Administrative Team Supervisor

• Christchurch - Christchurch Health Campus- Respiratory, Gastroenterology, Infection Management Nephrology Services
• Fixed term for 1 year 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 motivated Administrative Supervisor to join our busy and dynamic specialist services. This role sits across the Respiratory, Gastroenterology, Infection Management Service, and Nephrology Administration Teams, with shared accountability for ensuring seamless administrative coordination and optimal patient flow.

You will provide day-to-day supervision of an administration team, offering technical expertise, coaching, and leadership to ensure high-quality, efficient service delivery that supports both clinical teams and patient outcomes.

Key Responsibilities

Service Coordination Patient Flow

• Coordinate smooth patient flow across multiple services
• Identify constraints and work with leadership to implement solutions
• Monitor bookings and transcription throughput in line with service and Ministry of Health guidelines
• Actively manage waitlists, reporting, and actions to meet service requirements
• Conduct and respond to regular DNA (Did Not Attend) audits

Team Leadership Supervision

• Provide daily supervision, guidance, and support to the administration team
• Ensure an equitable distribution of workload across team members
• Support staff through orientation, training, and ongoing coaching
• Foster a positive, high-performing, patient-centred team culture
• Work closely with the Administrative Team Leader to align resources with service needs

Performance Quality

• Monitor and report on key performance indicators and administrative outputs
• Identify and implement improvement opportunities to enhance patient experience
• Ensure compliance with administrative processes, procedures, and quality frameworks
• Maintain high levels of data integrity across systems

Stakeholder Relationship Management

• Build strong working relationships with clinical teams and stakeholders
• Support alignment between service expectations and available resources
• Manage complaints and incidents in a timely, professional, and people-focused manner

Projects Continuous Improvement

• Contribute to projects that support service efficiency and effectiveness
• Support development and maintenance of administrative documentation and processes
• Actively participate in initiatives that improve quality, timeliness, and cost-effectiveness

About You

Essential Skills Experience

• Minimum 2 years' experience supervising a small to medium-sized team
• Proven success leading administrative teams in a complex environment
• Advanced user of SI PICS (South Island Patient Information Care System)
• Strong understanding of Ministry of Health Planned Care / Elective Services Guidelines
• Experience with data management and information systems
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Excellent interpersonal, communication, and influencing skills
• Strong problem-solving ability and sound judgement
• Demonstrated success delivering improvement initiatives
• Strong customer and patient-focused approach

Desirable

• Experience working in a tertiary hospital environment
• Qualification in people management, business, or information systems

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 career's 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 closing date of this advert.