Clinical Administrator | Christchurch

• Christchurch - Christchurch Health Campus - Cardiology
• Permanent part time position - 24 hours per week Monday to Friday

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 a detail-oriented and proactive Clinical Administrator to join our team within Te Whatu Ora - Waitaha Canterbury.

In this role, you will play a vital part in supporting the smooth running of outpatient and inpatient services, ensuring patients are booked, welcomed, and managed efficiently in line with Waitaha Canterbury standards and Ministry of Health (MoH) targets.

You'll also be responsible for transcription duties and for providing excellent customer service to patients, clinicians, and visitors ' ensuring every interaction upholds our values of care, respect, and integrity.

As part of the Administration and Clerical Pay Equity Claim settlement this role has been mapped to National Band 4/Profile 4 Step 1 to 3 (final placement step is dependent on skills, knowledge and experience)

For further information about the administration and clerical pay equity settlement please follow the link below:

PSA National Health Administration Collective Agreement - FINAL (tewhatuora.govt.nz)

Key Responsibilities

Customer Service

• Provide excellent front-line service to patients, clinicians, and whanau.
• Always maintain confidentiality and patient privacy.
• Welcome and assist patients attending outpatient clinics, referring those unwell or infirm to nursing staff as needed.
• Ensure all patient demographic details are accurate and up to date in the Patient Management System (SI PICS).

Booking Coordination

• Manage patient bookings for outpatient and inpatient admissions in accordance with Waitaha Canterbury Elective Services Guidelines (Orange Book V3).
• Prioritise patients based on greatest need and longest wait, ensuring compliance with Planned Care (MoH) requirements.
• Communicate clearly with patients regarding their appointments and booking information.
• Liaise with clinicians to clarify referral or re-categorisation queries.
• Manage clinic bookings according to templates and ensure optimal clinic utilisation.
• Coordinate inpatient bookings and surgical lists in partnership with surgeons and service managers.
• Monitor and maintain wait lists to ensure alignment between surgical and SI PICS lists.

Transcription Administration

• Complete dictated letters and clinical correspondence accurately and within set timeframes (typically 3'5 days).
• Ensure all outgoing letters and documents are processed and distributed within 24 hours of clinician sign-off.
• Maintain accurate, timely data entry and uphold a high standard of written communication.
• Support continuous improvement of administrative processes across the service.

Team Support

• Work collaboratively with the Team Leader, Service Manager, and Clinical Director/Triaging Clinician.
• Contribute to a positive and supportive team environment.
• Demonstrate initiative, flexibility, and professionalism in all areas of work.

About you

Skills and Experience

Essential:

• Excellent customer service skills with a genuine people focus.
• Technically savvy and confident using multiple data systems.
• Highly organised with strong time management and problem-solving skills.
• High attention to detail and accuracy in data entry and transcription.
• Ability to meet deadlines and work independently.
• Proficient in Microsoft Office (Word, Outlook, Excel - intermediate to advanced level).
• Excellent written and verbal communication skills.
• Keyboard typing speed of 50'70 words per minute.
• Demonstrated initiative, perceptiveness, and a proactive approach in administrative work.

Desired:

• Broad administrative experience in a health-related environment.
• Familiarity with the public hospital system and patient management systems.
• Knowledge of medical terminology.
• Awareness of, and sensitivity to, people of differing cultural backgrounds.

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