to join the Accommodation Services and help build the residential communities at The Cube and Kaīnga Rua Halls. In the role of Administration Officer you will provide and deliver outstanding levels of customer service to our residential communities.

About you:
• You thrive in a dynamic environment
• You are always on the look-out for how things can be done better
• You are a great team player and care about the success of those around you
• You strive to provide excellent customer service and quality support to your team

Ideally, you will have:
• Experience working in a customer service environment
• Excellent written and oral communication skills
• Ability to manage you own work load
• Well-developed problem solving and decision making skills
• Experience in office administration and systems
• Experience with StarRez software
• A can-do attitude with initiative
• Experience working in a University or tertiary education environment

This is a varied role which at times can be busy and fast paced. You will need to be a confident communicator, dependable, have strong organisational skills and be able to work in line with University systems, policies and procedures. This full time permanent role is a great career opportunity for someone looking to work within a University environment.

Job description

Purpose statement

The Administration Officer contributes to building the community in Massey Wellington’s two residential halls by providing administrative support and assistance to the team in Accommodation Services

Responsible to

Residential Operations Manager

Key accountabilities

Frontline Service

Outcome: Residents, contractors and visitors are provided with an excellent, efficient and empathetic customer service at all times.

Key responsibilities include:

Provide a professional, welcoming and responsive reception service and refer clients as appropriate.
Respond to student residents’ requests and make appointments for residents with appropriate staff member as required.
Arrange meetings as requested by the Residential Operations Manager.
Maintain an orderly reception area ensuring notices and brochures are current.
Respond promptly and with accurate information to email, phone and social enquiries.
Provide accurate information on a variety of accommodation matters to current and potential residents, their families/caregivers, and apartment owners as requested.
Refer enquiries to relevant staff members as appropriate.
Document communications and ensure enquirer contact details are recorded using the appropriate electronic or paper filing system.
Proactively communicate with residents about events, activities and procedures.

Administration, Projects and Office Support

Outcome: The Accommodation services team receives dedicated administrative and project support.

Key responsibilities include:

Provide administrative support to the Residential Operations Manager, Assistant Manager Residential, Residential Life Officers and Residential Assistants as requested.
Draft and/or prepare documents and business correspondence as requested.
Coordinate administration processes including the discipline process, pastoral care record keeping process, residential contracts and room inspections.
Assist in administering financial processes and requests including purchasing systems and bill payment systems.
Assist with developing the content of marketing and information materials for distribution to potential students and residents.
Maintain office equipment, stationery, consumables and kitchen supplies by ordering new supplies as required.
Ensure office equipment is maintained regularly and that repairs are made promptly.
Collect and distribute mail for the office. Ensure all incoming mail is date stamped.
Deliver outgoing mail and communications to the University, receive courier packages and engage courier services as requested.
Ensure kitchen and reception area are clean and tidy.
Contribute to strategic and operational planning of the Accommodation Services team and the wider Student Life Services team, as appropriate.

Applications Processing

Outcome: All applications are processed in a timely manner.

Process applications for accommodation including following up on incomplete applications.
Support the Residential Operations Manager with the recruitment and placement of summer tenants.

Data Management

Outcome: All information is recorded accurately and on time. Sensitive information is handled appropriately and securely.

Key responsibilities include:

Develop, maintain and enhance residential databases.
Manage accuracy and relevancy of shared directories, student records and document files.
Assist in the administration of maintenance works including logging accurate information, ensuring contractors log on arrival and invoice tracking.
Maintain a ready-reference of department policies, precedents and procedures.


Liaise and work effectively with staff from other campus departments as required.
Co-operate with colleagues to achieve tasks required during periods of high activity.
Assist with emergency and civil defence procedures as required.
Participate in office and service wide meetings.

Other Duties

Carry out other duties which may reasonably be required by your Manager from time to time in the course of the University’s business and which fit the role’s purpose as stated, and for which the position holder is qualified or has received adequate training or instruction.

Health and Safety

You are required by the Health and Safety Employment Act to take all practicable steps not to cause harm to yourself or any other person in the course of your work. Any injury, ill health or health and safety concerns are to be notified to the University as set out on the Health and Safety website.


There are a number of peak times when work is heavy. During these times it will be difficult to schedule annual leave and extra work may be required. These times are January to March, and August to November.

Person specification


A tertiary qualification would be an advantage.


Selection criteria - essential

• Reception and administration experience, preferably in a service related industry
• Customer service experience

Selection criteria – desirable

• A tertiary qualification
• Previous experience using StarRez software
• Proven interpersonal, written and verbal communication skills
• High proficiency in English language communication skills (oral, written, listening, cross-cultural)
• Demonstrated ability in the use of the internet and Microsoft Outlook, Word and Excel
• Knowledge of the university environment
• Proven experience in office organisation
• Ability to respond proactively to a variety of situations and to an ethnically diverse range of people in a culturally sensitive way
• Good problem solving skills
• Excellent organisational and time management skills
• Demonstrated experience in working in teams, developing relationships, able to take responsibility and to show initiative
• Ability to communicate in an effective, professional and friendly manner with students and other stakeholders
• Proven ability to work without direct supervision
• Excellent personal presentation
• The ability to meet deadlines
• Ability to work flexible hours
• Commitment to equal opportunity and to the University's partnership with Maori as intended by the Treaty of Waitangi.
• Ability and willingness to use new software.

Personal attributes and behaviours

Student / Customer Focus
Developing and sustaining productive student / customer relationships and making their needs a primary focus of one’s actions
Clear Communication
Clearly and concisely communicates with a wide range of people, both orally and in writing; effectively listens; understands cultural differences in regard to communication
Contributing to Team Success
Actively participates as a member of a team to move the team to the completion of goals and targets.
Continuous and Applied Learning
Actively identifying new areas for learning, seizing learning opportunities, and learning through the application of newly gained knowledge and skills. Understand and apply new job-related information in a timely manner
Valuing Diversity
Appreciating and making best use of the diverse capabilities, insights and ideas of all individuals, and understanding differences in style, ability and motivation.
Managing Work (includes Time Management)
Effectively manage one’s time and resources to ensure that work is completed efficiently.

Additional Pre-employment Checks

Requirement to pass a Credit History Check performed by Veda Advantage Ltd
Requirement to pass a Criminal and Traffic Convictions (Security) check performed by the Ministry of Justice.


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