Clinical Administrator | Christchurch Hospital

• Christchurch – Christchurch Health Campus – Urology Service

• Permanent full time position 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
We are seeking a highly organised and proactive Clinical Administrator to join our Urology Administrative Team. This role is essential in supporting patient access to healthcare services by coordinating bookings and ensuring efficient patient flow across the service. Working collaboratively within a shared team environment, you will contribute to achieving Health New Zealand and Ministry of Health (MoH) targets while maintaining high standards of accuracy, communication, and patient care.

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

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 Flow & Service Coordination

• Coordinate smooth patient flow across the Urology service
• Support integration of administrative processes across teams
• Identify constraints to patient flow and work with leadership to implement solutions
• Monitor bookings and transcription throughput to meet service and MoH guidelines
• Manage waitlists, reporting, and follow-up actions in line with service requirements
• Conduct and act on regular Did Not Attend (DNA) audits

Booking & Scheduling

• Schedule and manage outpatient and inpatient bookings, including planned care procedures
• Ensure all bookings align with Health New Zealand and MoH standards and guidelines
• Coordinate complex bookings considering clinical urgency, patient availability, and service capacity
• Maintain high clinic utilisation and minimise cancellations within booking horizons
• Manage inpatient bookings and surgical list utilisation in collaboration with clinicians and service managers

Patient Management & Front of House

• Provide professional front-of-house support with a strong customer service focus
• Ensure patient details are accurate and updated in the Patient Management System (SI PICS)
• Identify unwell or vulnerable patients and escalate to clinical staff as appropriate
• Communicate booking information clearly and promptly to patients

Data Management & Systems

• Ensure all data entry is timely, accurate, and auditable
• Use patient management and clinical systems effectively to support service delivery
• Follow standardised processes for booking and patient record management

Waitlist & Clinic Management

• Maintain and monitor waitlists in alignment with “greatest need, longest wait” principles
• Ensure surgical and system waitlists are accurate and consistent
• Prepare clinics and complete post-clinic processes in line with business rules
• Work collaboratively with clinicians to ensure appropriate patient prioritisation

Communication & Collaboration

• Work closely with clinical and administrative teams to ensure timely access to care
• Escalate issues and seek clinical direction where required
• Maintain strong, professional relationships across services 

About you 

Essential Requirements

• Excellent customer service skills with a strong people focus
• Technically savvy with experience using data systems and ability to learn new applications quickly
• Strong organisational, time management, and problem-solving skills
• High level of accuracy and attention to detail
• Ability to meet deadlines and work independently
• Strong coordination skills to manage multiple inputs and priorities
• Team player with a collaborative approach
• Intermediate to advanced Microsoft Office skills (Word, Outlook, Excel)
• Excellent keyboard skills (50–70 wpm)
• Strong written and verbal communication skills
• Demonstrated initiative and proactive approach in an administrative role 

Desirable Skills & Experience

• Previous administrative experience in a healthcare environment
• Familiarity with medical terminology
• Knowledge of public hospital systems and patient management systems (e.g., SI PICS)
• Cultural awareness and sensitivity to 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 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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