Administration Manager | Christchurch Hospital

• Christchurch - Christchurch Health Campus - Maintenance Engineering Department
• Permanent full-time position working 40 hours per week

Health New Zealand | Te Whatu Ora is firmly grounded in the principles of Te Tiriti o Waitangi and is committed to building a health system that serves all New Zealanders.

About the Role

We are seeking an experienced and highly organised Administration Manager to lead the delivery of administrative and clerical services within the Maintenance and Engineering Department.

This role is responsible for ensuring efficient administrative operations that support service delivery across a complex, 24-hour healthcare environment. You will also provide high-level personal assistance to the Management Team, ensuring effective coordination, communication, and operational support.

Key Responsibilities

Leadership Team Management

• Lead, support, and manage the administration team to deliver high-quality services
• Maintain a strong understanding of all team functions and provide cover when required
• Allocate and monitor workloads to ensure service demands are met
• Ensure staff performance, engagement, and morale remain high
• Support staff development, training, and performance reviews
• Ensure appropriate staffing levels and capability across the team
• Manage costs within budget

Executive Administrative Support

• Provide confidential, high-level administrative and secretarial support to the Management Team
• Coordinate meetings, appointments, and schedules
• Prepare agendas, take minutes, and distribute documentation in a timely manner
• Assist with IT-related administrative needs and support staff with systems
• Support staff in establishing efficient administrative processes
• Manage petty cash and reconciliations

Customer Service Frontline Coordination

• Oversee delivery of professional, efficient, and customer-focused service
• Ensure calls are managed promptly and effectively across the team
• Maintain a welcoming and well-managed reception environment
• Ensure contractor sign-in processes meet organisational policies and procedures
• Manage access to keys, cards, and contractor records

Purchasing Financial Administration

• Manage purchasing processes in line with organisational requirements
• Ensure purchase orders and requests meet approval delegations
• Oversee timely processing and approval of invoices
• Ensure compliance with GST and financial guidelines
• Complete accurate monthly accruals to support budget management

Systems Data Management (AMIS)

• Oversee the accurate entry and management of maintenance data within AMIS
• Ensure data integrity, consistency, and compliance with system guidelines
• Produce reports to support operational decision-making
• Manage system users, approvals, vendors, and financial coding
• Train staff in system use and best practice

Systems Improvement Process Development

• Review and improve administrative systems and procedures
• Develop and implement new processes to enhance efficiency
• Maintain up-to-date knowledge of relevant technologies
• Ensure alignment with organisational policies and changes
• Develop training materials and guidelines for staff
• Engage with staff to identify improvement opportunities and add value

About You

Essential Skills Experience

• Proven experience in a leadership or management role
• Experience applying Te Tiriti o Waitangi principles in practice
• Strong administrative and organisational expertise
• Experience working with Microsoft Office applications (including advanced formatting)
• Understanding of trades/service environments and their impact on service delivery
• Experience identifying and responding to maintenance/service requirements
• Ability to work effectively in a fast-paced or 24/7 operational environment
• Strong communication, problem-solving, and decision-making skills

Desirable

• Experience with permit administration
• Experience within healthcare, facilities, or engineering environments

Working at Health New Zealand

Health New Zealand | Te Whatu Ora is dedicated to ensuring excellent healthcare for the people of New Zealand. We embrace a workforce that is diverse and inclusive so that we are better positioned to understand and service our community. We welcome applications from our diverse Maori, Pacific, disabled, and rainbow communities.

How to Apply

To apply please click 'apply now.' All applications must be submitted through our online careers' portal. If you have any questions about the role, please contact Kerri McCarthy at Kerri.McCarthy@TeWhatuOra.govt.nz

We will review applications as received and may proceed with the recruitment process, before the