Operations Manager - Kaiwhakahaere Rauemi

Toi Ngāpuhi

Location: Te Taitokerau
Employment Type: Full-time, Permanent

Hours - 9am-5.30pm or 8.30am-5pm:  Monday to Thursday (32hrs)

Salary: $89,000 Pro rata

Toi Ngāpuhi is seeking a highly organised Operations Manager to oversee the smooth running of daily operations and support our Kaiwhakahaere Matua (General Manager) in delivering the vision of “Te whakaoho i te ihiihi, mō te kounga o ngā tikanga, me ngā auahatanga o Ngāpuhi, puta noa i Te Taitokerau.”

This pivotal role will manage office systems, financial processes, and operational reporting, while also coordinating meetings, special projects, and funding administration. The Operations Manager manages contracts, supports project delivery, and ensures Toi Ngāpuhi has strong systems in place to thrive.

We are looking for someone with:

• Demonstrated success in operations or administrative management.
• Strong organisational, time management, and project management skills.
• Excellent communication skills, including writing and minute-taking.
• Proficiency with Microsoft Office, Adobe, and Cloud-based tools (Google Drive, ASANA).
• An understanding of Te Tiriti o Waitangi, with the ability to incorporate kaupapa and tikanga Māori in daily work.
• A commitment to collaboration, professionalism, and continuous improvement.

Desirable:
Knowledge of the Māori arts sector, Te Taitokerau communities, and proficiency in Te Reo Māori.

This is a unique opportunity to join an organisation dedicated to championing Ngāpuhi cultural and creative expression.

Full Position Description below:

Key Responsibilities

Office Management

• Maintain efficient office systems such as E-mail, Google Drive, contract storage and Customer Relations Management (CRM) and ASANA.
• Prepare and manage contracts and maintain a document register.
• Oversee office supplies and ensure smooth operations, with support from Tumu Tautoko. 
• Act as the primary point of contact during office hours in Kerikeri.

Team and Operations Management

• Coordinate logistics for SLT meetings, monthly team meetings, including venue booking, catering, and agenda preparation, in alignment with the General Manager’s strategic direction.
• Record and track meeting minutes and follow-ups.
• Organise the quarterly planning session with the Senior Leadership Team.
• Provide operational data and analysis to support the General Manager’s quarterly business plan reporting.
• Draft and update the annual business plan and operational policies.

Funding and Reporting

• Track funding contracts and reporting deadlines.
• Support the General Manager in implementing funding plans by drafting grant applications and collating required materials.
• Assist the General Manager by preparing drafts of funding reports and collating content for the annual and impact reports.
• Develop systems for data collection and program evaluation.
• Manage relationships with funders and stakeholders.

Support to the General Manager

• Oversee routine bookkeeping tasks, including pay runs and reconciliations, and provide financial data to the General Manager for oversight and decision-making.
• Assist in the implementation of new projects or revenue initiatives under the General Manager’s direction, including taking the lead on specific projects as requested.
• Support the General Manager by preparing background materials, formatting documents, and assisting with strategic meeting logistics.

Person Specification

Essential Qualifications

• Demonstrated success in administrative or operations management roles, handling diverse tasks.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint), Adobe and cloud-based tools (Google Drive, ASANA).
• Strong administrative, time management, and project coordination skills.
• Effective written and verbal communication, including minute-taking.
• Ability to address and anticipate customer needs, and use feedback to improve services and maintain professionalism.
• Experience building positive partnerships across arts and culture, public, private, and voluntary sectors
• Able to contribute to team growth and operational improvements (including technological improvements), supporting a culture of continuous learning.
• Thorough understanding of Te Tiriti o Waitangi and its relevance to Toi Ngāpuhi
• Able to incorporate Kaupapa and tikanga Māori in work practices
• Able to uphold Toi Ngāpuhi’s vision and act with integrity and fairness in all matters.

Desirable

• Knowledge of the Māori arts sector and Te Taitokerau communities.
• Familiarity with desktop publishing and project management tools.
• Proficiency in Te Reo Māori. 

Key Performance Indicators

• Smooth office operations and system management.
• Effective coordination of meetings, planning, and reporting.
• Timely and accurate record-keeping, reconciliations, funding applications and reports.
• Supports the General Manager in achieving funding and strategic reporting goals.
• Provides timely and accurate operational data to enable strategic decision-making.
• Projects delivered on time and within budget.
• Positive feedback from the General Manager, team, and stakeholders.

Applications close 26th September