Clinical Administrator | Christchurch Hospital

• Christchurch – Christchurch Health Campus – Respiratory Services
• Part time permanent position working 20 hours per week (working 12:30 pm to 16:30 pm Monday to Friday)

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 team. This role is responsible for providing high-quality administrative and transcription support while ensuring patient bookings and clinic processes are managed in line with Waitaha Canterbury standards and Ministry of Health targets.

Working closely with the Team Leader, Service Manager and Clinical Director/Triaging Clinician, you will support the coordination of outpatient clinics and elective inpatient admissions to ensure patients receive timely and efficient care.

This is a varied and busy role that requires excellent attention to detail, strong communication skills and the ability to work collaboratively within a clinical environment.

As part of the Administration Pay Equity Claim settlement these roles have been mapped to National Role Profile 4A /Band 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

Customer Service & Front of House

• Deliver excellent customer service to patients, clinicians and other service users
• Ensure patient confidentiality and privacy is maintained at all times
• Undertake front of house duties in a professional and welcoming manner
• Check and update patient demographic information within the patient management system
• Identify and refer patients who are unwell or infirm to nursing staff promptly

Patient Management & Booking Coordination

• Manage referrals and bookings in accordance with Waitaha Canterbury Elective Services Guidelines (Orange Book V3)
• Ensure patients are booked according to clinical priority, greatest need and longest wait principles
• Maintain accurate and timely data entry within SI PICS and associated clinical systems
• Communicate booking information clearly and promptly to patients
• Seek clinical direction where required, particularly regarding re-categorisation queries
• Coordinate bookings alongside pre-booking requirements, including diagnostic testing and treatment planning

Clinic Utilisation & Wait List Management

• Coordinate clinic bookings in line with clinic templates and service requirements
• Support high levels of clinic utilisation and minimise cancellations
• Manage bookings within the six-week booking horizon
• Support clinic preparation and outcome processes in line with National Patient Flow business rules
• Assist with inpatient and surgical bookings in collaboration with clinicians and service managers
• Ensure surgical wait lists and SI PICS wait lists remain aligned and accurate
• Monitor and manage wait lists according to service requirements and patient priority guidelines

Transcription & Administrative Support

• Complete transcription of dictated clinical letters within agreed timeframes (typically 3–5 days)
• Ensure all written work is accurate, professional and presented to a high standard
• Process and distribute clinician correspondence within 24 hours of sign-off
• Provide general administrative support to contribute to efficient service delivery

About You

You will be a proactive and detail-oriented administrator who thrives in a busy healthcare environment and enjoys supporting both patients and clinical teams.

Essential Skills & Experience

• Excellent customer service skills with a people-focused approach
• Strong technical ability and confidence learning new systems and applications
• Excellent organisational, time management and problem-solving skills
• High level of accuracy and attention to detail
• Ability to meet deadlines and work independently
• Strong coordination and multitasking skills
• Team-focused approach and ability to work collaboratively
• Intermediate to advanced Microsoft Office skills including Word, Outlook and Excel
• Excellent keyboard skills (50–70 words per minute)
• Strong written and verbal communication skills
• Demonstrated initiative and proactive administrative experience

Desired Skills & Experience

• Broad administrative experience within a healthcare environment
• Awareness and understanding of people from diverse cultural backgrounds
• Knowledge of medical terminology
• Familiarity with public hospital systems and patient management 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.

Position description Apply now

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