Intake Coordinator & Administration

Full Time/Permanent

Are you ready for your next challenge on Te Tai o Poutini? Wanting to make a meaningful impact in the community? We are seeking a dynamic and experienced Intake Coordinator and Administrator. This is a unique opportunity to make a tangible impact on the health and wellbeing of our Te Tai o Poutini community.

Mō te tūnga | About the role

This dual-purpose role provides comprehensive administration, reporting, and intake coordination support across Poutini Waiora, with a priority focus on Pou Rau Kumara for administration duties. The role is split into 0.25 FTE dedicated to Administration Support and 0.75 FTE focused on Intake and Referral Coordination and representation on the Nga Whangaia table. 

Key Responsibilities
0.25 FTE – Administration Support (Pou Rau Kumara) e.g.

  • Collate and submit reports for MSD, OT, MOE, and other contracts under Rau Kumara Pou.

  • Maintain accurate records, files, and documentation of deliverables.

  • Provide administrative support for hui, including agenda preparation, minutes, action tracking, and follow-up.

  • Prepare briefing papers and presentation materials for internal and external engagement.

  • Plus, more listed in the position description

0.75 FTE – Intake & Referral Coordination e.g.

  • Receive and log all referrals via Kotahi CMS.

  • Ensure whānau receive acknowledgement and service information within agreed timeframes.

  • Maintain visibility of referral flow from initial receipt to allocation and first contact.

  • Coordinate weekly triage hui with Pou Leads, escalating complex cases to IDT/MDT Clinical Lead.

  • Track referrals, reallocations, and ensure timely follow-up.

  • Plus, more listed in the position description

 Mōu | About you

We are seeking an experienced Intake Coordinator and Administrator with the drive to achieve equitable outcomes for our Rau Kumara (Education & Employment) Pou and wider organisation. Specifically, someone who:

To be successful in this role, you will need:

  • Relevant tertiary qualification

  • Current full driver’s license

  • High level of Information technology and administration literacy

  • Clearance under the provisions of the Vulnerable Children’s Act (2014)

  • Experience in intake/referral coordination, reporting, or service navigation,

  • Triage coordination

  • Commitment to working effectively with Māori, Pacific, Culturally and Linguistically Diverse (CALD) communities.

  • Experience or familiarity with MSD, OT/MOE reporting and CMS systems.

Desirable:

  • Fluency in Te Reo Māori

  • Experience working within kaupapa Māori or iwi provider environments (preferred).

  • Developed networks and relationships within the health, education and social services sectors and the ability to navigate within these

  • Knowledge of child health services, general practice, and NGO provider networks

     

Why Join Us?
We Offer: A supportive and flexible work environment that values work-life balance, Professional development opportunities and ongoing training.

  • Be part of a supportive, values-driven team committed to empowering whānau.

  • Make a real difference in the lives of whānau, supporting healthy futures.

Come and join us!

If you are a passionate leader committed to making a difference, we want to hear from you. Apply now and help shape healthier futures for our communities.

Please apply by:

  • Download and fill in the application form

  • Provide a cover letter and tell us about yourself and why this position is perfect for you.

  • Supply a current CV and evidence of relevant qualifications.

Applications will be progressed as received. Applications close 5pm Friday 17th October 2025.

For more information on the role, please view Position Description or if you have any questions, please email enquiries@poutiniwaiora.co.nz