Administration and Client Coordinator

Calling friendly, organised, and capable administrators in Wellington

• Work with a values-driven psychology company seeking to improve people’s lives.
• Work from home with the occasional office day.
• Can start immediately.
• Fixed term role for 6 months with possibility for extension. Approx. $65,000 p.a. pro rata.

Background

We are a specialist psychology assessment firm, headquartered in Wellington, providing high-quality assessment services to clients across Aotearoa. We are looking for a highly organised, personable, and capable

Administration & Client Coordinator.

This is a varied role for someone who enjoys keeping things moving. You won't spend your day sitting at a reception desk waiting for the phone to ring. Instead, you'll be at the centre of the business — coordinating clients, keeping our pipeline moving, supporting our directors and psychologists, and making sure the many small things that keep a professional practice running actually happen.

About Te Wheke

Te Wheke provides robust psychology assessments to adults and children. Common assessment types are for dyslexia, ADHD, intellectual disability, autism, and giftedness. Te Wheke also has a consultancy arm, providing policy and programme advice to clients in education and psychology sectors. We are client-centred, values-driven, and aim to contribute positively to people’s lives. Te Wheke has grown and now spans multiple regions across Aotearoa New Zealand.

Your role will cover a bit of everything, including:

Client & pipeline coordination

• Responding to new client enquiries by email and phone
• Sending questionnaires and forms to clients
• Coordinating bookings and appointments
• Keeping our CRM up to date
• Identifying anything that is holding up a client's progress and getting it sorted.

Administration

• Managing day-to-day administrative tasks
• Client scheduling and rescheduling
• Maintaining accurate client and business records
• Managing email and general enquiries
• Processing invoices and payments
• Coordinating suppliers and office requirements.

Occasional personal and executive support to the two directors

• Organising travel and ad hoc arrangements
• Errands and miscellaneous tasks.

Reception & general business support

• Managing some inbound phone calls
• Identifying systems weaknesses and working to resolve them
• Supporting ad hoc projects for business improvement and business development
• Taking care of the many miscellaneous jobs that inevitably arise in a business.

The person we're looking for

You don't necessarily need to have worked in a clinical setting before. What matters most is that you are organised, proactive, have a high attention to detail, and are good with people.

Professional attributes

You will be someone who:

• Naturally keeps track of things and follows them through
• Is comfortable juggling multiple priorities
• Notices when something needs doing and acts
• Communicates clearly and professionally
• Is warm and approachable with clients and team members
• Has excellent attention to detail
• Is confident with computers and learning new software
• Enjoys solving problems and taking ownership of the work
• Is reliable, discreet, and understands the importance of confidentiality
• Takes pride in keeping a business organised.

Experience in administration, practice management, customer service, healthcare, psychology, or a similar professional environment would be useful, but attitude, organisation, and initiative are more important to us than a particular professional background.

Selection criteria

Essential:

• Held at least one previous role that involved administration and client-facing duties
• Can demonstrate the professional attributes above.

Desirable:

• Experience coordinating a client pipeline or workflow
• A post-high school qualification, preferably in business or business administration.

Why join Te Wheke

This is an opportunity to become a key part of a specialist business where your work will have a visible impact. You'll have variety in your day, and the opportunity to further develop a broad range of skills across client coordination, administration, and business operations.

If you're the sort of person who enjoys helping people, and making sure everything happens when it should, please submit your CV and a one-page cover letter by 2 October outlining concrete examples of when you have demonstrated the role’s ‘professional attributes’.