Administrator|Secretary | Hillmorton

• Christchurch – Hillmorton Health Campus - Rural Mental Health Team
• Permanent part time working 24 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 organised, proactive Administrator/Secretary to provide high-quality secretarial and administrative support to the Rural Mental Health Team. This role is critical to ensuring the smooth and efficient operation of the Rural Psychiatric Service by supporting clinicians, maintaining accurate records, and managing information systems.

You will work closely with clinical staff, management, and other administrative teams to ensure timely, confidential, and culturally responsive administrative services. 

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) 

As part of our recruitment process, we may use informal assessments to help evaluate candidates’ suitability for the role.  These assessments are designed to reflect key skills or attributes relevant to the position, such as accuracy, attention to detail, and or task efficiency. 

Key Responsibilities

Administrative & Secretarial Support

• Provide comprehensive secretarial support to the Rural Psychiatric Service.
• Produce accurate correspondence, reports, and letters using SAP and word-processing systems (including audio and copy typing).
• Record referrals, appointments, and consumer visits to ensure an efficient and up-to-date service.
• Maintain accurate SAP data, ensuring current caseloads are correctly recorded.
• Establish and manage clinical files, ensuring only one file exists per consumer.
• Receive, record, and index referrals and new files in SAP.
• Liaise with Medical Records PHM for file access and management.
• Place orders through Oracle as requested by the manager.
• Advise the manager promptly of emerging issues.
• Work collaboratively with other secretarial staff, prioritising shared workloads as required.
• Always maintain strict confidentiality. 

Te Tiriti o Waitangi & Equity

• Actively supports Māori health gain and equitable health outcomes.
• Upholds the principles of Te Tiriti o Waitangi in day-to-day practice.
• Supports tangata whenua- and mana whenua-led approaches that enable Māori self-determination.
• Demonstrates awareness of colonisation, power relationships, and their impact on health outcomes.
• Supports Māori-led and Pacific-led service responses.
• Commits to ongoing self-reflection and equity-focused practice.

About You

Essential

• Excellent customer service with a people-focused approach
• Typing speed of 50-70 words per minute with strong keyboard proficiency
• High-level written and verbal communication skills
• Intermediate proficiency in Microsoft Office, including Word and Outlook
• Exceptional attention to detail and accuracy
• Ability to quickly learn and adapt to new systems and applications
• Strong time management and problem-solving skills
• Self-motivated with the ability to work independently and meet deadlines
• Collaborative team player with a proactive attitude.

Desired:

• Familiarity with medical terminology
• Experience in health administration or a similar role
• Familiarity of public hospital systems and patient management systems
• Cultural awareness and sensitivity to diverse backgrounds and needs. 

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.