Clinical Administrator | Christchurch Hospital

• Te Waipounamu – Christchurch Health Campus- Regional Neurosurgery Service
• Fixed term for 1 year working 40 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

This is a brand-new role that has been created within the regional neurosurgery department.  Regional neurosurgery covers the referrals whole South Island.  This role will work hand in hand with our referrals administrator and oversee the waitlists for Christchurch, Southern District and Southland including the smaller hospitals to ensure that there is an even spread and that patients are not waiting longer in one district over another.  The successful candidate will come with knowledge and experience in a coordinating role, with waitlisting an advantage and an advanced knowledge of SIPICS.  You will also be required to help with surgical booking, referrals alongside the rest of the team.

You will play a key role in meeting Te Waipounamu standards and Ministry of Health (MoH) targets by ensuring patients receive timely access to outpatient appointments, surgical procedures, and treatment pathways.

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

Customer Service & Front of House

• Provide a warm, professional first point of contact for patients and families.
• Maintain strict confidentiality and privacy at all times.
• Manage patient arrivals and departures at clinics, updating demographics in SI PICS.
• Refer unwell patients promptly to nursing staff.

Referrals & Waitlisting

• Register and triage referrals into the Neurosurgery service.
• Waitlist referrals in SI PICS in line with triaging SMO outcomes.

Patient Management & Bookings

• Manage outpatient and inpatient bookings in accordance with Waitaha Canterbury Elective Services Guidelines (Orange Book V3).
• Prioritise bookings based on “greatest need, longest wait” while meeting MoH Planned Care requirements.
• Ensure accurate and timely data entry and communication with patients.
• Coordinate pre-booking requirements (e.g., diagnostic tests).
• Manage surgical list utilisation and cancellations in collaboration with surgeons and service managers.

Clinic & Waitlist Management

• Maintain high clinic utilisation and minimise cancellations.
• Prepare clinics and ensure outcomes are recorded per National Patient Flow requirements.
• Align surgical waitlists with SI PICS waitlists, filtering and prioritising as required. 

About You

Essential Skills & Experience

• Prior coordination of waitlists required
• Strong customer service skills with a patient-focused approach.
• Experience working with data systems; quick to pick up new applications.
• Excellent organisational, time management, and problem-solving abilities.
• High level of accuracy and attention to detail.
• Ability to meet deadlines and work independently.
• Strong teamwork skills.
• Proficiency with Microsoft Office (Word, Outlook, Excel).
• Excellent keyboard skills.
• Strong written and verbal communication skills.
• Proactive and perceptive approach to administration.

Desired Skills & Experience

• Previous administrative experience in a health-related setting.
• Awareness and respect for people from different cultural backgrounds.
• Knowledge of medical terminology.
• Familiarity with public hospital systems (including SI PICS). 

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.

Position description Apply now

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