Volunteer Wellington | Te Puna Tautoko is looking for a Systems and Support Coordinator with strong administration and system design skills to join the team. This role is all about manaakitanga and tautoko, ensuring policies, processes and systems are well managed and regularly reviewed.
As Systems and Support Coordinator you will play a key support role in the Volunteer Wellington team by ensuring our activities, digital systems and events run smoothly. This is an active and constructive role within the Volunteer Wellington team, supporting and working alongside a team of staff and volunteers that are passionate VW’s mission to connect and build the capacity and capability of the community and voluntary sector in the Wellington region.
About Volunteer Wellington | Te Puna Tautoko
Volunteer Wellington is the only organisation in the region solely focused on building a strong foundation for inclusive volunteerism. Since 1992, we have been the community connector of the greater Wellington region, bringing together charities, organisations, volunteers, employers, and community members. Every year, we support around 300 local not-for-profits (our members) and in 2024/25 we responded to over 4,000 enquiries from people keen to make a difference through volunteering. Whether online or face-to-face, we strengthen the backbone of the community sector by helping organisations run inclusive, sustainable programmes.
Volunteer Wellington Te Puna Taukoto – your community connector
Volunteer Wellington is the only organisation in the region solely focused on building a strong foundation for inclusive volunteerism. Since 1992, we have been the community connector of the greater Wellington region, bringing together charities, organisations, volunteers, employers, and community members. Every year, we support around 300 local not-for-profits (our members) and in 2024/25 we responded to over 4,000 enquiries from people keen to make a difference through volunteering. Whether online or face-to-face, we strengthen the backbone of the community sector by helping organisations run inclusive, sustainable programmes.
Te Matawhānui / Our Vision
A strong and connected community and voluntary sector.
Te Whāinga Nui / Our Mission
To connect and build capacity and capability of the community and voluntary sector, to advocate for and champion mahi tūao | volunteering in the Wellington region.
Ngā Uara / Our Values
He Waka Hourua – a shared journey grounded in Te Tiriti: we honour Te Tiriti o Waitangi as the founding document of Aotearoa. We’re committed to growing our understanding of te ao Māori and being able to contribute real value to the partnership.
Manaakitanga – we embody manaakitanga by fostering a culture of respect, generosity, and care. We believe in creating a welcoming environment where everyone feels valued and supported. Through our words and actions, we uplift the mana of all those we work with.
Whakawhanake – We embrace innovation and continuous improvement by seeking new ideas, encouraging creativity, striving for excellence, and constantly refining our practices. This commitment keeps us at the forefront of positive change and enhances our community impact.
Tautoko – We provide support through collaboration, building trust, empowering individuals, and promoting well-being. Embracing Tautoko strengthens our community.
Strategic Goals
To deliver on Volunteer Wellington’s strategic goals, we require exceptional teamwork from all Volunteer Wellington team members. Teamwork at Volunteer Wellington requires the cooperation and collaboration of a diverse group of people who bring leadership, managerial and administrative skills and experience to the organisation. The strategic goals for the years ahead include: building and strengthening strategic partnerships, identifying and working with priority communities, building a sustainable and resilient organisation, and embedding our Te Tiriti commitments.
Purpose of the Systems and Support Coordinator
As the Systems and Support Coordinator, and a member of Volunteer Wellington’s team, you will play a key support role across our activities by ensuring our digital systems and events run smoothly. This role is all about manaakitanga and tautoko. Ensuring policies, processes and systems are well managed and regularly reviewed
Responsible to:
Collaborate closely with the General Manager
Support and work alongside team members to foster shared learning, uphold each other’s mana, and grow in our respective roles.
Key Accountabilities and Tasks:
Team Player: play an active and constructive role within the Volunteer Wellington team, including:
Bringing our values and strategy to life through day to day actions.
Contributing to a team and organisational culture that aligns with Volunteer Wellington’s vision, mission, and values.
Being clear on your role as both a team member and your individual responsibilities.
Helping cover for team members when they’re on leave, and ensuring others can do the same for you.
Operations Management: Ensuring policies, processes and systems are well managed and regularly reviewed
Ensuring Volunteer Best Practise and other key guidelines relevant to the organisation are practised
Care for our digital infrastructure and filing systems is a critical part of the role
Play a leading role in Health and Safety for the organisation
Maintaining our CRM, volunteer job-board and website - working with our tech partners to ensure things are running smoothly
Events Support: We run about 20 professional development events a year, and about 5 key celebration events, we also run peer mentoring events, and often send staff and volunteers to expos and other community events to represent Volunteer Wellington and the work we do.
This role would play a lead role in designing the calendar of events for 2026 and handling the administration around pulling off these key events.
Note-taking at internal meetings
Front-line Communications: Ensure consistent, effective messaging in line with Volunteer Wellington’s Strategic Plan and Communications Strategy.
Managing incoming and outgoing communications and directing queries
Managing the main Volunteer Wellington email inboxes and phone lines.
Scheduling and confirming appointments for prospective volunteers.
Greeting visitors to the Wellington office and answering enquiries in an engaging manner
Volunteer Management: All staff walk the talk of managing volunteers, providing opportunities for them to learn, grow and contribute.
Recruit and coordinate relevant volunteers to support administration, event and project efforts as appropriate.
Delegate tasks and oversee initiatives as needed.
Ensure Best Practise Guidelines for Volunteering are adhered to.
Liaising with and supporting key internal volunteers.
Office space management and support: Note this part of the role will reduce over time as we plan to reduce our physical office footprint and shift more to more online and out in community first way of working
Keeping stationery and office supplies updated, as well as tending to building maintenance requests and ICT.
Ensuring the smooth running of the main Wellington office and supporting with the satellite offices in Porirua and Lower Hutt from time to time
Subscriptions and premises management including furnishings and equipment
Project Management and Team Support: From time to time there will be key projects and events that the Systems and Support Coordinator will be required to plan and lead, and other times where a support role is needed to deliver
These will fluctuate throughout the year and be discussed and agreed with the General Manager.
Skills and Competencies Required:
Strong administration and system design skills.
Strong technical skills, working with office 365, CRMs and other digital tools.
Ability to build effective relationships with a diverse range of stakeholders.
Strong oral communication ability, particularly in diverse cultural contexts.
Excellent written communication ability, including the ability to produce written reports, and creative copy.
Ability to listen well and be solution focused.
Initiative to create opportunities and ability to carry them through.
Proven experience of project evaluation and analysis.
Ability to work as an effective and collaborative team member.
Please note: we are on office shut down from 19 December til 12 January. While we welcome applications during this time enquiries will not be responded to until we return. We will shortlist and begin interviews in late January/ early February.
Volunteer Wellington Te Puna Tautoko is a community organisation that focuses on championing volunteering and building the capacity and capability of communities in greater Wellington. We work with 360 community-based agencies providing a diverse volunteer workforce needed to sustain their services and advance their mission and cause. We provide advice, mentoring, and professional development in the management of volunteers and equip community organisations to develop effective and inclusive volunteer programmes.