Administrative Coordinator | Christchurch

• Christchurch – Department of Nursing, Christchurch Health Campus
• Permanent part time position working 16 hours per week (Sunday 9am to 2.30pm and Monday/Tuesday 9am to 3.30pm)

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 organised, proactive, and detail-focused Administrative Coordinator to join our Nursing Support team at Health New Zealand | Te Whatu Ora

In this vital coordination role, you’ll support the efficient running of nursing services by overseeing staff replacements, maintaining rosters, and ensuring accurate administrative processes that contribute to safe and effective patient care.

Working closely with the Duty Nurse Managers and Directors of Nursing, you’ll help maintain safe staffing ratios, manage MIC roster changes, and coordinate both planned and unplanned nursing replacements across the hospital. Your contribution will ensure that patient care areas are staffed with the right people, at the right time.

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

Staff Coordination and Rostering

• Facilitate and oversee administrative support for planned and unplanned nursing replacements from the Nursing Pool.
• Work alongside Duty Nurse Managers to monitor hospital-wide nursing skill mix and support safe staffing allocation.
• Works collaboratively with Nursing Support Services team to build Nursing Support rosters and cover for planned / unplanned leave.
• Maintain and update the MIC roster system and e -rostering system, ensuring records are accurate and current.
• Manage and update the casual nursing database to support workforce flexibility.
• Ensure payroll authorisations align with rostered staff activity and database records.

Database and Record Management

• Maintain comprehensive records of nursing pool and casual staff activity.
• Track staffing requests by nurse type, skill level, hours, and ward requirements.
• Verify and reconcile Bureau invoices and staff placements.
• Ensure data accuracy and compliance with relevant rostering and workforce legislation.

Administrative Support

• Provide clerical and administrative support to the Duty Nurse Managers and the Department of Nursing.
• Prepare reports, correspondence, and documentation to a high professional standard.
• Manage office supplies, filing systems, and general administrative tasks.
• Handle internal and external enquiries with professionalism and confidentiality.

Team Collaboration and Service Excellence

• Support the Duty Manager’s and assist colleagues as required.
• Undertake additional duties or projects as directed by the Director of Nursing or Nursing Directors.
• Contribute to the smooth running and continuous improvement of the Department of Nursing processes. 

About You

You are an experienced and confident administrator who thrives in a fast-paced, team-oriented environment. You have strong attention to detail, a head for systems and data, and the ability to prioritise effectively while maintaining accuracy and professionalism.

You’ll bring a calm, solutions-focused approach, excellent communication skills, and the confidence to liaise across a wide range of clinical and administrative staff. 

Essential Requirements

• Proven broad administrative experience.
• Intermediate to advanced knowledge of Excel, and competent use of Word, Google Docs and Outlook.
• Excellent written and verbal communication skills.
• Strong grammar, punctuation, and attention to detail.
• Ability to work collaboratively in a team environment and manage competing priorities. 

Desirable Qualifications and Experience

• Previous experience in the health sector or hospital environment.
• Diploma in Business Administration (Level 4) or equivalent.
• Project management qualification or experience.
• Customer service training (e.g., Kiwi Host or similar).
• Knowledge of HaaG and MIC roster 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 Māori, 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.