Clinical Administrator | Christchurch Health Campus

Mō tēnei tūranga mahi | About this role

• Christchurch Health Campus
• Fixed term for 6 months working full- time - 40 hours a 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

The Diabetes / Endocrinology service is seeking an experienced administrator to join our team and work closely with our medical staff and patients who attend the Diabetes, Endocrine, Thyroid and Metabolic Bone Physicians clinics.

This exciting and challenging role will capitalise on your passion for people from a variety of circumstances, providing support to patients who are attending often with sensitive and complex medical conditions.  You will enjoy learning new things, gaining knowledge, professional development and contributing positively to enhancing our Endocrine model of care.  You will be working in an outpatient setting as part of a multi-disciplinary team, liaising with specialist health providers and contributing to achieving the best health outcomes for our patients. 

As part of the Administration and Clerical Pay Equity Claim settlement this role has been mapped to National Band 5/Profile 5B

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:

Reception & Front of House Duties

• Provide professional and welcoming reception services for patients and visitors.
• Ensure patient details are accurately checked and updated in the system.
• Maintain patient confidentiality and privacy at all times.
• Collect required information as per Health NZ Canterbury protocols.
• Direct unwell or infirm patients to nursing staff immediately.

Outpatient Booking System Management

• Handle referral letters in line with Health NZ Canterbury Elective Services Guidelines.
• Enter patient data into the management system accurately and promptly.
• Allocate urgent referrals to the earliest available clinic.
• Schedule appointments and send appointment letters per policy.
• Monitor patient appointments to comply with Departmental and MOH guidelines.
• Ensure clinic efficiency by filling vacant appointment slots.
• Coordinate with medical staff regarding leave commitments to minimize cancellations.
• Ensure patient documents/results are available before clinic sessions.
• Follow up on post-clinic tasks, including coding and non-attender follow-ups.

Secretarial & Administrative Support

• Manage clinical and general dictation through the Winscribe electronic system.
• Complete clinical typing within set timeframes while maintaining high standards of accuracy.
• Ensure correct grammar, spelling, and formatting in all typed documents.
• Process actions arising from clinical dictation efficiently.
• Organize and store clinical information securely and confidentially.
• Facilitate patient access to clinical records via the Patient Information Office.

Communication & Coordination

• Respond promptly to inquiries from Health NZ Canterbury staff, external agencies, GPs, patients, and the public.
• Maintain effective working relationships with staff across Christchurch, Ashburton, and Burwood hospitals.
• Uphold excellent public relations and communication skills.

About you

Qualifications & Experience:

Essential:

• Excellent customer service skills
• Typing speed of 65+ words per minute
• Proficiency in MS Office (Word, Outlook, Excel)
• Strong written and oral communication skills
• Exceptional organizational, time management, and problem-solving abilities
• High level of accuracy and attention to detail
• Ability to meet deadlines and work independently

Desirable:

• Broad administrative experience in a healthcare setting
• Dictaphone typing skills
• Knowledge of medical terminology
• Familiarity with the public hospital system and patient management systems
• Cultural competency in working with diverse populations

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 Māori, 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 closing date of this advert.