Business Services Team Assistant

The Business Services Team (BST) Assistant provides professional, front-line reception and administrative support to ensure the efficient, day-to-day operation of the organisation.

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Business Services Team (BST) Assistant with Search & Rescue Services (SRSL)
Our purpose

Our SRSL paramedics, pilots and crew deliver lifesaving rescue and critical care to sick and injured New Zealanders, whenever and wherever possible. From the scenes of emergencies to requests for transportation from one medical facility to another, we fly our rescue helicopters in the daytime, nighttime, and in any weather that allows our crew to do their jobs safely. We rescue people from situations where helicopter evacuation is the only (or most appropriate) form of help and provide lifesaving critical paramedic care on scene and as we transport them to the appropriate medical facility. We continuously train to the highest levels in aviation and paramedicine to ensure the uncompromised safety of our patients, our people, and the community.

Position summary

The BST Assistant provides professional front-line reception and administrative support to ensure the efficient day-to-day operation of the organisation. As the first point of contact for visitors, clients, and staff, the role is responsible for delivering high-quality customer service while supporting a wide range of administrative functions.

Key responsibilities include managing phone and email enquiries, coordinating appointments and meetings, maintaining records and documentation, data entry, processing correspondence, and providing general office support to managers and teams. The role also assists with maintaining confidential information, supporting operational processes, and ensuring office systems and administrative tasks are completed accurately and efficiently.

The position requires strong organisational skills, attention to detail, professionalism, discretion, and the ability to manage competing priorities in a busy environment while maintaining a positive and approachable manner.

Key responsibilities

Uniform

  • Maintain spreadsheet record by staff, by base
  • Ordering
  • Organise appropriate embroidery ie. by base, or by Trust
  • Dispatch
  • Maintain the uniform room, keep tidy and manage stock take
  • Monthly inventory

Procurement team support

  • Process online orders as directed by Procurement Manager
  • Receive and distribute or retain items as required (spares)

Medical invoice and uniform invoice processing

  • Process all invoices
  • Send out to delegated authority for authorisation
  • Load into MW by 20th of month
  • Issue remittances for medicals after 20th of month

Fuel invoices

  • Receive scanned copies from the Flight Records Administrator
  • Load into MW (GoFuel by 14th of month, and rest by 20th)

OneNZ & Spark

  • Account management – ordering phones, SIM cards, setting up new or removing old connections
  • Update allocation spreadsheet
  • Load into MW (OneNZ by 10th of month and Spark by end of month)

IT

  • IT liaison – setting up new accounts, deleting old accounts, passing on any IT issues.

General

  • Order stationery, hand towels and general consumables
  • Receive and distribute courier packages
  • Collect mail, shopping, Sew Graphic etc
  • Clean kitchen, rubbish bins
  • Catering orders for meetings / training as required
  • Training room and conference set up
  • Order fuel cards and maintain spreadsheet
  • General assistance as required.
Tohu me te wheako | Skills and experience

Ideally, you will have:

  • Previous experience in a reception, administration, customer service, or office support role
  • Strong verbal and written communication skills
  • Professional and approachable manner with the ability to interact with a wide range of people
  • Excellent organisational and time management skills
  • Ability to manage multiple tasks and competing priorities in a busy environment
  • High level of attention to detail and accuracy
  • Sound computer literacy including Microsoft Office Suite (Outlook, Word, Excel, Teams)
  • Experience with office systems, databases, and data entry
  • Ability to maintain confidentiality and handle sensitive information appropriately
  • Strong customer service focus and problem-solving skills
  • Ability to work both independently and as part of a team
  • Reliable, adaptable, and able to use initiative
  • Experience coordinating meetings, calendars, bookings, or documentation would be advantageous
  • Understanding of professional office processes and administrative procedures
  • A positive attitude and willingness to support wider team activities as required
Me pēhea te tono | How to apply

If you’re ready to play your part in supporting a vital New Zealand service, this is an opportunity not to be missed.

Click the 'Apply now' button to send through a copy of your CV and a covering letter telling us why you’re the right fit for this rewarding role.