Clinical Administrator | Christchurch Hospital

• Christchurch – Christchurch Health Campus - General Surgery
• Permanent part time working 32 hours per week - Monday to Friday start and finish times can be negotiated

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 highly organised and customer-focused Clinical Administrator to join our General Surgery administration team. This is a hybrid role combining patient booking coordination and clinical transcription support.

The Clinical Administrator plays a vital role in ensuring patients receive timely access to healthcare services by coordinating outpatient and inpatient bookings and supporting clinical teams with transcription and administrative processes. Working closely with clinicians, service leaders, and the administration team, you will contribute to achieving health targets and maintaining efficient patient flow through the service.

As part of the Administration and Clerical Pay Equity Claim settlement this role has been mapped to National Band 4/Profile 4 

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

Patient Bookings & Clinic Coordination

• Schedule and manage outpatient and inpatient bookings, including planned care procedures, in line with Health New Zealand and Ministry of Health guidelines.
• Support the smooth operation of outpatient clinics by managing patient arrivals and departures.
• Maintain high clinic utilisation and manage cancellations within the booking horizon.
• Ensure bookings meet pre-clinic requirements, including diagnostic tests and preparation.
• Manage surgical and outpatient waitlists in accordance with service and national guidelines.

Patient Administration & Systems

• Maintain accurate and timely data entry within the patient management system (SI PICS) and other clinical systems.
• Monitor bookings, waitlists and reporting to ensure compliance with service targets and Ministry of Health standards.
• Conduct regular Do Not Attend (DNA) audits and support follow-up processes.
• Ensure patient records are updated and documentation is accurate and auditable.

Clinical Transcription

• Transcribe clinical letters using dictation software within agreed timeframes.
• Ensure letters are accurate, appropriately formatted and compliant with service templates.
• Coordinate clinical review and sign-off processes.
• Distribute approved correspondence within 24 hours of clinician sign-off.

Customer Service & Front of House

• Provide professional and compassionate service to patients, clinicians and colleagues.
• Maintain strict patient confidentiality and privacy.
• Ensure patient demographics and records are accurate and updated.
• Identify patients who require immediate clinical attention and refer appropriately. 

About You

Essential

• Excellent customer service and communication skills.
• Strong organisational, time management and problem-solving abilities.
• High level of accuracy and attention to detail.
• Ability to work independently while contributing effectively to a team.
• Strong data entry and keyboard skills (50–70 words per minute).
• Intermediate to advanced skills in Microsoft Office (Word, Outlook, Excel).
• Confidence using data systems and learning new software quickly.
• Ability to manage multiple priorities and meet deadlines.

Desirable

• Experience using dictation software for transcription.
• Previous administrative experience within the healthcare sector.
• Knowledge of medical terminology.
• Familiarity with public hospital systems and patient management systems.
• Awareness and sensitivity when working with people from diverse 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 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.